NDSU Policy 515, part 3, requires each employee to have their out-of-state trips pre-approved by their immediate supervisor.    Since the primary intent of the pre-approval is to avoid reimbursement issues between the employee and the department administration, the Accounting Office and Grant & Contract Accounting Office will consider the department’s approval of the travel reimbursement voucher, or on-line expense report, to be sufficient proof that the pre-approval requirement was met in the department.  Departments should retain any documentation of the pre-approval.  It will not be needed for policy compliance by the central accounting offices, although it may be requested during an external audit.  Therefore, we recommend attaching the Travel Authorization – Out-of-State form to the expense report, but the department’s approval on the travel reimbursement forms will indicate that pre-approval arrangements were satisfactory.