CHAPTER 5: TRAVEL
1. Policy
2. Travel Pre-Approval
3. Travel Advance
4. Allowable Expenses While in Travel Status
5. Unallowable Travel Expenses While in Travel Status
6. Certification and Approval
7. Reimbursement & Reconciliation Requirements
8. Payment of Travel Expenses
9. Special Situations
Note 1: For sponsored research, travel must comply with the award guidelines and
cannot be less restrictive than Chapter 5: Travel (below).
Note 2: A department may have more restrictive rules than defined in the Financial
Policies, the traveler is responsible for ensuring compliance with additional departmental
restrictions. It is the department’s responsibility to monitor for these restrictions.
Note 3: Please review Chapter 2: Disbursements policy in conjunction with Chapter 5:
Travel.
Note 4: Exceptions to Chapter 5: Travel may be requested by contacting the Controller’s
Office.
5.1
POLICY
This Policy sets forth allowable travel expenses for Employees, Students and Non-Employees
while in Travel Status. This policy applies regardless of the sources of funding used to pay for
the travel. All Employee and Student travelers, including those in group travel for athletics and
group travel for Student accompanied by an Employee, that have access to the electronic travel
and expense management system (T&E), shall be required to use the system for travel pre-
approvals, University issued credit card expense reconciliations and reimbursement requests..
If the traveler does not have access to the electronic T&E system, the University’s paper based
T&E report(s) shall be used.
5.1.1 Reimbursement
A traveler may be reimbursed for travel expenses under this Policy only if the traveler is in
Travel Status or meets the criteria in one of the special situations described in section 5.9 of
this Policy and the travel expenses meet all of the following criteria:
i.
Is for official Mines’ Business - travel shall be for the benefit of Mines regardless of the
funding source;
ii.
Are reasonable under the circumstances;
iii.
Is only for the time period necessary;
iv.
Is completed using the most economical means available;
v.
Is supported by adequate documentation and is approved by the appropriate Index
Financial Manager as required by section 5.1.3 of this Policy; and
vi.
Cash Advances and Travel Authorization/Expense Reports are settled as required by
Section 5.7 of this Policy.



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5.1.2 Traveler’s Responsibilities
A Traveler shall:
i.
Be responsible for controlling expenses at a reasonable level and ensuring that Mines
receives adequate value for the amounts expended;
ii.
Ensure that all costs claimed by the traveler comply with Chapter 2: Disbursements;
iii.
Submit necessary and adequate documentation of the travel expenses to the Index
Financial Manager and the Controller’s Office (Approving Authority);
iv.
Prepare and submit T&E reports in accordance with this Policy; and
v.
Determine if Travel Pre-Approval is required in accordance with section 5.2.
5.1.3 Approving Authority’s Responsibilities
The Approving Authority shall:
i.
Be a responsible administrator assigned responsibility to authorize travel expenditures
for an Organizational Unit;
ii.
Review and approve the expenses claimed by a traveler and authorize a Cash
Advance or Reimbursement for only those expenses incurred for Official University
Business;
iii.
Ensure that all costs incurred by the Employee while in Travel Status comply with
Financial Policy 2-1;
iv.
At their discretion, require documentation, in addition to the documentation prescribed
by this Financial Policy, deemed necessary or advisable by the Index Financial
Manager in connection with the authorization and approval of expenses; and
v.
Not approve expenses for themselves or for an individual to whom they report to either
directly or indirectly.
5.2
TRAVEL PRE-APPROVAL
The Employee and Student traveler shall obtain prior authorization for Official University
Business travel from the appropriate Approving Authority(ies) if it includes:
 International Travel;
 Sponsored Research; and/or
 Cash Advance
Department Heads, Deans, Vice Presidents or supervisors may also require completion of a
Travel Pre-Approval. If the appropriate prior authorization is not obtained, the traveler may not
be reimbursed for the travel.
5.2.1 Travel Authorization When Charged to Federal Sponsored Research

The Employee and Student traveler shall obtain prior authorization for all Official University
Business travel from the appropriate Index Financial Manager, including the Office of
Research Administration, for all international travel charged to a federal sponsored
research. The Employee traveler shall complete a T&E Report prior to travel. If the
appropriate prior authorization per this section is not obtained, the traveler may not be
reimbursed for the travel.


