6.2 Travel Authorization Procedures / TAR Form

Updated October 2006

General Guidelines

Each employee required to travel in the performance of official duties and entitled to reimbursement for expenses incurred must have prior authorization from the department head (or their designated official) for the performance of travel. The Dean, or department head may authorize and approve travel for all employees that report to him/her. For example: travel for a department head or school chair must be approved by the dean, or their designated official, and travel for a Dean must be approved by the Provost or designee. In no case is a subordinate authorized to approve travel for his/her superior.

Approval attests to the necessity of the travel and ensures that arrangements are reasonable in nature and amount. In instances where completion of the Travel Authority Request (TAR ) form prior to the travel is impractical or even impossible, email communications, notes of phone conversations, etc., between the traveler and the individual authorizing the travel, may be printed and attached to the TAR as evidence of prior authorization to travel. Both the approval signature and traveler's signature may be delegated, but in all cases must be approved prior to trip initiation.

Each department must submit Signature Authorization form (s) to Accounts Payable for each employee authorized to approve travel. Departments are responsible for maintaining the signature forms and providing updated forms to Accounts Payable. The Signature Authorization form can be found on the Procurement Services website at http://www.procurement.gatech.edu/mm_forms.html .

Procedures

In-state Travel

Approval to travel within the State, or just beyond the State borders, on a regular or continual basis may be given in the form of a standing authority to travel. Units will issue and retain standing authority documentation. In the case of occasional trips, specific authorization must be obtained in the form of an approved Travel Authority Request (TAR) .

Out-of-state Travel

The Travel Authority Request (TAR) must be completed and properly approved. Effective with all out-of-state travel commencing on or after April 1, 2005, the original TAR should be submitted to Accounts Payable along with the Travel Expense Statement upon the completion of travel. TAR's for trips reimbursed prior to 4/1/05, should be maintained in departmental files for 4 fiscal years.

International Travel

The two-page Travel Authority Request must be completed and properly approved. Refer to 6.1 for additional information.

No-Cost-To-Tech Travel

In situations where no charges to the Institute are involved, but the purpose of the trip is official business or Institute related, a Travel Authority Request form must be approved and retained in the traveler's department.

Itinerary Changes

If the itinerary of the trip changes from that stated on the original Travel Authority Request , a revision must be approved at the departmental level.