Complete a Travel Authorization

Step-by-Step


Form and Level of Travel Approval Required

All travel must be approved in advance. The form and level of approval required vary with the nature and estimated cost of the trip, as specified below.

Determining Factors Form of Approval Level of Approval
Total cost less than $500
AND
Lodging at basic rate
Oral
Authorized Approver/Supervisor
Overnight travel costing $500 or more
OR
Lodging above basic rate
Electronic
Authorized Approver/Supervisor
AND
Fund/org Approver.
To a comprehensively embargoed country (e.g., Cuba, Iran, North Korea, Sudan and Syria)
OR
To a militarily embargoed country such as China or Afghanistan* for a traveler who works with data controlled by the International Traffic in Arms Regulations (ITAR)
Electronic
Authorized Approver/Supervisor
AND
Fund/org Approver
AND
Office of Research Integrity and Assurance (ORIA)
Traveler is a nonimmigrant VISA holder
Electronic
Authorized Approver/Supervisor
AND
Fund/org Approver
AND
International Tax office

Generating a Request and Authorization to Travel

Travelers are required to utilize the George Mason University Travel Request System (TRS) to generate a “Request and Authorization to Travel”. This form will include all cost estimates and will be approved electronically through Banner Workflow by required approvers.

The “Request and Authorization to Travel” (Travel Authorization) form must be fully approved prior to travel by the traveler’s Authorized Approver/Supervisor and Fund/org Approver. Note: If a Travel Authorization is required (as noted above) but not submitted for electronic approval then a Travel Reimbursement may not be generated.

Advance Approvals for Conference Lodging

A traveler requesting lodging exceptions up to 100% above the basic or standard rate must submit a Travel Authorization signed by his/her Authorized Approver/Supervisor and the Fund/org Approver for the fund/organization being charged in advance of the travel. An explanation for the higher rate must be noted in the Justification field under the Lodging information in the TRS.

Lodging at rates in excess of 200% of the basic or standard rates must be approved in advance approval by the Controller. Please see Request Exception to Maximum Lodging Rates for instructions.

Advance Approvals for Foreign Residents Travel

Departments intending to invite residents of foreign countries to travel at the university’s expense must arrange with the International Tax Office before inviting the individual to travel or making any travel preparations on the visitor’s behalf.

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