14.11 Travel Funding

last updated: 03/12/2012

Funding the Cost of Travel

The following pre-payment services are provided to minimize out of pocket expenses for employees on business travel.

1. JP Morgan Corporate Card Program: The University of Arizona's JP Morgan Corporate Credit Card Program was implemented  to provide University employees with the benefits of a corporate travel card and to reduce departmental and administrative costs associated with administering cash advances. To apply for a  JP Morgan Corporate Card, go to the Corporate Card page and complete an application. This is a personal card, not a University card, and a credit report is obtained by JP Morgan.

2. Prepaying Expenses: Direct payments to vendors for known travel expenses, such as conference registration fees, lodging deposits, or airline tickets, may be processed prior to the trip as shown below:

   Expense Type	Method	Comments
   Conference Registration Fees	Requisition OR	Send the Registration form to Purchasing as an attachment. Reference the Travel Authorization number on the Requisition.
   	Purchasing Card	Reconciler codes transaction with object  code 5520. Reference the Travel Authorization number
   Airline Tickets	Disbursement Voucher OR	Reference the Travel Authorization number on the Disbursement Voucher.
   	Purchasing Card	Reconciler codes transaction with object  code 6XXX. Reference the Travel Authorization number
   All other prepaid expenses	Disbursement Voucher	Reference the Travel Authorization number on the Disbursement Voucher. Do not claim reimbursement for prepaid expenses on your Travel Expense  Report.

   1. If prepayment is requested with a Disbursement Voucher,  a check is issued to the vendor. Please allow FSO-Operations at least seven days to process the payment.

   2. When requesting reimbursement, do not include prepaid expenses in the any advance amount requested or in the calculation of reimbursement for out-of-pocket expenses.

   Requesting travel advances

3. Travel Advances may only be issued to active University employees.

4. Advances will be issued to the traveler, before the start of trip, upon receipt of an approved Travel Authorization. The travel advance request must have original  signatures. Faxes and copies cannot be accepted.

   1. Travel advance requests must be requested prior to the trip to cover not more than 100% of the total cost of the trip less any prepaid expenses or expenses paid directly to a vendor. Travel advances will be issued  no more than seven days prior to the start of the trip.  Travel advance requests must be received in FSO-Operations at least seven days before the date required. 

   2. To request a Travel Advance, complete a Disbursement Voucher. Departments have the option to pre-encumber the advance using a Pre-Encumbrance document.

   3. Print the Disbursement Voucher coversheet, and send it, along with the signed Travel Authorization form to FSO Operations.

   4. Travel advances must be settled within 10 days after the completion of the trip in order to comply with the Accountable Plan . Travel advances not settled within 30 days after the completion of the trip will be collected as a deduction from an employee's salary, wages or travel expense reimbursement.

   5. If the traveler is a graduate student who defaults on repayment of a travel advance and the travel is funded by gift and designated accounts, the amount of the advance will be charged directly to the account. If the graduate student's travel is funded by a sponsored projects account, the Office of the Vice President for Research and Graduate studies will arrange a payback agreement with the appropriate dean and department head.

   6. If a Travel Advance is not settled and the University cannot get reimbursed for the advance through payroll deduction because the traveler is no longer, or never was, an employee, the amount of the advance will be considered reportable income to the traveler and will be reported to the IRS and the traveler on a 1099.

   7. Travel advances will not be issued:

      1. To travelers who have outstanding advances greater than 10 days.

      2. To travelers owing money on a previously submitted Travel Expense Report.

      3. For amounts less than $250.

   8. Advances are available for pick up on the date requested at the following pick up location. A photo ID such as CatCard, State-Issued drivers license or passport is required when picking up advance checks.

      Main Campus

      Financial Services Operations Office
      Customer Service Room 402
      University Services Building
      621-9097

   Funding restrictions
    

5. Sponsored project accounts:

   1. Travel on sponsored project funds follow University travel policies, unless the grant terms provide additional criteria. Refer to the PI Handbook, Other Operating Costs, Travel section for guidance when federally sponsored funds are involved.

   2. International travel on sponsored project accounts is restricted by the terms of the contract, grant or sponsor.

6. State Accounts: Foreign travel on State accounts is limited to reasonable and business-related expenditures incurred for conducting business as approved for the State account in the budgetary process. For example, foreign travel for the purpose of presenting a research paper would not be appropriate on a State instructional account, but may be appropriate on a State research account.

7. If you have any questions regarding account restrictions, contact your fund accountant.

8. Travel object codes 6140, 6240 and 6340 can only be used on authorized university travel except when travel by non-employees is on a grant and it requires that the travel object codes be used.