VII. Approval

Travel Requests and Expense Reports are subject to review and approval in accordance with university policy, funding requirements, and applicable State, federal, and sponsor regulations.

Request Approval Workflow

Requests generally follow the approval workflow below:

1. Traveler or delegate submits the Request;
2. Authorized Approver reviews the business purpose, appropriateness, and necessity of the travel;
3. Cost Object Approver reviews funding availability and expense allowability; and
4. Additional approvals may route as required based on funding source, destination, travel type, risk factors, or university requirements.

Travel should not be booked or expenses incurred prior to full approval of the Request unless otherwise permitted under university procedures.

Expense Report Approval Workflow

Expense Reports generally follow the approval workflow below:

1. Traveler or delegate submits the Expense Report;
2. Authorized Approver reviews the completed travel activity, business purpose, and supporting documentation;
3. Cost Object Approver reviews funding allowability and final expense compliance; and
4. Additional reviews or approvals may occur as required under university policy, sponsor requirements, audit review, or system controls.

Authorized Approver

The Authorized Approver is responsible for reviewing and approving the business purpose and appropriateness of travel. This review includes:

• Confirming the travel supports official university business;
• Reviewing the reasonableness and necessity of the travel;
• Verifying sufficient business justification and supporting documentation; and
• Ensuring travel complies with applicable university requirements.

Authorized Approvers are generally associated with the traveler’s home department or organizational unit.

Cost Object Approver

The Cost Object Approver is responsible for reviewing and approving expenses charged to a specific funding source or chartstring. This review includes:

• Confirming funding availability;
• Reviewing allowability of expenses against the funding source;
• Ensuring compliance with sponsor restrictions when applicable; and
• Reviewing expenses for appropriateness and compliance.

Risk Approver

The Risk Approver is a designated representative from the Center for Global Engagement (CGE) responsible for reviewing international travel identified as elevated or high-risk based on the university’s Riskline risk ratings and related travel risk considerations.

International travel to destinations identified by CGE as Riskline Level 4 or higher is subject to additional review and approval by the Risk Approver and/or Center for Global Engagement prior to travel approval.

Travelers are strongly encouraged to contact the Center for Global Engagement during the early planning stages of high-risk international travel. Delays in notifying CGE of elevated-risk travel may result in extended approval timelines and could impact available booking windows or travel arrangements.

Additional documentation, acknowledgements, registrations, or approvals may be required prior to approval of high-risk travel.

Approval Responsibilities

Approvers are responsible for exercising reasonable oversight and ensuring travel expenses are:

• Appropriate;
• Reasonable;
• Adequately documented;
• Allowable under applicable requirements; and
• Supportive of official university business.

Additional approvals or reviews may be required depending on:

• International travel;
• Sponsored funding;
• High-risk destinations;
• Special accommodations;
• Policy exceptions; or
• Other university requirements.

Approval Limitations

Individuals may not approve their own travel or expenses.

Authorized Approvers should maintain appropriate supervisory or administrative oversight authority over the traveler and should generally be organizationally above the traveler within the university reporting structure. Authorized Approvers should not be subordinate to, or at the same organizational approval level as, the traveler being approved unless otherwise formally authorized by the university.

Approval of a Request or Expense Report does not waive compliance with university policy, State requirements, federal regulations, or sponsor restrictions. All expenses remain subject to audit and final review.