APS #4024

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Travel Authorization

Brief Description

Sets forth university requirements for authorizing official university business travel.

Reason for Policy

This policy and related procedures have been developed to consolidate and clarify the requirements for obtaining authorization to travel on behalf of the university.

Policy Profile

APS Policy Title: 
Travel Authorization
APS Number: 
4024
Effective Date: 
July 1, 2025
Approved By: 
President Todd Saliman
Responsible University Officer: 
Associate Vice President and Chief Procurement Officer
Responsible Office: 
Procurement Service Center
Policy Contact: 
Associate Vice President and Chief Procurement Officer
Supersedes: 
Travel Authorization, effective July 20, 2012
Last Reviewed/Updated date: 
July 1, 2025
Applies to: 
All university travelers including employees and non-employees/all campuses

I. Introduction

The university has developed this policy to ensure the appropriate level of review and approval for official university business travel.

II.  Policy Statement

  1. Authorization for official university business travel is required in advance of the trip.
  2. The type of authorization depends on the trip destination and the type of traveler, as outlined below.
    1. In-State and Out-of-State University Business Travel
      • Department approval is required in advance for all employee and non-employee travelers.
         
    2. International University Business Travel
      • Department approval is required in advance for all employee and non-employee travelers.
      • Approval from the appropriate officer of the university (the designated international travel approver) is required for employees, non-employees, students, and regents (and for their immediate family members, if those family members are also traveling on official university business).
      • High-risk travel destinations require additional approval in advance of the trip from the campus designated high-risk travel approver.

III.  Definitions

Italicized terms used in this APS are defined in the APS Glossary of Terms.

IV.  Related Policies, Procedures, Forms, Guidelines and Other Resources

  1. Procedures

    Procurement Service Center (PSC) Procedural Statement Travel
     
  2. Other Resources (i.e., Training, Contact Information)
    1. Educational resources including guides, training notifications, and newsletters are announced and available on the Procurement Service Center website.
    2. The PSC Service Desk will respond to questions and provide guidance regarding interpretation of this policy. Any exceptions to this policy must be approved by the associate vice president/chief procurement officer.

V.  History

  • Adopted:  January 1, 2005, as International Travel.
  • Revised:  October 1, 2007 - Updated references under Section III (Procedures, Forms, Guidelines, Resources); January 1, 2011 - Expanded authority of APS from international travel authorization only, to authorization broadly for all university business travel (in-state, out-of-state, and international); May 2, 2011 - With the implementation of the Concur Travel component of the Concur Travel & Expense System, the technical (system) requirement of TA numbers (Travel Authorization numbers) has been eliminated. This technicality does not change the requirements for obtaining approval to travel; July 20, 2012 - Corrects defined term officers (previously incorrectly italicized as officers of the University). The correction in italicization does not change any policy or procedural requirements; July 1, 2025 - Changes owning organization from Finance to Procurement Service Center. Clarifies application to employees and non-employees. Adds high-risk destinations approval requirements.
  • Last Reviewed:  July 1, 2025.
Tags:
authorization
in-state
international
out-of-state
travel