Travel Approver Overview

• Information taken from the OBM Travel Rule.

When travel expenses require a Travel Authorization, the supervisor or designated alternate approver must review the Travel Authorization to determine whether to approve the travel. This ensures that there is a business-case to justify all travel expenses. The supervisor is also required to review all Expense Reports that exceed the original Travel Authorization estimate by more than 20 percent before it can enter the OBM Financial Shared Services (FSS) review process.

In cases where a Travel Authorization is not required, supervisors must review and approve actual expenses before they can enter the OBM Financial Shared Services (FSS) review process.

When the head of a state agency or his/her designee approves of a state agent's travel, such action constitutes certification that the reimbursement of such state agent's travel expenses. The head of a state agency or his/her designee may require any reasonable form of verification of an expense if he/she determines that additional verification is necessary for this certification or if required receipts are not available.

Supervisor Approval

Supervisor approval is required for Expense Reports for lodging, airfare, car rental, or international travel expenses when there is a 20% variance from the Travel Authorization amount. Expense Reports must be approved in a timely period to ensure employee travel reimbursements are not delayed. Supervisors may send back or deny expense reports that are incomplete or in noncompliance. Once an Expense Report has been successfully submitted and all supporting documentation is attached, the Expense Report will be reviewed by FSS in the order it was received.

• Supervisors should confirm a receipt is attached for every expense that is greater than $10.

Expense Report Review by OBM Shared Services (OSS)

OSS reviews submitted Expense Reports. This review occurs after supervisor approval (if required). If the Expense Report does not exceed 20% of the Travel Authorization estimate, supervisor approval is not required, and the Expense Report will be reviewed by FSS after submission.

OSS reviews Expense Reports prior to reimbursement to verify compliance and to ensure that reimbursements requested align with expenses incurred.

Personal auto mileage reimbursements under $250 is automatically approved and is not reviewed by FSS.

• Expense Reports cannot be reviewed and approved for payment until all required receipts are attached.

OSS may send back or deny Expense Reports that are incomplete or in noncompliance with the OBM Travel Rule.

Expense Report Approval

1. Automatic receipt of email notification occurs (along with an explanation) when the supervisor or an OSS reviewer approves, sends back, or denies an Expense Report that was submitted.

   • Pending: The Expense Report has been created, but not submitted or has been sent back to the traveler / employee for revision.    

   • Submitted: The Expense Report has been submitted for approval, but not yet reviewed by a supervisor, reviewer, or non-travel expense approver. 

   • Approved: The Expense Report has received supervisor approval (if required) and is pending review or non-travel expense approval.

   • Denied: The Expense Report has been denied by a supervisor, reviewer, or non-travel expense approver.

   • Withdrawn: When the Expense Report is pulled back for correction before the supervisor approves it.

   • Approved for payment: The Expense Report has passed all approvals and the traveler/employee is notified via email.

   • For travel expenses ONLY - the agency’s fiscal staff have 5 business days to change any necessary ChartField information before reimbursement is processed.

   • Staged: The approved Expense Report has passed the budget check, the traveler/employee is notified via email, and the reimbursement will be disbursed within 2-3 business days from the date notification is received.

   • Paid: Payment for reimbursement has been processed and funds should now appear in the traveler/employee’s bank account (the traveler/employee is encouraged to confirm deposit with their financial institution).

   • Closed: Payment has been stopped after approval.

2. An email is automatically sent to the traveler when the Expense Report is approved for payment.

3. An email is automatically sent to the traveler when reimbursements are processed.

Expenses Reimbursed

Reimbursements are processed once Expense Reports are approved for payment.

1. Reimbursements are made via direct deposit (i.e., EFT) generally within seven days after an expense report passes review.

2. Reimbursements will be delivered to the bank account where the traveler receives their paycheck.

3. Travelers can check the status of reimbursements in MyTravel.