Travel Information

UA Business Travel Start to Finish Information

Before Travel

Assign a Delegate in Concur

Ask your Delegate (Admin Support) to create your Travel Authorization and/or Travel Advance as soon as you know you’re traveling.

Information to send to your delegate:

• Event Name (Conference link)
• Dates of travel
• International Travel
• Book a flight- Airport Name (for airline economical flight quotes) and give the time of day you prefer to travel.
• Any transportation or lodging that was shared (Payment divided), itemized receipts are required for reimbursement, Zelle & Venmo receipts are allowed as individual proof of payment per person, along with an explanation.
• Travel has a UA business purpose and supports the mission of the University.

If a traveler prefers to drive to the conference instead of flying, what is the best business practice?
The traveler should obtain pre-approval from their supervisor and work with the business office to provide a cost comparison of flight vs. mileage to the business destination. Reimbursement will be at the lower mileage based on the most direct route or an amount equal to the cost of flying economy with advance booking.

**If personal travel is included in the stay, a PCard cannot be used for flights or hotels.   Under no circumstances shall expenses for personal travel be charged to, or temporarily funded by, the University. If transportation costs are increased due to personal time, the traveler is responsible for the increased costs and must pay using personal funds and be reimbursed by the University for the business portion of the trip by providing two (2) cost comparisons obtained at the time of booking.

 Transportation costs are allowable only for the most direct and economical means to and from the traveler's destination.

During Travel

Airport parking: Reimbursed for the most economical daily/weekly rate for reasonable parking expenses incurred by the traveler. Recommended State of Arizona airport parking facilities include:

1. Tucson:
   • 6448 and 6550 S Tucson Blvd, Tucson AZ, 520-294-9000
2. Phoenix:
   • The Parking Spot (Company code: Stat1898)
   • 4040 E Van Buren St, Phoenix AZ, 602-286-9212
   • 3025 S 48th St, Phoenix AZ, 602-244-8888

Luggage: UA will reimburse the cost for one luggage. If a second luggage rate is applied, a UA Business purpose will need to be submitted for the reason the second luggage was required, and department approval is needed.

Lunch or dinner meetings: Provide the agenda/details of the meeting, the date and location where the meeting took place, an itemized receipt, and a list of attendees and their relationship to the university.

Lyft/ Uber/ Taxi: To and from the Airport-Hotel, and hotel to and from the Conference only.  Cannot reimburse rides for off-conference site meals.  

No upgrades or reserved booking fees are allowed.  If an XL is requested, a list of UA Affiliation, and proof of shared (divided) payment. Zelle and Venmo paid itemized receipts or typed statements are approved, and the name of each rider and UA affiliation.

Car Mileage: Primary Duty Post to/ from the airport, including maps

Examples of non-reimbursable expenses include any expense incurred by the traveler that is personal in nature and not for the primary benefit of the University. Examples may include, but are not limited to the following:

• Excessive baggage costs without a university business purpose
• Valet parking for the convenience of the traveler
• Overweight baggage containing personal items
• Personal flight insurance (e.g., loss of baggage, flight delay)
• Tips to baggage porters, maids and service personnel, as these are inclusive of meal and incidental reimbursements
• Prepaid gasoline for the convenience of the employee, related to the use of a rental vehicle
• Expenses incurred to conduct personal business, for personal preference or convenience

After traveling

Paid itemized receipts and/or invoices need to show the total amount paid; we cannot accept confirmation or summary statements. Submit all documents upon return of travel for reimbursement; all receipts must be in your name and show the last 4 digits of the credit card used. 

At the University of Arizona, travel reimbursements (both with and without travel advances) require the submission of all original receipts within 10 business days of the travel's completion.

At the University of Arizona, reimbursement requests must be submitted within 90 days of the purchase date or travel event to be considered a qualified reimbursement under the accountable plan. Reimbursements submitted after 90 days are generally considered non-qualified and may be taxed as income