Travel Authorization for Employee with a Team or Group
Module: Expense
Business Process #: EX - 6
Purpose of Process: To process travel authorizations for employees traveling with non-employees as part of a team or group.
| Step | Individual | Activity |
| 1 | Traveler | Determines that team/group travel is required. |
| 2 | Traveler | Prepares travel authorization estimating the amount of employee travel as well as the amount of the team non-employee travel. Travel Authorization Form should be used outside of the PSFIN system. |
| 3 | Traveler | Submits travel authorization for approval. |
| 4 | Appropriate Approval Authority | Appropriate Approval Authority approves travel authorization and returns it to the traveler. |
| 5 | Traveler | Once approved, travel authorization is retained in the traveler’s home department until travel is completed. |
Travel authorization is retained in the traveler’s home department until travel is completed. The original, approved Travel Authorization should accompany the initial reimbursement request as support documentation for the expense reimbursement to the Office of the controller. For subsequent reimbursement requests, submit a copy of the approved Travel Authorization.
If prepaid airfare is required, employee must submit a list of all non-employees (team members) as required through the Prepaid Airfare business process (A-3) who are approved for travel on the travel authorization.
