UH-Victoria

Office of the Vice President for
Administration and Finance

SECTION: TRAVEL INDEX: F-8

SUBJECT: FOREIGN TRAVEL POLICY


POLICY

The General Appropriations Act, 77th Session, requires a state agency’s board or commission to pre-approve foreign travel.

Requests by faculty and staff for foreign travel (i.e., travel to or from countries outside the U.S., other than Canada or Mexico), regardless of the source of funds, require the pre-approval of UHV’s President.

Requests by UHV’s  President for foreign travel (i.e., travel to or from countries outside the U.S., other than Canada or Mexico), regardless of the source of funds, will be forwarded to the Chancellor’s designee who will sign as an acknowledgement that the document (travel request) has been received and reviewed.  A monthly report for the Chancellor to review and approve will be prepared by the designee.

The traveler must complete a travel request reflecting a complete and accurate estimate of the travel cost.  Faculty and staff must obtain approval by the traveler’s supervisor and the Provost or Vice President for Administration and Finance and the President.  The UHV President must obtain approval from the Chancellor.

 

PROCEDURE

Travel requests for foreign travel should be initiated 30 days in advance of the date of departure when possible.

The traveler prepares a travel request form and forwards to the traveler’s supervisor.   If the supervisor recommends approval, the supervisor will forward the travel request to the Provost or Vice President for Administration and Finance as appropriate.   If the travel is not recommended, the request will be returned to the traveler.

If the Provost or Vice President for Administration and Finance recommends approval, the travel request will be forwarded to the President.   If the travel is not recommended, the request will be returned to the traveler’s supervisor.

If the President denies the request, the travel request will be returned to the Provost or Vice President for Administration and Finance as appropriate.   If the President approves the travel request, the travel request will be forwarded to the Travel Coordinator in Finance who will assign a travel request number.   A copy of the approved travel request will be forwarded to the traveler’s supervisor via the department contact person. 

Upon completion of travel, requests for reimbursement must be supported by a copy of the approved travel request and any other supporting documentation as required.  A travel voucher reimbursement request presented by the UHV President will be audited and then forwarded by the Finance Travel Coordinator to the Chancellor for final approval and return to the Finance Department.

 

Approved:

Signature Obtained         02/19/2009
Tim Hudson, Ph.D.         Date
President

Next review date: October 2011
Origination: Finance Department

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