Business Services
BUSINESS SERVICES POLICY AND PROCEDURE DOCUMENT (BSPPD) # 7C
UW-EXTENSION DELEGATED DESIGNEES FOR GRANTING TRAVEL RELATED TRANSACTIONS
(Revised August 1, 2001)
| TYPE OF TRANSACTIONS |
REFERENCE | POSITION/TITLE | PROCEDURE |
|---|---|---|---|
| Travel Authorization | Travel Regulations Section I.G | Employee's Supervisor | The method used to grant approval is to be determined by the department. |
| Travel Outside of Country Authorization | BSPPD #7E | Vice Chancellor or Designee | Completion of Out-of-State Travel Form |
| Headquarters City Designation | Travel Regulations II.D | Employee's Supervisor | The method used to communicate designation is to be determined by the department. |
| Lodging Expenses within 50 miles | Travel Regulations XI.I | Supervisor | The Method used to grant approval is to be determined by the department. |
| Direct Billing of Lodging | Travel Regulations XI.M | Department Chair | See Note below |
| Refreshment Break Expenses | Travel Regulations XIV, Appendix A and BSPPD #7B | Department Chair | See Note below |
| Meal Expenses in Headquarters City | Travel Regulations XIV, Appendix A and BSPPD #7B | Department Chair | See Note below |
| Meeting in Non-UW Facilities involving additional Expenses | Travel Regulations XIV, Appendix A and BSPPD #7B | Controller | Memo, e-mail, requesting approval prior to meeting. |
| Meeting room or transportation expenses related to off-campus meetings (retreats) primarily for participation of employees from the same headquarters city | Travel Regulations XIV, Appendix A and BSPPD #7B | Assistant Chancellor for Administration | Memo, e-mail, requesting approval prior to meeting. |
| Applicant Interview Expenses | Travel Regulations XIX | Dean/Director | Completion of "Request for Authorization to Reimburse Applicant for Interview Expenses" form prior to interview. |
| Moving and Temporary Lodging Expenses | FAP # 19 "Relocation/Temporary Lodging Reimbursement | Chancellor or Designee | Memo/letter prior to move routed through Dean/Director's Office. |
| Reception Expenses | Travel Regulations XIV, Appendix A and BSPPD #7B | Department Chair | Memo/letter requesting approval prior to reception. |
The approval levels listed above cannot be delegated to a lower level. However, in the absence of the authorized approval authority, approvals may be obtained from an individual who has been designated as acting in the capacity of the designated approval authority (i.e., Associate Dean for Dean) during their absence.
The direct billing of lodging, meals, breaks, etc. is appropriate for larger groups (5 or more) where all of the costs will be charged to the same coding. Use of a Purchasing Card or the Low Dollar Order (LDO) process should be used if the total amount does not exceed $5,000. If the cost will exceed $5,000, an external requisition should be processed to initiate a Purchase Order a minimum of 10 calendar days prior to the event. The costs should be within state maximums.