[phas-faculty_staff_others] Emburse Pre-Approvals - foreign trips and state funded trips

[Kurtis Williams]

One small but important clarification: That is true for state accounts (those usually begin with a number 1).

But nearly all of our research grants and all of our IDC accounts are considered local, and do not require preapproval for domestic travel.

However, it is probably wise to request the preapproval, as a preapproval will encumber the funds and keep you from accidentally spending them as well as provide a cursory check that all the planned charges are reimbursable.

Dr. Kurtis A. Williams (he/him/his)

Professor and Department Head

Department of Physics and Astronomy<https://www.tamuc.edu/physics>


P: 903.886.5488


East Texas A&M University<https://www.tamuc.edu/>
(formerly Texas A&M University-Commmerce)



From: phas-faculty_staff_others <phas-faculty_staff_others-bounces at tamuc.edu> On Behalf Of Heungman Park
Sent: Wednesday, September 3, 2025 1:43 PM
To: Lydia Dale <Lydia.Dale at etamu.edu>; phas-faculty_staff_others at tamuc.edu <phas-faculty_staff_others at mailman.tamuc.edu>
Subject: Re: [phas-faculty_staff_others] Emburse Pre-Approvals - foreign trips and state funded trips


Hi all,



I had an answer from Lydia, which was given by the financial department.



"Regardless of what credit card (personal or the One Card) is used, the Pre-Approval is required any time a state account is used on the allocation."



so, technically we need to have pre-approvals for almost all travels (domestic and international).



Heungman




_____________________________
Heungman Park, Ph.D.
Associate Professor
Department of Physics & Astronomy
East Texas A&M University (formerly Texas A&M University-Commerce)
Commerce, TX 75429, USA
www.tamuc.edu/physics<http://www.tamuc.edu/physics>


________________________________
From: Lydia Dale
Sent: Wednesday, September 3, 2025 10:07 AM
To: Heungman Park
Subject: RE: Emburse Pre-Approvals - foreign trips and state funded trips


Let me check on that and I'll send you the response.



Lydia Dale


Administrative Associate III


Physics & Astronomy  |  McFarland Science Building, 106


P: 903.886.5488



[TAMUC logo]<https://www.tamuc.edu/>













From: Heungman Park <Heungman.Park at etamu.edu<mailto:Heungman.Park at etamu.edu>>
Sent: Wednesday, September 3, 2025 9:58 AM
To: Lydia Dale <Lydia.Dale at etamu.edu<mailto:Lydia.Dale at etamu.edu>>; 'phas-faculty_staff_others at tamuc.edu' <phas-faculty_staff_others at mailman.tamuc.edu<mailto:phas-faculty_staff_others at mailman.tamuc.edu>>
Subject: Re: Emburse Pre-Approvals - foreign trips and state funded trips



Hi Lydia,



Do we need a pre-approval for stated funded trips with own credit cards for reimbursement?

In this case, we do not use a university credit card.



Heungman





_____________________________

Heungman Park, Ph.D.

Associate Professor
Department of Physics & Astronomy
East Texas A&M University (formerly Texas A&M University-Commerce)

Commerce, TX 75429, USA

www.tamuc.edu/physics<http://www.tamuc.edu/physics>



________________________________

From: phas-faculty_staff_others <phas-faculty_staff_others-bounces at tamuc.edu<mailto:phas-faculty_staff_others-bounces at tamuc.edu>> on behalf of Lydia Dale <Lydia.Dale at etamu.edu<mailto:Lydia.Dale at etamu.edu>>
Sent: Wednesday, September 3, 2025 9:37:03 AM
To: 'phas-faculty_staff_others at tamuc.edu'
Subject: [phas-faculty_staff_others] FW: Emburse Pre-Approvals - foreign trips and state funded trips



Information below regarding Emburse Pre-Approvals.



Lydia Dale


Administrative Associate III


Physics & Astronomy  |  McFarland Science Building, 106


P: 903.886.5488



[TAMUC logo]<https://www.tamuc.edu/>













From: Toni Burton <Toni.Burton at etamu.edu<mailto:Toni.Burton at etamu.edu>>
Sent: Wednesday, September 3, 2025 9:33 AM
To: BUGDL <BUG at etamu.edu<mailto:BUG at etamu.edu>>; Administrative Assist/Coord <AdminAssistants at etamu.edu<mailto:AdminAssistants at etamu.edu>>
Cc: Emburse <emburse at etamu.edu<mailto:emburse at etamu.edu>>
Subject: Emburse Pre-Approvals



Good morning,

Beginning today, an Emburse Pre-Approval will be a required attachment on Travel expense reports for foreign trips as well as state funded trips. While pre-approval was still required for these report types, it was not a required attachment due to the conversion from Concur. Most of those reports have worked their way through, and going into the new fiscal year, all Travel Expense reports for foreign trips or state funded trips need a PA attached. The system will not allow submission of these Travel reports without a PA attached. Feel free to reach out to Emburse at etamu.edu<mailto:Emburse at etamu.edu> with any Emburse or OneCard issues.



Please share within your department as needed.



Thanks,



Toni Burton, MSA


Assistant Controller


Financial Management Group  |  McDowell Administration, BA196


P: 903.886.5043

F: 903.886.5899





Mail: P.O. Box 3011, Commerce, TX 75429


Ship: 2600 W Neal Street, Commerce, TX 75428





[TAMUC logo]<https://www.tamuc.edu/>





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