Policies & Procedures


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Section: ACT
Part: PRO
Statement No.: 4.0a
Date: 09/21/2015
University of North Carolina - General Administration
Administrative Policies and Procedures Manual
Title: Travel Authorization/Advances


1.           If a Travel Authorization is required (see ACT Pol 4.0), the traveler prepares the Travel Authorization

                form with the correct departmental approval signatures (see ACT Exh 4.0a). The traveler keeps the copy

                and forwards the original to the Accounting Office PRIOR to the intended travel.


2.           The following information is completed on the Travel Authorization form:


      Date Submitted - current date

      Department or Division - department or division of the person requesting Travel Authorization

      Traveler's Name and Title - the name and position of the person requesting Travel Authorization

      Traverler's PID and ONYEN

      Employee - check box for YES or NO

     For Travel Advances ONLY - "x" in box for ADVANCE REQUESTED with rounded monetary amount

                      Travel From and Travel To - destination of departure and return

                    •      Period Beginning - Period Ending - the dates the travel period begins and ends

      Period Beginning - Period Ending - the dates the travel period begins and ends

      Travel to - the destination

      For Purpose of - a description of the travel

      Advance Requested - mark the box if an advance is requested

      PeopleSoft Chartfield - specify where expense should be charged

      Marks the appropriate box(s) for:

In-State Overnight


Out-of-State Overnight



Transportation Type

      Pay Advance Registration - amount needed if advance registration is required

      Payable to - to whom the advance registration check is to be made payable

      Estimated Cost - estimated cost by type

      Lodging - amount if excess lodging is requested

      Registration - amount if registration fee is requested

      Explanation of Excessive Amounts Being Requested - describe the need for excess lodging

       and registration if applicable

      Traveler's Signature - signature of person requesting travel authorization

      Department or Division Head - signature of immediate supervisor, or the department or division

       head if applicable

      Designated Official's Signature - for all out-of-state travel, and excess lodging or registration.

       (see ACT Pol 4.0)


3.            After completion of the Travel Authorization form, including all departmental or division approvals,

                it is submitted to the Accounting Office.


4.            Approval by Designated Official’s Signature  - Controller or other designated official. Required after form is complete and signed by traveler and department / division head, as appropriate.


5.           Accounting emails the approved Travel Authorization Form to the department.


6.             If the applicant is requesting an advance, the department requests a Travel Advance through WebTravel. 


7.           A check is issued approximately five (5) days before the travel date. 


8.           Accounting monitors and reconciles the PeopleSoft Travel Advance Chartfield.