Q:   Who is responsible for approving travel?   A:   The following tables represent the various roles involved and their responsibilities: Roles / Approver Responisble For Traveler Obtaining trip approval prior to booking, entering the itinerary and cost estimates into eTravel prior to travel, certifying the trip was taken and listing the expense(s) incurred with required documentation submitted. Approving Authorities Supervisor Authorizing the purpose of trip benefits to the University, the employee has permission to travel, and the employee's workload is covered. Notifying the UH Office of Export Controls ('UH OEC') when employee's destination(s) includes sanctioned countries; refer to the Office of Foreign Assets Controls Sanctions Programs and Country Information for the list of current sanctioned countries. Principal Investigator (PI)/Program Manager Authorizing use of the account code(s) to fund the trip. Executive Approving Authority* Authorizing Out-of-State travel. Fiscal Administrator Authorizing funds are available and fiscal policies and procedures have been followed. Disbursing Office Auditing for procedural compliance. For Travel By Executive Approving Authority* includes: UH Manoa Units and UH Hilo Units Deans / Directors UH Hilo Units, Community Colleges, UH Manoa, UH Hilo, UH West Oahu, Maui College Chancellors / Vice Chancellors Systemwide Programs Vice Presidents / Associate Vice Presidents Community College Chancellors, Deans/Directors, Chancellors or Vice-Presidents President * In the absence of the above individuals, a memo should be sent to the Disbursing Office indicating those individuals in the chain of authority who may sign on behalf of the executive approving authority. The authority of Provost, Deans, Directors, Chancellors, Vice Chancellors, Vice Presidents, and Associate Vice Presidents to approve travel documents cannot be further delegated to designees on a permanent basis.   Q:   What are the required approvals for the various travel documents?   A:   See table below. Type of Travel Travel Request & Advance Travel Completion Intra-State Travel Must be: Certified by the Traveler Approved by the Approving Authority (e.g. Traveler's Supervisor and/or PI/Program Manager) Approved by the appropriate Fiscal Administrator Must be: Certified by the Traveler Approved by the Approving Authority (e.g. Traveler's Supervisor and/or PI/Program Manager) Approved by the appropriate Fiscal Administrator Out-of-State Travel Must be: Certified by the Traveler Approved by the Approving Authority (e.g. Traveler's Supervisor and/or PI/Program Manager) Approved by the Executive Approving Authority Approved by the appropriate Fiscal Administrator Coordinated with UH OEC when foreign travel will involve sanctioned countries Must be: Certified by the Traveler Approved by the Approving Authority (e.g. Traveler's Supervisor and/or PI/Program Manager) Approved by the appropriate Fiscal Administrator No Cost Travel Must be: Certified by the Traveler Approved by the Approving Authority (e.g. Traveler's Supervisor and/or PI/Program Manager) Approved by the Executive Approving Authority (if travel occurs Out-of-State) Coordinated with UH OEC when foreign travel will involve sanctioned countries Must be: Certified by the Traveler For travel completions with no significant changes from the approved request, ONLY the Fiscal Administrator's approval is required. For travel completions with significant changes from the approved request, approvals will be required from the Approving Authority (e.g. Traveler's Supervisor and/or PI/Program Manager) and Fiscal Administrator. Significant changes are defined as: Change in the method the travel is processed (e.g. UH Foundation, No-Cost, etc.) Change in the destination (e..g Intra-State, Out-of-State, etc.) Change in account codes Change in the distribution of account codes Itinerary change of a day or more   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?   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:   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 Routing for Approval 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 Routing for Approval 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.   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.