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5.3
TRAVEL ADVANCE
5.3.1 Eligibility

Under certain circumstances, Employee and Student travelers may receive a Cash Advance
to support out of pocket related expenses associated with travel while in Travel Status on
Official University Business. An Employee or Student may receive a Cash Advance for:
 Individual travel; or
 Group travel involving Athletics or Students.
Note: non-employees are not eligible for travel advances.
5.3.2 Amount of Advance
A Cash Advance for individual travel shall not be less than $100 and shall not exceed the
lower of the amount authorized for advances in the Colorado Revised Statutes, which
currently is $1,500, and the estimated travel expenses pre-approved by the Index Financial
Manager.
The amount of a Cash Advance for group travel is limited to $1,500 times the number of
travelers and the Cash Advance for group travel shall only be given to an Employee who is
going on the trip. An Employee receiving a group Cash Advance has the same
responsibilities as if that Cash Advance had been received for individual travel.
5.3.3 Approval
In order to get Cash Advances Employees and Students are required to complete a Pre-
Approval T&E report and obtain appropriate approval. A cash advance must be requested
with the original Pre-Approval T&E report.
5.3.4 Settlement of Advance
Upon completion of travel, a traveler shall settle their Cash Advance by following the
requirements for timing, content, and receipts set forth in section 5.7 of this Policy. The
traveler shall reimburse the University at the time the completed and approved T&E Report
is submitted to the Controller’s Office to the extent that the amount of a Cash Advance
received by the traveler pursuant to this section exceeds the actual expenditures for
reimbursable items in section 5.4 of this Policy.
5.4
ALLOWABLE EXPENSES WHILE IN TRAVEL STATUS
A traveler in Travel Status shall be reimbursed for the items set forth in this section, if all other
requirements of section 5.1.1 of this Policy are met.
5.4.1 Lodging
The Index Financial Manager shall determine reasonable costs of the lodging based on the
business needs of the traveler and the individual Official University Business trip. The
traveler shall be reimbursed for the actual cost of reasonable lodging and shall submit
itemized receipts as documentation of the expense. When a double hotel room is occupied
by the business traveler and others whose attendance does not constitute a business


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purpose, the University will pay the single room rate, if applicable. Single-room occupancy
rate must be indicated on lodging receipt.
5.4.2 Meals and Incidental Expenses

The University uses per diem amounts for any meal reimbursements while in Travel Status
and not actual expenses (i.e. receipts are not required). If a meal is included in a
conference fee, is provided with the cost of lodging, or through some other means, a traveler
shall not request Reimbursement for the per diem amount related to the provided meal. The
University’s approved per diem amounts are based on the location of the traveler for each
day of the trip.
5.4.2.1 Meals for Days Traveler Departs and Returns
Except for the first and last day of travel, a traveler may claim up to the applicable daily
per diem for each full day of travel. Expenses on the first day of travel will be
reimbursed based on 75% of the destination city’s per diem rate and on the last day
based on 75% of the departing city’s per diem rate. Under no circumstance shall a
traveler request Reimbursement for more than the applicable per diem rate.
5.4.2.2 Group Meals for Athletics and Academic Field Sessions
Meals incurred while in Travel Status for athletic teams or academic field sessions where
a group meal is provided to the Student/athletes may include both the Employee and the
Student/athletes. Such meals shall be based on actual costs incurred for the meal.
Employees’ whose meals are provided as part of the group meal are not eligible for a
per diem Reimbursement for those meals.
5.4.3 Transportation
A traveler shall be reimbursed only for the most cost beneficial method of transportation
available to the traveler that satisfactorily accomplishes Official University Business as
determined by the Approving Authority. Reimbursement shall be limited to the actual cost of
commercial transportation. A traveler requesting Reimbursement shall submit receipts In
accordance with section 5.7.4 of this Policy.
5.4.3.1 Rental Vehicles - Employees
The Employee shall be reimbursed for the most cost beneficial rental car needed to
accomplish Official University Business as determined by the Index Financial Manager.
To mitigate risk, travelers shall only rent vehicles with the University issued credit card
and shall use the approved car rental companies and appropriate contract code found
on the Controller’s Office web site, when available. Itemized receipts from the rental car
agency shall be required for Reimbursement in accordance with section 5.7.3 of this
Policy. For all domestic rentals of vehicles, the traveler shall decline all insurance. CDW
(Collision Damage Waiver)/LDW (Loss Damage Waiver)/theft insurance is always
provided at no cost to traveler by the rental agency when renting with the University
issued credit card from contract rental agencies using the appropriate contract code in
the U.S. Therefore, this insurance should always be declined. If an approved car rental
company is not available, the traveler may rent a vehicle from any available car rental
agency and may purchase and be reimbursed for the additional insurance. The traveler


