Travel Policies & Procedures

Required Approvals

Required approvals for Travel Authorizations, and the responsibilities carried by the signatories and approvers, are as follows:

1. Employee's signature
By signing the Travel Authorization form, the employee is certifying that the travel is necessary to the business of the College; the estimated expenditures are reasonable, proper, and in compliance with travel policies; and no personal expenditures are included. The employee is also recognizing that the actual reimbursement paid may be less than the estimate shown on the Travel Authorization depending on the actual expenditures as verified by supporting documentation, or on the amount of funding approved.

2. Travel Approver
A travel approver must be the traveler's supervisor or higher authority. All international travel must be pre-approved by the immediate supervisor and President. Travel for faculty and staff must be approved by the department head; travel for department heads must be approved by the VP; travel for VPs must be approved by the President of the College, travel for the President must be approved by the Vice President.

3. Supervisor's signature
By signing the Travel Authorization form, the supervisor is certifying that he/she is aware of the employee's travel and that the travel is necessary to the business of the College, the estimated expenditures listed are reasonable and necessary, and that arrangements have been made to cover position requirements in the employee's absence.

4. ORGN (Cost Center) Manager's signature
By signing the Travel Authorization form, the orgn/cost center manager is certifying that funds are available in the amount of the Travel Authorization. The orgn/cost center manager has the authority and option of declining all or a portion of the submitted trip.

5. Travel Office authorization
It is the travel office's responsibility to verify that all proper supporting documents are attached to the Travel Authorization, and that all requests are in compliance with travel policies. The travel office has the authority to decline the submitted trip based on non-compliance with established travel procedures.

6. Blanket Authorization
Blanket authorization for specific individuals in a department, for in-state travel, can be requested in the form of a memo to the Travel Compliance Designee. This blanket authorization does not cover airfare; pre-approval is required for all airfare.

Updated 9-25-2008