Travel Authorization and Reimbursement
Does this apply to me?
- If you travel, approve travel authorities / expense reimbursements, or process expense statements - yes!
What do I need to know traveling or processing travel forms?
- Process steps - how is this supposed to flow?
- Key areas of risk - what to avoid or watch for
- Quick tips - the essential information, and links to more
- Training Courses - how can I learn more?
- Relevant Policies
Process steps:
- 1. Employee has a need to travel on Institute business.
- 2. Where is the trip? A Travel Authorization (TAR) must be filled out for out-of-state and international travel. Your business unit / school may also require a TAR for in-state travel (check with your Business Officer / financial manager!).
- 3. If airfare is direct billed, then a notice is sent to the department. It is important to keep track of these because if a trip is cancelled, you want to get a refund for the airfare or cancel the tickets.
- 4. Travel occurs.
- 5. The traveler fills out a Travel Expense Statement (TES), attaching all appropriate receipts and documentation.
- 6. The Unit Business Officer reviews these materials and makes sure that it is compliant with Institute policies, then sends the reimbursement request to Accounts Payable (AP).
- 7. AP audits the documents and processes the TES.
- 8. The traveler receives a reimbursement.
Key areas of risk:
- Description of risks: Travelers may
request and be reimbursed for travel costs that
exceed allowable limits or for personal expenses,
rather than those items essential to carrying out the
business of the Institute. Reimbursements of this
type are a violation of state law. If such violations were to occur, it could result in financial loss for the Institute and could generate negative publicity. These can include:- Personal charges
- Travel that was not previously approved
- Airfare purchases for trips that were cancelled (and tickets not refunded)
- Charges that are not allowable, such as alcohol
- Meal reimbursement that exceeds per diem limits
- Conflict of interest
- Double reimbursements - the same charges submitted for reimbursement against multiple fund sources (these can include GT funds, GTF funds, or sponsor funds) or multiple entities (GT, BOR, Sponsor, etc.)
- Appearance of impropriety in purchases (luxury items, high-end hotels, etc.)
- Hotel stay that exceeds conference dates
Quick tips:
- Internal Control Guide, (Section 1 - Financial Risks, Heading V, p. 18)
- Travel information web site (GT - Accounts Payable)
- Authorization to travel must be obtained prior
to travel.
- For in-state travel, a Travel Authorization Request is not required by Accounts Payable,but it may be required by your local department or business unit. Check with your Business Officer / financial manager to learn more about your local processes.
- All out-of-state travel requires a Travel Authorization signed by the appropriate approver before a trip occurs.
- International trips require the export control questionnaire on page 2 of the TAR.
Courses:
Go to the Training web site to register for any of these courses, or click on a link below to read a description:
- (F) - Travel Policies and Procedures for Campus Administrators - This course covers travel polices and procedures for campus administrators. Topics include: travel authorization form; registration payments; travel expense statement (employee travel reimbursements); international travel; travel reimbursements for official guests/visitors; and travel reimbursements for consultants.
- Travel Web Booking/Direct Bill of Airfare
Relevant Policies:
These links will open specific policies from the Institute's policy manuals as a new page or tab.
- Financial Manual, Chapter 6 - Travel
- Specific policies:
- General Information and Overview of Travel - Financial Manual, Policy # 6.1
- Travel Authorization procedures (TAR) - Financial Manual, Policy #6.2
- Travel reimbursements / Travel Expense form - Financial Manual, Policy #6.13