All business journeys should be authorised. Without such agreement the budget holder may refuse to authorise the payment of claims or invoices relating to the journey. In some cases authorisation may be:
| verbal | For example an agreement to attend a meeting; |
| 'understood' | For example local journeys performed regularly in the course of one's duties, or academics travelling on a regular basis to disseminate the results of their research on a particular grant. |
If there is room for doubt clear agreement from the budget holder should be obtained (e.g. a brief exchange of e-mails or memos, standing delegated authority) that the costs will be met. If the traveller is the budget holder then the traveller's Head of Department (or delegate) should authorise the use of funds.
Written authorisation to travel should be obtained in advance from the Head of Department for all travel likely to cost more than £3000 in total (including travel, accommodation and associated expenses) and any travel expenses for a partner.