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is required to certify that an approved car rental agency is not available. For
International rental of vehicles, the traveler should purchase additional rental vehicle
insurance.
5.4.3.2 Rental Vehicles – Non-employees
The Non-Employee shall be reimbursed for the most cost beneficial rental car needed to
accomplish Official University Business as determined by the Index Financial Manager.
The Organizational Unit is encouraged to have the Non-Employee use an approved car
rental company in order to receive reduced rates. As the Non-Employee is not covered
by the additional insurance coverage, the additional insurance can be purchased and will
be reimbursed.
5.4.3.3 Mileage for Personal Vehicles
A traveler shall be allowed mileage Reimbursement for each mile actually and
necessarily traveled on Official University Business using a personal vehicle at the
statutory rate provided in T&E or on the Controller’s Office web site at the time of travel.
All requests for mileage Reimbursement shall be submitted on a T&E Report when in
travel status or on a Voucher Request for same day travel. A traveler normally shall be
reimbursed at the mileage rate designated for two-wheel drive vehicles. A traveler shall
be reimbursed at the mileage rate designated for four-wheel drive vehicles only when
the use of four-wheel drive is necessary because of road, terrain, or adverse weather
conditions and requires prior approval by the Index Financial Manager. Allowable miles
are those driven in excess of the normal round-trip commute to primary work location–
regardless of type of transportation used for normal commute. Mileage to/from the
traveler’s destination(s) that are 100 or more miles shall be documented using an
Internet mapping tool (e.g. MapQuest) and included with the T&E Report.
5.4.3.4 Travel to and from Denver International Airport (DIA)
For travel to and from DIA, the traveler shall be reimbursed a maximum of 40 miles one
way/80 miles round trip. The traveler does not need to provide documentation of the
actual miles driven. For travel to and from DIA on the weekends, the traveler shall be
reimbursed for the actual miles traveled between the traveler’s residence and the airport
without the requirement to deduct the traveler’s base commuting miles. The traveler
shall provide documentation of the actual miles driven if the total miles per round trip are
100 or more.
5.4.3.5 Airfare
All travel shall be completed using the most economical means available that will
satisfactorily accomplish Official University Business using any appropriate source of
funds. The traveler may request Reimbursement for business class travel for
international flights when the travel is more than 9 hours of non-stop air travel and
requires prior approval from the Index Financial Manager. The traveler may request
Reimbursement for economy plus travel when the travel is more than 3 hours non-stop
air travel and required prior approval from the Index Financial Manager. Seat charges or
early boarding charges less than or equal to amounts established on the Controller’s
Office website are allowable.


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A University approved travel agency is required to be used if the airfare involves
international travel funded by sponsored research, otherwise the traveler may not be
reimbursed for the airfare. Travelers who fly internationally on a frequent basis that are
very knowledgeable of the federal airline travel requirements (Fly American Act and
Open Skies Agreement) may request an exemption from the requirement to use an
approved travel agency.
If a traveler chooses to book their own airfare, the traveler will not be reimbursed for the
cost of the airfare until the travel is completed. If a traveler chooses to book their own
airfare and, for whatever reason, the trip is delayed, postponed, or canceled and airfare
credit is received, the traveler will not be reimbursed for the airfare or any associated
change fees until the airfare credit is used for University Business at a later time. When
using a University approved travel agency, the airfare shall be charged to the
University’s corporate liability card on file with the travel agency. Airline change fees are
reimbursable to the traveler only if travel plans are changed for Official University
Business reasons. The business purpose for the change in travel plans shall be included
on the T&E Report. Any cancellation or change fees are the responsibility of the traveler
if the charges are a result of a personal nature.
5.4.3.5.1 Airfare Charged to Federally Sponsored Research Projects


