Posted on: July 11, 2016
Dear TRU Community,
We are pleased to announce a new, streamlined pre-authorization process for international travel, which includes a new International Travel Pre-Authorization Request Form.
Finance has developed the new form to eliminate duplicate authorization requests for travel advance/expense claims for international travel, and satisfy our risk requirements/obligations through executive pre-authorization.
If you are planning any travel outside Canada as a TRU employee (staff, faculty or administration), the new International Travel Pre-Authorization Request Form must be signed by the president or appropriate vice-president (or AVP TRU World for TRU World business travel only) in advance, or you will not be reimbursed for your international travel expenses.
The new form requires your destination, dates of travel, total estimated cost of the trip, and your purpose for travel. You must also confirm that you have made arrangements to have your teaching and/or other responsibilities covered in your absence.
Once you have completed and signed as the traveller, the International Travel Pre-Authorization Request Form must be signed by your supervisor and appropriate budget holder(s) before you submit it to the president or appropriate vice-president (or AVP TRU World for TRU World business travel only). When your travel is pre-authorized and the signed form is returned to you, send a scanned copy of the form to the Finance Department (to firstname.lastname@example.org). Keep the original for your records.
Please note that after initial pre-authorization, you will need to complete the Travel Advance/Expense Report (International) as usual and obtain approvals as determined by Article VII. Spending Authority of the TRU Purchasing Policy: Purchasing (BRD 02-2).
After you complete your travel and submit your authorized travel expenses for reimbursement, Finance will retrieve their copy of your signed International Travel Pre-Authorization Request Form. If they do not have the signed form, your expenses will be denied. Note that with this new process, your actual expenses do not have to go back to the president or appropriate vice-president (AVP TRU World for TRU World business travel expenses only) for a second authorization unless you are a direct report of one of these individuals.
The International Travel Pre-Authorization Request Form is now available for download from Finance’s Forms page.
Christine L. Bovis-Cnossen
Provost and Vice-President Academic
Vice-President, Administration and Finance