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What is a Travel Authorization?

When do I submit a Travel Authorization?

Who do I contact for support?

Policies and Resources

A Travel

Authorization is required is

Authorizations are a pre-authorization submitted

when

before an employee travels outside of a 100 mile radius of their workstation.

Travel Authorizations:

  1. are required by the State of Idaho

  2. encumber/reserve funds for the travel related business expenses

  3. are submitted as part of Duty of Care

  4. are required for absence approval documentation purposes.

When

do I submit a Travel Authorization?When

an employee travels outside of a 100 mile radius, from their official work station,
employee travel policies apply and a Travel Authorization must be submitted and approved before any funds are spent, either personally or by the university.

Any applicable reimbursements do not take place until the employee returns from travel and an Expense Report is submitted and approved. Visit Expense Reports.

Who do I contact for support?

P2P_Reimbursements@boisestate.edu

https://www.boisestate.edu/vpfa-travel/
Policy and related resources
Best Practices: Travel Authorizations

Job Aids

  1. Submit a Travel Authorization

  2. Edit, Cancel or Cancel Reverse a Travel Authorization or Reverse an Encumbrance

  3. Approve or Reject a Travel Authorization

  4. Request a Cash Advance

  5. Review Travel Authorization Approval Status

  6. Encumbrance Overview

Training Opportunities

Self guided training: Introduction to Employee Travel

Travel Authorization Approval Routing

Tip

View where a Travel Authorization is in the approval workflow by following these step by step instructions.

Reporting on Travel Authorizations

Expense Reports – Campus Transaction Dashboard

Run the Expense Reports – Campus Transaction Dashboard to view detailed reimbursement details like related Expense Report requester, reimbursement amount, reimbursement status, date of reimbursement and funding segment string used to code the transaction.

Appropriated and Local Summary – BvA

Run the Budget vs Actuals (BvA) Reports at least once per month to ensure accuracy of financial transaction reporting and proper budget management.

Run the Appropriated and Local Summary – BvA to review encumbrances related to employee travel. Encumbrances are released after a related Expense Report is submitted and approved. For more information about BvA Reporting, visit Financial Reporting.