Important Notes:

A Travel Authorization (TA) must be submitted before travel occurs.
If the employee will receive per-diem, use the Per Diem Calculator to compute reimbursement estimates. Search the per diem amount by selecting the domestic or foreign links.
For additional tools, like mileage log and rates, visit the Travel Tools & Resources page.

Tips for success:

Start early. Start as soon as you know travel may occur. This will allow your department ample time to budget accordingly.
Stay within policy. By policy, travel and travel-related expenses should not take place until the TA is approved.
Save and attach a PDF of the price comparison for personal vs business and personal travel when submitting a Travel Authorization.
Add necessary approvers as part of TA submission:
1. If submitting a TA on behalf of another employee, add the traveler as the first approver for the TA. For more information see the Creating and Submitting Travel Authorizations job aid.
2. The supervisor of the traveler, the funding source person for the department, and the P.I. (for grant funded travel) should be added as approvers for the TA.
If combining personal and business travel, a price comparison for airfare must be included. The documentation should be done at the time of booking and clearly show the date of the comparison. Comparisons include the date, time and ticket cost for business only travel compared to the ticket cost for business plus personal travel.
Internal documents may need to be attached based on business need to support department specific business processes.

Access TA application and create a request

Login to the Travel Authorization application.
Select the Create button.

If you are creating the same, or similar, TAs for more than one employee, you can duplicate a prior TA by selecting the Clone (copy) button located next to the TA you want to duplicate.

Screenshot of travel authorization fields

Enter traveler details

Enter all required fields for the Traveler Information.

Traveler's First and Last Name
Traveler’s Department
Traveler’s Cell Phone Number & Email
Travel Location: All foreign travel for Official University Business must be reported to the Risk Management Insurance Office.
Emergency Contact Name, Phone Number and Relationship to Traveler
Search Term Keywords: Use this optional field to add searchable terms.
Business Purpose: Enter a detailed description for the travel request.

Screenshot of traveler information fields

Add additional details

Answer the questions in the Additional Information section

Select Yes or No to the question “Are you Traveling with other Employees?”. If Yes, search for the name of other employees that will be traveling together.
Select Yes or No to the question “Are you Traveling with other Students?”. If Yes, search for the name of students that will be traveling together.
Select Yes or No to the question “Is it Foreign Travel?”.
Select Yes or No to the question, “Was Risk Management Informed?”

Enter trip information details

Enter all required fields for the Traveler Information.

Enter dates of the entire trip in the Travel Begin Date/End Date fields
Select Yes or No for Personal Travel. If you select “yes” you must enter the number of days for business travel and upload a copy of the Business Itinerary.
If travel expenses will be paid in full or part by the University, select University for the question, “Who Will Pay Travel Costs?”. Select Third Party if a third party is responsible in whole for the employee travel cost.

Add Expense Details

To add funding details to items, select the Add Expense button.
Select the most applicable Expense Type from the dropdown menu. You may choose to itemize expenses or add expenses as a total sum by selecting the appropriate expense type or Total Travel Expense.

Enter the amount paid on P-Card in the Prepaid by University field.
Enter the amount the employee will need to be reimbursed for any out of pocket costs in the Estimated Employee Reimbursement field.
Enter the funding source by entering segments in the Fund, Department, Cost Center, Supplemental, and Project fields.
After entering the required information, select Save Expense.

Review Expense Items

View the expense item summary with funding sources and amounts.

Total Prepaid Amount: Includes p-card and direct vendor payment expense items.
Total Estimated Reimbursement Amount: Includes expense items to be reimbursed to the employee.

Add Additional Attachments (as needed)

To Upload optional documentation, select Add Files. Attach files as needed

Add Approvers

Use the Search Directory field to add Travel Authorization approvers. Select up to five approvers as defined by the departmental business process. Best practice when creating a Travel Authorization for someone else, add the traveler as the first approver.

Reorder approvers by dragging and dropping approvers in the order in which the workflow should occur.

Delete approvers by selecting the blue icon next to the approver’s name.

Save and Submit the Request

Select Save and Submit to route the Travel Authorization to the first approver.

End of Process

What’s next?

Approvers will receive a notification regarding the Travel Authorization request. Approvers can either approve, deny, or send the Travel Authorization back for revisions.

After the travel takes place, any related reimbursable items must be submitted via Expense Report. Expense Reports must be submitted and approved within 60 days of the last date of travel OR 60 days from the date of item purchase for non-travel expenses. Items over 60 days from trip end or purchase date are taxable. Items over 120 days are not reimbursable.

Need help with the steps above?

Related resources:

Bronco Hub Training Portal (Homepage)

Submit a Travel Authorization