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Group Leader Authorization

Per policy, one traveler generally should not pay the expenses of another traveler. However, there are instances where it's not feasible for one or more travelers to pay their own expenses up front (e.g., there are students traveling).

To have Group Leader Authorization is to be in charge of a group that will travel, with the authority to pay another person's travel expenses. Examples include field trips, retreats, and athletic contests.

Group Leader Authorization can be granted at the discretion of the department head responsible for the validation of the business purpose and need for the group travel, and should be granted before the trip.

Note: Group Leader authorization is not granted simply for the convenience of submitting one travel voucher for multiple travelers. There must be a valid reason why one person must pay the expenses of a group.

Submitting Expenses after the Trip

1. Complete a Travel Expense Form:
   • In the Purpose and Destination of Trip field, include the word 'group' (e.g., "Group trip to Alcatraz to study the aggressiveness of marine animal life").
   • Itemize the expenses related to the trip.
2. Create a DaFIS Travel Voucher, if applicable (see How Do I ...Submit Travel Expenses).
3. If anyone in the group other than the group leader is claiming travel expenses, attach a copy of their Travel Expense Form.
4. Submit the Travel Expense Form and supporting documentation to Accounts Payable--Travel.