For airfare charged to federally sponsored research projects, the traveler shall
comply with the following restrictions in addition to the restrictions identified above:
 Compliance with the Fly America Act found at 41 CFR Parts 301-10.131
through 301-10.143 and Open Skies Agreement for all international travel.
 Airfare costs in excess of the basic least expensive unrestricted
accommodations class offered by commercial airlines are unallowable except
when such accommodations would:
(i) Require circuitous routing;
(ii) Require travel during unreasonable hours;
(iii) Excessively prolong travel;
(iv) Result in additional costs that would offset the transportation savings; or
(v) Offer accommodations not reasonably adequate for the traveler's medical
needs. The non-Federal entity must justify and document these conditions on
a case-by-case basis in order for the use of first-class or business-class
airfare to be allowable in such cases.
5.4.3.5.2 Baggage Fees
A traveler may be reimbursed for reasonable baggage fees if not included as part of
the airfare. Charges for excess baggage are reimbursable only when the traveler is
transporting University materials or when the extended period of travel necessitates
excess personal baggage. A traveler requesting reimbursement shall submit
receipts in accordance with section 5.7.3 of this Policy.



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5.4.4 Gratuities/Tips
A traveler cannot claim Gratuities/Tips as a separate item on a T&E Report. Gratuities/Tips
paid to porters, baggage carriers, bellhops, hotel maids, and skycaps for airport check-in are
included as part of the per diem and incidental expenses rates and are therefore non-
reimbursable. Gratuities/Tips paid in conjunction with meals are included in the per diem
rates and are therefore non-reimbursable. Gratuities/Tips paid in connection with ground
transportation expenses should be included as part of these expenses and shall not exceed
20% of the associated fare.
5.4.5 Other Allowable Expenses While In Travel Status
In addition to lodging, meals, and transportation, the actual expenses identified below,
incurred as a part of approved travel, are allowable if necessary to complete Official
University Business. See Section 5.7 for receipt requirements.
 Camping site fees paid for a commercial camp ground or a state or national park;
 Commercial ground transportation, including Gratuities/Tips;
 Fees to obtain a visa/immunizations if required as part of travel for Official University
Business;
 Fees to purchase traveler's checks or transaction charges for the use of the University
issued credit card;
 Foreign currency exchange rate fees. Foreign currency transactions shall be
reimbursed at the USD equivalent rate in place;
 Laundry/Cleaning services – if the traveler is on Official University Business for six
days or more;
 Parking fees;
 Telephone, fax, internet access, and other similar miscellaneous business expenses
incurred for Official University Business; and
 Toll road charges.
5.4.6 Non-Business Days

Weekends, holidays, and other necessary standby days may be counted as business days
only if they fall between business travel days. If they are at the end of a traveler’s business
activity and the traveler remains at the business destination for non-business reasons,
Reimbursement is not allowed for the additional days.
5.4.8
Appropriate Source of Funds

Allowable expenses under this section shall be charged to the most appropriate Index in the
finance system. If otherwise allowable expenses are determined to be unallowable using a
particular Index, such as sponsored research projects or gift funds, the Employee and
Approving Official shall identify other appropriate Index(s) to charge the expenses.




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5.5
UNALLOWABLE TRAVEL EXPENSES WHILE IN TRAVEL STATUS
A traveler shall not be reimbursed for the following expenses while in Travel Status:
 Alcoholic beverages unless allowed under Chapter 2.9.1 or Appendix D: Sensitive
Expenditures;
Entertainment expenses;
 Personal expenses incurred during travel that are primarily for the benefit of the traveler
and not directly related to Official University Business;
 Political activities;
 Traffic fines and parking tickets; and
 Certain insurance coverage - The cost of additional or other types of coverage shall not
be reimbursed, including without limitation, expenses paid by a traveler for the following:

o Rental vehicle insurance unless allowed under 5.4.3
o Personal travel insurance;
o Trip cancellation insurance; and
o Supplemental life insurance for airline or common carrier travel.
5.6
CERTIFICATION AND APPROVAL
5.6.1 Approval
For all travel Reimbursements, the Index Financial Manager shall approve the T&E Report.
By submitting the T&E Report for approval, the traveler is certifying the following:
"I certify that the statements in this report are true and correct in all respects; that
payment of the amounts claimed herein has not and will not be reimbursed to me
from any other source; that travel performed for which a Cash Advance or
Reimbursement is claimed was performed by me while on Official University
Business and that no claims are included for expenses of a personal or political
nature or for any other expenses not authorized by these Policies. Further, I
hereby authorize the University to deduct from my pay any amount paid to me in
excess of my authorized expenses as provided by this Policy.”
5.7
REIMBURSEMENT & RECONCILIATION REQUIREMENTS
5.7.1 Timing

