Travel Information

UA Business Travel Start to Finish Information

Before Travel

At least one month prior, or as soon as you are made aware you need to travel: A travel authorization form must be completed, Travel Authorization and/or Travel Advance 

If your Department requires you to assign a Delegate in Concur please follow this tutorial: Assign a Delegate in Concur

Information required to create the Travel Authorization:

• Event Name (Conference link)
• Dates of travel- If there are personal days included in your travel, please identify them for your delegate. Mention if you are staying in designated lodging, if so, provide details.
• If delegate will be Booking your flight they will need: Airport Name (for airline economical flight quotes) and give the time of day you prefer to travel.
• UA business purpose and supports the mission of the University.
• International Travel Registry Number

International Travel: If you are a UA employee, student, volunteer, participant, or Designated Campus Colleague (DCC) traveling outside the U.S. 50 states* on official UA business, you are required, under the UA International Travel Safety and Compliance Policy, to register your upcoming travel at least 30 days prior to departing.

Once your travel authorization has been completed and approved, please work with your    department to begin the process of making your necessary travel arrangements. 

If a traveler needs to drive to the conference instead of flying, what is the best business practice?
The traveler should obtain pre-approval from their supervisor and 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. Car rental needs to be in Employees’ name and paid on their credit card. No upgrades or additional insurance allowed for reimbursement. 

If personal travel is included in the stay:

• PCard cannot be used for flights or hotels for personal travel.
• Flight comparisons will be required. PLEASE CHECK IN WITH YOUR BUSINESS OFFICE PRIOR TO PURCHASING YOUR FLIGHTS, FOR GUIDANCE. 

Airport parking: policy requires the traveler to use the ‘most economical’ parking (examples in policy) which, generally are uncovered parking at an off-site location that shuttles travelers to the airport. Travelers who chose to park at the airport parking lot for convenience should only be reimbursed at a comparable rate for off-site parking which varies from $6 - $8 dollars depending on city/airport location. If you believe you will need to park in a location other than the most economical, please check in with your business office.

 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, unless it is a UA Business Meeting (See Lunch or dinner meetings above)

• No upgrades or reserved booking fees are allowed.  If an XL is requested, a list of riders and UA Affiliation, 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.
• 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.

Car Mileage: Primary Duty Post to/ from the airport, including maps. Reimbursement for mileage is computed at 67 cents per mile based on the State of Arizona Accounting Manual at the most direct route between two points supported by official highway maps or odometer readings.

Examples of non-reimbursable expenses 

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 Travel

Send all items listed below to the person who will process and submit your Travel Reimbursement:

• All 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.
• Include the UA Business Purpose
• For meal meetings provide a UA Business Purpose an Attendee List with UA Affiliation, and include an Agenda, name of location, date and time. (Rides can be reimbursed for meetings)
• Conference/ Meeting Name and Agenda *Number of meals provided
• Any split charges of rides or hotel need the itemized paid invoice and proof of payment per individual.
• Maps for any personal driving (in State travel)

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 processed and approved in the UA Financials System 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