Responsibilities

Department
It is the department’s responsibility to ensure that employees traveling on behalf of the university is aware of and will abide by the university Travel Policy. The department should:

Ensure compliance with the university Travel Policy
Exercise prudent judgment in approving travel-related expenses
Ensure that any travel expenses incurred are:

Individual
Employees traveling on university business are responsible for:

Being familiar with and complying with the university Travel Policy.
Complying with the university's policies
Selecting travel options that are most economical to the university
Spending the university's funds prudently. Travel and entertainment related expenses will be paid by the university if they are deemed to be reasonable, appropriately documented, properly authorized and within the guidelines of the university Travel Policy
Exercising the same care in incurring expenses and accomplishing the purposes of the travel that a prudent person would exercise if traveling on personal business. Excess costs, circuitous routes, delays, or luxury accommodations unnecessary or unjustified in the performance of official university business travel are not acceptable
Paying any excess costs and any additional expenses incurred for your personal preference or convenience
Securing prior authorization for travel
Verifying that all travel arrangements are confirmed prior to departure
Ensuring that expense report forms (TABER) are prepared and submitted in a timely manner with appropriate receipts and required documentation

Authorized Approver
The authorized approver must verify that expenses and expense reports meet the following criteria:

Travel and entertainment expenses were incurred while conducting university business
The expenses were necessary and consistent with university policies and the university Travel Policy
The information contained on the expense report and in the attached documentation is accurate
Expenses meets any and all sponsor guidelines, if applicable, and the expenditure is charged to the proper account(s)

The authorized approver:
should have authorization over the account being charged;
cannot be the individual seeking reimbursement;
if possible, should be the traveler's direct supervisor;
should not be asked to approve the travel or entertainment expenses for an individual to whom they report; and
can only approve those expense reports within their authority.

All university travel requires pre-trip approval and an employee cannot approve his or her own travel.

Last Updated: May 4, 2006