Travel Authorization
When is a Travel Authorization required?
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.
When is the Travel Authorization required to be mailed to FSO-Operations Travel office?
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.
Can a Travel Authorization be faxed or emailed to the Travel Office?
No. The Travel Authorization with original signatures is required in order to ensure the traveler is authorized to be away from their duty post.
Can I view the Travel Authorization online after I send it to the Travel 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: fso_travel_pay@fso.arizona.edu or by calling the Travel Office at 621-9097.
Do I need to fill out a new Travel Authorization Form if the dates of my travel trip changed?
No. The business office or traveler can send an email to the Travel Office at fso_travel_pay@fso.arizona.edu 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.
If travel is split funded, which department should fill out and sign the Travel Authorization Form?
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.
What is considered supporting documentation required for "designated lodging"?
A copy of the conference flyer or website indicating the lodging information for the event.
May we use Airbnb for my University business trip and be reimbursed for the expense and receive meal reimbursement/per diem?
Yes, Employees may be reimbursed for Travel expenses incurred while conducting University business, when accommodations such as Airbnb, VRBO or Home Away establishments are economical and a cost savings to the institution. Travelers utilizing these services qualify for lodging and meal reimbursement/per diem, not to exceed the published state limits. While there is no central administration requirement to provide a comparison or justification for these expenses, departmental business units are encouraged to consider requesting from the traveler, when/if appropriate.
Additional consideration should be placed on the safety of the employee with respect to well-lit facilities, surroundings, public activity, and in some cases hotel security when booking lodging.
Additional consideration should be placed on the safety of the employee with respect to well-lit facilities, surroundings, public activity, and in some cases hotel security when booking lodging.
Travel Advance
If a Travel Advance is required for the traveler, when and how will they receive the funds?
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.
Can the Travel Office provide prepayment to hotels to avoid out-of-pocket expenses for employees, since the PCard does not allow these types of expenses?
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 fso_travel_pay@fso.arizona.edu 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.
Meals and Per diem
When a traveler exceeds the per diem rate for lodging, what should the business office provide to support the expenditure?
Include a note on the Disbursement Voucher indicating the business purpose for the lodging decision (ex: conference hotel is sold out) and route for departmental approval for the overage amount.
What are the "times" of travel that determine allowable meals on the first day and last day of travel?
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.
Why is the start time and end time of the travel trip required to be indicated on the Travel Expense Report?
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 I am traveling to a city that is not listed on the lodging/meal per diem rate tables, what rates should be utilized?
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.
If the traveler turns in meal receipts for each day of the trip, can the traveler be paid for more than the maximum per diem allowed for that day?
A traveler may be reimbursed for actual costs of meals, but the amount cannot exceed the per diem allowance rates for the day.
When traveling overnight, can a traveler claim per diem if they stay with a friend/relative?
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.
With the new ‘Basic Economy’ airfare restricting the use of overhead bins, are University travelers mandated to use these Basic Economy fares?
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.
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.
May a traveler be reimbursed for mileage when they drive a personal vehicle to the airport while conducting University business and what supporting documentation is required?
Yes. Mileage to and from the airport may be reimbursed at the current state mileage rate based on the departure time of the traveler. Travel to the Tucson International Airport during normal business hours may be reimbursed based upon 20 miles round trip with no supporting documentation required. If departure time occurs outside of normal business hours, including holidays and weekends, a traveler will be reimbursed for mileage to and from their residence. Supporting documentation should include odometer readings or an internet based map such as MapQuest or Google maps.
Mileage to and from the Phoenix International Airport may be reimbursed with supporting documentation to include odometer readings or an internet based map such as MapQuest or Google map.
Mileage to and from the Phoenix International Airport may be reimbursed with supporting documentation to include odometer readings or an internet based map such as MapQuest or Google map.
Miscellaneous
If a traveler is on travel status and unavailable to sign the Travel Expense Report (TER) for their last trip, do I have to wait until they return for an original signature?
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.