Travel Services (TRA)
POLICY 4
Effective Date: 12/01/2000
Last Modified Date: 12/18/2000
In-State Travel
All travel in state by University employees on University business should be authorized by the agency head (Chancellor) or his delegate. (This has been delegated to department heads or comparable administrators at the University.)
Part I of the Travel Request form approved by the disbursing authority should be submitted in advance of the trip for travel in state when excess subsistence and excess registration is required.
Excess lodging must be approved by the Travel Services Office before the travel begins.
Out-of-State Travel
All travel out of state by University employees on University business should be authorized by the agency head (Chancellor) or his delegate. (This has been delegated to department heads or comparable administrators at the University.)
Out-of-Country Travel
Part I of the Travel Request form approved by the disbursing authority should be submitted in advance of the trip for travel away from the continental United States by University employees on University business.
Out-of-State and Foreign Travel Funded by Contracts or Grants
All out-of-state and foreign travel funded by contract or grant funds requires prior agency approval. Federal contracts and grants require the use of U.S.-flagged carriers unless otherwise approved by the sponsoring agency.
Information for Travel Authorization
For circumstances described above as requiring University authorization, Part I of the Travel Request form must contain the following information where appropriate:
- Subsistence allowances in excess of the statutory maximums may be authorized when greater expenses are anticipated (see TRA Policy 9, Subsistence). Excess subsistence may be allowed because of hotel rates in excess of statutory maximum. Higher costs for meals may be approved if a specific meal is part of a conference or seminar and attendance is required. The traveler must provide information to justify any excessive expenses.
- The use of a rental automobile will be authorized only when information is supplied to indicate that it is
- the only feasible method of available transportation; or
- the most economical method of available travel.
- The specific date and manner of prior sponsor approval for contract- or grant-funded out-of-state or foreign travel.
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