Q:   Who is responsible for approving travel?  (revised 4/8/2014)
A:   The following tables represent the various roles involved, and their responsibilities:

Roles / Approver Responisble For
Traveler Justifying the purpose and the estimated expenses of the travel. Certifying that the trip was taken and the expenses listed were incurred.
Approving Authority (Supervisor, P.I., or Program Manager) Authorizing the purpose of travel benefits the University, the employee has permission to travel, and the employee’s workload is covered. Authorizing use of the account code(s) to fund the travel.
Fiscal Administrator Authorizing that funds are available and fiscal policies and procedures have been followed.
Executive Approving Authority * Authorizing out-of-state travel.
Disbursing Auditing for procedural compliance.

* Executive Approving Authority For Travel By
Deans / Directors UH Manoa Units and UH Hilo Units
Chancellors / Vice Chancellors Community Colleges, UH West Oahu, UH Hilo, UH Manoa, UH Maui College
Vice Presidents / Associate Vice Presidents Systemwide Programs, Deans/Directors, Community College Chancellors
President Chancellors or Vice-Presidents
 
Q:   What are the required approvals for the various travel documents?  (revised 4/8/2014)
A:   See table below.

Type of Travel Travel Request / Advance and Travel Completion
Intra-State Travel Must be:
  • Certified by the Traveler
  • Approved by the Traveler's Approving Authority (Supervisor, P.I., or Program Manager)
  • Approved by the appropriate Fiscal Administrator
Out-of-State Travel Must be:
  • Certified by the Traveler
  • Approved by the Traveler's Approving Authority (Supervisor, P.I., or Program Manager)
  • Approved by the Executive Approving Authority (not required on Travel Completions)
  • Approved by the appropriate Fiscal Administrator
No Cost Travel Must be:
  • Certified by the Traveler
  • Approved by the Traveler's Approving Authority (Supervisor, P.I., or Program Manager)
 
Q:   What is required for pre-approval of excess lodging?
A:   List the excess lodging expense on the Travel Request and obtain all required approvals. Include two other quotes for lodging within the area the Traveler is staying to document price reasonableness.
 
Q:   Which campus will approve the travel paperwork if another campus’s account code is used?  (revised 4/8/2014)
A:   Obtain all of the necessary approvals (e.g. Intra-State and Out-of-State) from the traveler's campus/department. In addition, you must obtain the approval of the Approving Authority and Fiscal Administrator that is responsible for the account being charged.
 
   
 
Printing /
Submission /
Routing
Q:   Do Travel Requests have to be printed on pink paper and Travel Completions have to be printed on blue paper?
A:   Disbursing does not require printing on colored paper. Check with your Business/Fiscal Office on their requirements.
 
Q:   Why do I have to print and submit the hard copy travel document when I already submitted it online?
A:   Currently, eTravel does not accommodate electronic approvals so you must fill out the form online, print, and route the paper copy for manual signatures. Note: travel reimbursements require original receipts, so even when all approvals are electronic, supporting documentation must still be routed to your Fiscal Office and to Disbursing.
 
Q:   I submitted the travel document to my Fiscal Administrator but need to make changes. What do I do?
A:   Contact your Fiscal Office and have them Deny the document back to you. This will change the document status from Submitted back to InProcess and you will have full access to edit the form.
 
Q:   I approved the travel document and sent it to Disbursing but need to make changes. What do I do?
A:   Contact the Disbursing Office and have them Deny the document back to you. This will change the document status from Approved to InProcess and you will have full access to edit the form.
 
Q:   What if the Travel Request is submitted on the day of departure or after travel commences?
A:   University policy requires all travel be approved prior to departure. If the Travel Request is submitted on the day of departure and the Traveler needs an advance, the advance will not be processed.
 
Q:   Do I submit one form or two forms if I’m attending 2 events on the same trip?
A:   You may submit one form and include both events.