Approvers play an important role both before, during, and after travel. Approvers should have authority to commit department funds. This budget authority can be delegated from the Dean/Director/Department Head to the unit financial manager.
Requiring appropriate levels of approval are important to help safeguard against unnecessary travel and/or unreasonable costs.
Each traveler, except for those individuals specifically authorized by the university president or the appropriate chancellor, must have approval by an authorized travel approver prior to commitment of university funds. An authorized approver is generally the supervisor, but will be the researcher or principal investigator in the case of grant funding.
All international travel must be approved by the supervisor, including international travel of those otherwise authorized to approve their own travel. U.S. Export Control laws regulate the transfer (physical and electronic) of goods, technologies, and technical data outside of the United States for economic, national security, and foreign policy reasons. The regulations also cover the provisions of services to restricted entities or denied parties. The three main regulatory agencies are the Department of State, the Department of Commerce and the Department of Treasury. The need for an export license from any of those agencies may be triggered by the list below, although the regulations do contain some licensing exceptions and exemptions. For foreign travel, this means the university needs to screen the following:
destination country(ies) for embargoed or sanctioned destinations.
hosting organization or individual or foreign collaborator to be visited (for professional conferences, this would be the sponsoring institution(s)) for denied or restricted entities.
any university owned equipment being transported either for temporary or permanent export, whether shipped ahead of time or taken as carry-on or checked baggage, including laptops, computers, after-market software including encryption, scientific instruments, etc.
any technical data, including proprietary or confidential data (e.g. via an NDA) and data required for the design, fabrication, operation, or maintenance of military or dual-use technology.