Traveler/Approver Roles

Traveler
Budget Administrator/Budget Executive
Financial Officer

Traveler

The traveler is granted permission to spend University funds and is obligated to be familiar with the policies governing such expenditures. A summary of traveler responsibilities is listed below:

Clearly state the business purpose of trip
Avoid impropriety or extravagance
Understand and comply with University and program sponsor's policies
Ensure expenses are clearly documented, accurate, reasonable, and submitted within 60 calendar days of trip completion. More restrictive deadlines may apply to sponsored funds travel.
Certify that the traveler will not retain duplicate reimbursements for the same travel expense

Budget Administrator/Budget Executive

Approval of the Budget Administrator and at times the Budget Executive is required for payment of travel expenses. A summary of their responsibilities is listed below:

Verify the business purpose of the travel and that budgeted funds are appropriately spent for that purpose
Establish limit for a budget's contribution to overall cost of trip
Ensure that expenses are reasonable for the nature of the work
Ensure that expenses are charged to appropriate budgets
In cases of international visitors, verify each individual is eligible for reimbursement
Refer travel expenses for one's self or those of one's supervisor to a higher-level approver

Financial Officer

Following approval of the Budget Administrator, the Financial Officer is responsible for the following:

Verify and review documentation
Verify compliance with University policies and sponsor regulations
Verify proper classification of object codes
Ensure availability of funds
Forward exceptions to Office of the Corporate Controller
Refer travel expenses for one's self or those of one's supervisor to a higher-level approver