Any Reimbursement submitted after 60 days of the completion date of the travel will be
treated as taxable income and the total amount of the reported Reimbursement shall be
included in the Employee’s W-2 for that calendar year. A T&E Report, for otherwise
allowable reimbursable expenses, not completed, approved, and submitted to the
Controller’s Office within six months of the completion date of the travel wil not be
processed and the traveler may not be reimbursed.
5.7.2 Unsubstantiated Reimbursements

The University may report as additional W-2 income, to an Employee, the Reimbursement of
any expenses approved by the Index Financial Manager that is not substantiated by an
appropriate receipt or adequate explanation. If a traveler has inadvertently lost a receipt,
the traveler shall complete and submit a lost receipt form or provide a written explanation.


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The Index Financial Manager shall determine whether or not the Employee will be
reimbursed for the expenses associated with the lost receipt.
5.7.3 Supporting Documentation
Receipts are required for any expenses $50 or more. Receipts shall be detailed and shall
include the date of service. Receipts for out of pocket costs are not required for any
expenses for which the individual charge is less than $50. Non-specific charge card
transaction slips or credit card statements documenting the vendor and amount paid may be
accepted as proper documentation except for lodging, rental vehicles, group meals, meals
as part of an Official Function, and airfare charges.
5.8
PAYMENT OF TRAVEL EXPENSES
5.8.1 Electronic Reimbursement
At the Controller’s Office discretion, a traveler shal be provided Cash Advances or
reimbursed for expenses claimed on the T&E Report by direct deposit using Electronic
Funds Transfer or by a University check.
5.8.2 Corporate Liability Cards
The University may utilize any corporate liability card program that meets their business
needs, and create or adopt rules and procedures related to the required campus use of that
card program.
5.9
SPECIAL SITUATIONS
5.9.1 Travel Type Charges When Not in Travel Status
Employees will not be reimbursed for per diems and/or lodging charges when not in Travel
Status.
5.9.2 Travel to a Temporary Work Location
A traveler may be reimbursed for transportation expenses to a Temporary Work Location,
regardless of distance, only if the temporary work location is in the same trade or business
as the traveler’s regular work location.
5.9.2.1 When a personal vehicle is the usual method of commuting
Traveler shall be reimbursed to the extent the number of miles between the Traveler’s
Residence and the Temporary Work Location exceeds the normal commuting miles from
the Traveler’s Residence to the Traveler’s Regular Work Location.
5.9.2.2 When a personal vehicle is NOT the usual method of commuting
Traveler shall be reimbursed for the number of miles between the Traveler’s Residence
and the Temporary Work Location. The Index Financial Manager shall obtain sufficient
information to know if the traveler’s personal vehicle is the usual method of commuting.



