Approval Requirements

By signing the travel expense statement, the approver is indicating that they have reviewed all expenses to be reimbursed to the employee, that the trip and related expenses have a valid business purpose, and that they are in compliance with all aspects of the travel policy.

Electronic signatures that can be authenticated are acceptable for approvals. See Electronic Signature Requirements for additional details.

Requirements

  • Individuals approving travel expense statements should explain all policy exceptions or conditions requiring exception approval and are responsible for obtaining the appropriate exception approval signature.  See Exception Approval Requirements for additional details.
  • Travel expense statements must be signed by someone who is at least one level higher than the traveler or by a designee approved by the Controller’s Office.
    • Principal Investigators (PI’s) can sign for travel paid on their research grants, but cannot approve their own travel expense.
    • Faculty should have the Dean or Department Chairman / Division Chief sign their travel expense statements. When it is not practical for the Dean or Department Chairman / Division Chief to sign expense statements, a designee approver should be coordinated with the Accounts Payable Manager and approved by the Controller’s Office.
    • Deans, Executive Vice Chancellors and other Senior Management reporting to the Chancellor should have the CFO, or the Controller in the CFO’s absence, sign their travel expense statements.

Electronic Signatures

Information for Electronic Signatures

Exception Approvals

Guidelines for Exception Approval