Finance and Administration 〉 Travel 〉 Travel Policy 〉 Travel Authorization

Travel Authorization

  • Last Updated: 06/22/2016
  • Effective Date:

Policy Statement

An employee traveling on University business outside of the state of Georgia must obtain prior approval from the appropriate dean, director, or other unit head and fiscal review by the Travel and Encumbrance Section of the Accounts Payable office.  Out-of-state travel by a dean or director requires the prior approval of the appropriate vice president. A vice president's out-of-state travel requires prior approval by the appropriate senior vice president or the President. Travel outside of the continental limits of
the United States must be approved by the appropriate vice president and the Office of
International Education. No out-of-state travel is to take place, and no claim for reimbursement will
be processed without proper authorization as outlined above. Any travel authority submitted after travel has occurred will need to be accompanied by a letter of justification indicating that proper procedures will be followed in the future.   

Travel funding that is encumbered and not spent before June 30 will be transferred to a liability account.  Departments may encumber year end funds for travel that will be completed by September 30 of the next fiscal year.  A travel authority for travel occurring between July 1 and September 30 should clearly indicate which fiscal year should be charged.

The University of Georgia does not provide travel advances.  Employees traveling on University
business should pay for their expenses and seek reimbursement.  Special arrangements
may be made through the Bursar’s office to facilitate Studies Abroad Programs and group travel in some
circumstances.

The preferred method for submitting a Travel Authorization is via the Electronic Check Request System at:

https://webapps.ais.uga.edu/PCFA/index.jsp

The employee and non-employee Request for Authority to Travel web forms can be found online at:

http://www.busfin.uga.edu/accounts_payable/travel_encumb.html

Note:  The non-employee Request for Authority to Travel is a printable format only.  No online
data entry is available.

Reason for policy
The purpose of this policy is to document the requirement for employees to submit a travel authorization for approval prior to out-of-state travel.
Procedures
Prior to traveling on an out-of-state trip, the traveler should initiate a travel authority within the Electronic Check Request System.  The travel authorization will be routed for approval in accordance with pre-determined levels established for the funding source.  Funding  will be encumbered for the trip once all approvals have been obtained.  If airfare is being direct billed to UGA, the travel agency will be allowed to bill only after the travel authorization has been approved by Accounts Payable.
Forms/Instructions
Electronic Check Request and Travel Authorization System-employees should utilize this system to submit travel authorizations.
Additional contacts

Patricia Sims

Phone Number:  (706) 542-2786

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator:  Associate Vice President & Controller

Policy Owner:  Accounts Payable

Policy Contact: Patricia Sims

Phone Number:  (706) 542-2786

Traveler Responsibilities:  Travelers are expected to exercise good stewardship of funds when traveling on official business.  Travelers are expected to complete the request for travel authorization prior to traveling out-of-state. 

Record Retention

Research Grant Records
Number 0472-09-006
These records relate to funded research grant proposals and research activity associated with grant funded projects.  Examples of records include:  supporting statistics, demographic data, draft proposals, suggested revisions, final proposals, forms, protocols, applications, research/activity reports, progress reports, and summary reports.
Retention:  Final research report is permanent.  All other records:  7 years after the end of the grant period.

 

Accounting Records
Number 0472-03-001
This series includes bank statements, purchase requests, purchase orders, requisitions, financial reports, accounts payable and receivable records, write-off records, discrepancy, payment schedules, operating statements, year-end projections, reconciliation and expenditure reports, cancelled checks, check stubs, moving expense records, cost accounting reports, refund/disbursement request records, returned checks, deposit slips, travel records, credit voucher requistion records, cash balances and reconciliations, sales and cash reconciliation records, journal entries, outstanding obligations, refund/disbursement requests, receipts and invoices.
Retention:  Monthly and quarterly reports:  1 year.  All other records:  5 years.

 

Credit Card Administration Records
Number 0472-03-013
This series documents administration of credit cards and P-cards issued to institutional staff and units.  Recoreds may include:  applications, master monthly billing statements, individual card holders' statements, billing summaries, printouts including vendor analysis by code, number of charges and stores, and use summaries.
Retention: 7 years.

Policy Appendices