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Viewing: 1303 – University of North Carolina at Chapel Hill Policy on Authorization for University Travel

Table of Contents


Current Status: Active PolicyStat ID: 4665275

1303 – University of North Carolina at Chapel Hill Policy on Authorization for University Travel

Policy Sections

Policy Statement

Reason for Policy

Exclusions

Special Situations

Procedures

Additional Information

Frequently Asked Questions

Related Data

Contacts

History

Responsible University Officer
Director of Systems and Operations

Responsible Unit
Systems and Operations

Policy Statement

All travel by University employees on University business is to be authorized by the agency head (Chancellor) or Chancellor's delegate. Travel by senior University administrators, except for in-state day travel, requires authorization as follows:

  1. Travel by the Chancellor shall be authorized by either the Executive Vice Chancellor/Provost or the Vice Chancellor for Finance and Administration or their designees.
  2. Travel by Vice Chancellors and others who report directly to the Chancellor shall be approved by the Chancellor or a person designated to do so by the Chancellor.
  3. Travel by Deans and others who report directly to the Executive Vice Chancellor/Provost shall be authorized by the Executive Vice Chancellor/Provost or a person designated to do so by the Executive Vice Chancellor/Provost.

Individuals who are designated to approve travel shall ensure that an alternate approver is available in cases where the principal approver is unavailable.

Senior University administrators are defined as:

  1. Chancellor and direct reports to the Chancellor,
  2. Deans,
  3. Members of the Cabinet who report directly to the Chancellor, except for the President of the General Alumni Association.

For employees who are not designated as a senior University administrator, department heads or comparable administrators have been given this delegation.

Reason for Policy

In the event of an accident or injury while in travel status this approval would ensure that worker's compensation claims are considered.

Exclusions

None

Procedures

1303.1 – University of North Carolina at Chapel Hill Procedure on Authorization for Travel by Senior University Administrators

Additional Information

Frequently Asked Questions

Q: Do I need to submit a travel request to obtain permission from my department head for a University business trip?
A: It is not necessary to submit an electronic travel request to obtain permission. Your department may have an internal form or procedure that should be followed for employees who are not senior University administrators. Senior University administrators shall use the Authorization for Travel and Reimbursement by Senior University Administrators Form 1303.1.1f.

Q: May I pay for my own conference registration and seek reimbursement afterward?
A: As per University of North Carolina at Chapel Hill Policy 1309, employees work with their department to pre-pay the vendor directly for the traveler's conference registration fee using the pre-payment function via Travel Authorization in Web Travel. Employees must provide a justification for paying with their own monies if they wish to receive a reimbursement for the costs for the registration.

Related Data

None

Contacts

SUBJECT CONTACT TELEPHONE FAX E-MAIL
Travel Provisions Travel Services 919-962-0210 919-962-2356 Travel_team@unc.edu
Travel Policy Systems & Operations 919-843-5097 919-962-2356 Travel_team@unc.edu

History

Revised:
February 7, 2018: Removed Special Situations sections which stipulated that staff travel on U.S. flagged airline carriers under the Fly America Act.  This information was moved to Policy 1310, a more appropriate housing unit.  FAQ section language was updated for clarity; contact information updated on Travel Policy Section
December 18, 2014: Added to FAQ section on advance justification.
January 13, 2014: Exception for in-state day travel made in Policy Statement section.
May 1, 2013: Added travel authorization information and definition of senior University officials.
January 31, 2011

All revision dates: 3/5/2018, 12/18/2014, 1/13/2014, 5/1/2013, 1/31/2011
Attachments:

Approval Signatures

Step Description Approver Date
Publication by Office of Ethics and Policy Matthew Teal: University Program Specialist 3/5/2018
Finance Communications Office Christine Shia: Public Comm Specialist 3/5/2018
Step Description Approver Date
Publication by Office of Ethics and Policy Matthew Teal: University Program Specialist 3/5/2018
Finance Communications Office Christine Shia: Public Comm Specialist 3/5/2018
Older Version Approval Signatures