All policy exceptions require approval by the Dean or Vice Chancellor who has responsibility over the employee’s department.
- When an exception to the policy is necessary, a brief explanation of the exception must be noted on the travel expense statement and exception approval must be obtained from the Dean or Vice Chancellor who has responsibility over the employee’s department. Exceptions for Deans, Executive Vice Chancellors, and other Senior Management reporting to the Chancellor, will be approved by the CFO or the Controller in the CFO’s absence.
- If exception approval responsibilities are delegated, the designee must be coordinated with the Accounts Payable Manager and approved by the Controller’s Office. The designee cannot be the person who approves the paper (TR) document.
- Exception approvals must be in the form of a signature and include the printed name and title of the person signing the exception. Signature stamps are not acceptable. Electronic signature that can be authenticated are acceptable. See Electronic Signatures for additional details and requirements.
- Unusual situations and special circumstances that warrant an exception to policy must be coded to Other Travel (scob 36-87).
- Under certain circumstances, exceptions to the travel policy resulting in additional expenses to the university may be treated as taxable income to the recipient. Taxable reimbursements will be reported to payroll and included on the employee’s Form W-2. Taxable reimbursements made to non-employees may be reported on the IRS Form 1099-MISC.