Campus authorization to travel is required for official State business, whether or not cost reimbursement will occur. This provides proper documentation to show that the trip was authorized, and it protects the employee in the event of incident.
The traveler must complete a Travel Authorization Request Form stating destination, travel dates, purpose of travel, account code to be charged, and other necessary information. This is necessary even if no reimbursement will be requested.
- The form must be completed by the traveler, signed by the appropriate supervisor & Dean/VP, and forwarded to Purchasing and Accounts Payable Office prior to travel unless there is an item for special consideration, as noted below.
Items for Special Consideration
- In cases of non-overnight, local travel (under 35 miles) incidental to on-campus activities, often of an unscheduled nature, it may be impractical to process a formal Travel Authorization Request. In this circumstance, it is suggested that notification to one's immediate supervisor occur to document the official nature of the travel in protection of the individual.
Examples:- to libraries for research/classroom materials
- to local retail/wholesale establishments (ex. Wal-Mart)
- fieldwork collecting for classes and research
- presentation of a lecture if part of direct University responsibilities.
- Travel occurring while on leave (sabbatical, etc.) or during non-obligation periods (ex. during intersessions/spring breaks/summers) would normally be considered personal and therefore exempt from this procedure unless a direct University responsibility. Similarly, jury duty or other compensated activities normally are considered personal and exempt from this procedure.
*If you have not received your final approved travel authorization prior to your trip, please check with the Travel Office at [email protected].
Please allow at least two (2) weeks processing time for the travel authorization before your scheduled departure date.
If you have any questions, please reach out to the Travel Office prior to submitting your Travel Authorization Request, to avoid errors and resubmissions.
Approval Flowchart
- In-State Travel: Two (2) approvals, unless Supervisor 1 is Dean/AVP or higher level.
- Out-of-State: Three (3) approvals, unless Supervisor 1 or 2 is VP/Provost or higher level.
- Travel authorization is required regardless of reimbursement status.
* Supervisor 1 is the Traveler’s Direct Supervisor.
** Supervisor 2 is the Traveler’s Supervisor’s Supervisor.
Approval Policy
MEMORANDUM
TO: President’s Cabinet
FROM: Purchasing and Accounts Payable Office
DATE: January 7, 2026
RE: Travel Authorization Approval Policy
Travel Authorization Approval Policy
- Purpose
The purpose of this policy is to establish clear and consistent approval requirements for all employee travel conducted on behalf of SUNY Cortland for official business. Proper authorization ensures compliance with campus, SUNY Administration and New York State Office of the State Comptroller (OSC) travel regulations, supports responsible use of institutional resources, and verifies that travel is essential to university operations. The travel authorization establishes that the employee is in travel status and also serves as documentation for workers’ compensation eligibility in the event of an incident during travel. - Scope
This policy applies to all SUNY Cortland faculty, staff, administrators and other personnel whose travel is conducted on behalf of the university regardless of funding source or reimbursement status. - Policy Statement
All official travel must be authorized in advance through the campus travel authorization process. The level of approval required is determined by the travel destination. No travel may be undertaken, nor any travel-related expenses incurred, without documented prior approval at the appropriate level. - Approval Requirements
- In-State Travel (New York State)
All in-state travel requires approval through the traveler’s supervisory chain, not to exceed two (2) supervisory levels or the Assistant/Associate Vice President (AVP) or Dean, whichever comes first.
A total of two (2) approval signatures are required for in-state travel, unless the traveler reports directly to a Dean/AVP or higher, in which case only one (1) approval is required. - Out-of-State Travel (Domestic U.S. and International)
All out-of-state travel requires approval through the traveler’s supervisory chain, not to exceed two (2) supervisory levels, and approval from the appropriate Vice President (VP) or Provost.
A total of three (3) approval signatures are required for out-of-state travel, unless the traveler or their supervisor reports directly to a VP/Provost or higher, in which case fewer signatures may be required.
- In-State Travel (New York State)
- Responsibilities
- Traveler: Completes the travel authorization request form and submits required documentation with sufficient lead time (at least two (2) weeks prior to departure).
- Supervisors: Verify the business purpose, funding availability and necessity of the travel and approval of the travel authorization request.
- AVP/Dean and/or VP/Provost or higher: Provide final authorization at the levels established in Sections 4.a and 4.b, as applicable.
- Travel Office: Ensures that only properly authorized travel is reimbursed or paid in accordance with SUNY and New York State regulations.
- Non-Compliance
Travel undertaken without the required approval as defined in this policy may result in:- Denial of reimbursement for travel expenses.
- Personal liability in the event of an incident during travel (may include personal insurance, damages, medical expenses, etc.).
- Effective Date
This policy becomes effective upon final approval by President’s Cabinet.
Form Filler Approval Guide
After completing all required fields on the Travel Authorization Request Form and clicking “Submit”, the form filler will be prompted with a field to enter all the necessary approvers.
Participant 1 = You, the form filler. (This person may also be the traveler.)
Participant 2 = Traveler
Participant 3 = Traveler’s Direct Supervisor
Participant 4 = Traveler’s Supervisor’s Supervisor
Note: Adding Participant 4 is not needed if the traveler’s direct supervisor is already the Dean/AVP (or higher) or their assigned proxy.
*Division of Academic Affairs: Please check with your Dean’s AA2 to see if they should be added as the approver instead of the Dean.
Participant 5 = Traveler’s VP/Provost (Out-of-State Travel Only)
Note: This is required for all out-of-NYS travel, unless the traveler’s direct supervisor or supervisor’s supervisor is already the Provost/VP, in which Participant 5 will be left blank, and they will be added as Participant 3 or Participant 4 (respectively).
If you’re unsure who needs to be included for approvals, please refer to the Travel Authorization Approval Flowchart or reach out to the Travel Office at ext. 2306 or [email protected].
- In-State Travel: Two (2) approvals, unless Direct Supervisor is Dean/AVP or higher level.
- Out-of-State: Three (3) approvals, unless Direct Supervisor or Supervisor’s Supervisor is VP/Provost or higher level.
Hierarchy of Vehicle Usage
Option 1: Travelers WITHOUT access to a fleet vehicle
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Option 2: Travelers WITH access to a fleet vehicle
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