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5.9.2.3 Travel While on Board Approved Sabbatical
Travel expenses by an Employee while on Board of Trustee’s approved sabbatical
leave that are incurred for Official University Business are eligible for reimbursement if it
is reasonable, funds are available, it is compliant with University finance and travel
policies, and it is approved by their respective Vice President/Provost, Dean, or
Department Head. While the most appropriate sources of funds to cover travel expenses
are research accounts, research development accounts, or foundation accounts, any
restrictions set forth by the funding source must be honored. The General Fund shall
not be used to reimburse sabbatical leave travel expenses. Any reimbursed expenses
deemed personal by the Internal Revenue Service will be included as taxable income
and appropriate taxes withheld.
5.9.3 Non-employee Travel
Non-employees receiving Reimbursement from the University for associated travel costs,
are subject to the Travel Policy, except that the Index Financial Manager may certify submit/
sign the T&E Report, as required by section 5.6.1 of this Policy, on behalf of the Non-
employee traveler if the Non-employee traveler is not available to sign the T&E Report.
Organizational Units are encouraged to pay travel costs for Non-employees, such as
airfares and hotels, directly to minimize the out of pocket cost to the traveler and ensure that
the requirements of section 5.1.1 of this Policy are met. All Non-employees will be required
to have a completed and signed W-9 or appropriate tax form in order to be reimbursed by
the University for any travel costs.
5.9.4 Allowances for Travel Not Solely for Official University Business
In some instances, the purpose of travel may be partially for Official University Business and
partially for personal reasons. In these instances, the traveler shall make a reasonable
allocation of the expenses between Official University Business and personal or political
purposes and the T&E Report for such expenses shall contain such allocation and sufficient
documentation to explain the basis for the allocation. If an Employee obtains lower rates for
lodging or transportation because travel is extended for personal reasons, these lower rates
shall also apply to the Official University Business portion of the travel.
5.9.5 Allowances for Travel Paid Directly by a Non-Mines’ Entity
Mines’ officials and Employees may be invited to attend a committee meeting, seminar, or
conference concerning Official University Business where their travel expenses are paid
directly or reimbursed by the sponsor of the meeting, seminar, or conference. In such
instances the University official or Employee may accept the invitation if the travel has been
approved by the appropriate Index Financial Manager and does not violate other State
statutes or constitutional provisions. Such travel does not need to be reported on a T&E
Report.
5.9.6 Allowances for Travel with Spouse, Relatives, or Friends
Reimbursement for Employee’s spouse, domestic partner, or other traveling companion
shall not be allowed except as specifically approved in advance by the appropriate Dean or
Vice President. Reimbursement for travel expenses under this section shall be treated as


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taxable income and the total amount of the reported Reimbursement shall be included in the
Employee’s W-2 for that calendar year.
5.9.7 Staying with Friends/Family

When a Traveler arranges private lodging (staying with friends/family) while in Travel Status,
the Traveler may claim $25 per night.
5.9.8 Allowances for Travel by the Board of Trustees

Members of the Board of Trustees may be reimbursed for actual and necessary travel
expenses incurred in the performance of their official Trustee duties, to the extent that such
expenses are reasonable under the circumstances. The President’s Office shall be
responsible for such Reimbursements.
5.9.9 International Travel - Restricted Regions

International travel has some inherent risks, including heightened risks to health and safety.
The University has an obligation to safeguard the well-being of students and employees
traveling to international locations that may pose travel risks. The Office of International
Programs monitors the U.S. Department of State for travel warnings. No student or
employee will be required to travel to a location that has a current U.S. Department of State
Travel Warning. In no case will a student be allowed to travel to an international location in
which there is a U.S. Department of State Travel Warning. The University also discourages
employees from traveling to an international location where there is a current U.S.
Department of State Travel Warning. If a University employee chooses to travel to an
international location where there is a current U.S. Department of State Travel Warning, the
employee will do so at their own risk and will not be traveling for Official University Business
(i.e., personal travel) and the employee will not be reimbursed for any associated travel
expenses and the employee will be responsible for reimbursing the University for any costs
incurred by the University for that travel. The University will cover any costs incurred if the
employee elects to not complete previously approved travel because a current U.S.
Department of State Travel Warning was issued after the employee travel was approved.
5.9.9.1 Last-Minute International Travel Requests
Late requests cannot be guaranteed a decision prior to the proposed departure date,
and may result in a denied travel authorization and/or delayed start date for travel.
5.9.9.2 Sudden Change of Condition
Though uncommon, it is possible that programs or activities abroad would need to be
modified or suspended by the University due to a sudden change of condition. In making
this assessment, the Office of International Programs will consider: 1) the risks
associated with continuing the activity at that location; 2) the risk management plan for
the students, faculty, or staff involved; and 3) the value of the academic experience in
that specific location. The Office for International Programs, in consultation with the
appropriate Vice President or Provost, or their delegate, will make the final decision.


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In circumstances where students are perceived to be in imminent danger and immediate
action is required, the Office of International Programs has the authority to suspend the
affected programs or activities immediately and initiate evacuation proceedings.
5.9.9.3 Change in Circumstances after Approval
If travel plans are adjusted after approval has been granted, the traveler or
program/activity sponsor is responsible for contacting the Office of International
Programs to discuss the conditions of approval.
If there is a change in circumstances – in terms of the proposed itinerary, the critical
nature of the trip, or the health, safety, or security climate of the region of interest –
either prior to or after departure, the University retains the right to withdraw Office of
International Programs travel approval and/or require return to the U.S.


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