A Travel Authorization is required when a University of Arizona Employee, Student, or Volunteer will be on travel status (at least 35 miles outside of their duty post) and travels on behalf of University business, regardless of the funding source.
The original fully approved Travel Authorization must be on file in the Travel Office prior to the departure date of the traveler. This requirement is due to audit and insurance purposes. If the Travel is to a State Warning country, please forward to the Travel Office at least 30-days prior to departure to ensure approval by the Provost Office.
Unfortunately, this functionality is currently not available; however, business units can request a copy to be emailed to them by sending a request to: firstname.lastname@example.org or by calling the Travel Office at 621-9097.
No. The business office or traveler can send an email to the Travel Office at email@example.com indicating the new departure and end date of travel. The Travel Office will update the original signed Travel Authorization and no additional paperwork is required.
The traveler's supervisor or principal investigator (sponsored project accounts) must review and approve/sign the travel authorization. If the travel is split funded the department approving the traveler's timesheet within UAccess Employee should hold the responsibility. Departments can negotiate exceptions as needed depending on the circumstances of the travel.
Travel Advances are issued up to seven days prior to the departure date of the trip, and will be directly deposited into the employee's primary bank account as indicated in UAccess Employee. A check can be issued if a note is placed in the Disbursement Voucher stating that the payee prefers a check disbursement.
The Travel Office has the ability to prepay hotel room/tax charges with a PCard restricted to Hotel expenses only via the PCard MCC Code. The business office can book the reservation, print the confirmation, and initiate a Disbursement Voucher (DV) directly to the hotel for the amount due. They can then send an email to the Travel Office at firstname.lastname@example.org with the DV number, supporting documentation and any special instructions. The Travel Office will contact the hotel directly and arrange to have room and taxes paid on the Travel Office PCard.
The per diem times and allowances can be found in Policy 14.13 to determine meals provided on the first and last day of travel based on the traveler's departure time and return time. Please note: When traveling via airline, travelers should consider a two hour window of departure/return due to the Transportation Security Administration (TSA) requirements for airline security.
This information is necessary to determine the allowable meal per diem for reimbursement associated with the beginning and end of the trip. The business unit should determine the departure time and return time of the trip based on a discussion with the traveler.
If per diem rates are not available for the city you are traveling to/lodging in, then the corresponding county rates should apply. To locate the county, look up the city using the NACO guide. If the county is not listed in the lodging/meal per diem rate tables, the default rates should be utilized, which are the first entry on every page of the rate tables.
University policy requires employees to stay in a "commercial establishment" to claim State of Arizona per diem rates. If the traveler is staying with a friend/relative and incurs meal expenses, they can turn in original itemized receipts for reimbursement or provide justification for the meal per diem on the Travel Expense Report.
While University and State of Arizona policy mandate that the travelers select the most economical means of transportation, it is incumbent upon the traveler and travel arrangers to recognize these new restrictions and accommodate accordingly. Traveling on behalf of the University of Arizona must be reasonable in nature; however, we recognize that the restrictions imposed upon the most economical fares may ultimately result in higher travel costs. Travelers and those arranging University travel are encouraged to review costs associated with the Basic Economy fare to determine whether this option will truly provide the most economical means of transportation for the traveler.
No. If the employee is on travel status (away from their duty post) and unable to physically sign the TER, the business office can email a copy of the TER to the employee's UA email address for review. The traveler may then reply (from their UA email address) with approval or disapproval, indicating necessary changes, and the email can be printed and attached to the supporting documentation as the electronic approval.