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 

Internation Travel, 30 days prior to travel visit this link to register: International Travel an International Travel Registry number is required prior to travel.

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

Information required to fill out a Travel Authorization via Concur:

• Event Name, location and dates of event
• Dates of business travel
• Personal days included in your trip? Please fill in the dates as indicated
• Hotel Lodging: Indicate if this is designated lodging.
• UA business purpose which supports the mission of the University.
• Account Number
• If you request a Travel Advance, please include the Travel Advance Amount
• In the Comment box you may enter Conference website links, name of hotel and the estimate of cost, and any other possible expenses.
• International Travel Registry Number (International travel only)

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 department front office and provide a cost comparison of flight vs. mileage to the business destination, as well as provide a justifiable business purpose. 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 agreement is required to be in Employees’ name and paid on their credit card. Upgrades or additional insurance are not allowed for reimbursement. 

If you checked the box that indicates that personal travel is included during this trip, PLEASE NOTE:

• The PCard cannot be used for flights or hotels for personal travel.
• 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 which, generally are uncovered parking at an off-site location that shuttles travelers to the airport. Travelers who choose 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/ day 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 department front 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 there is a need to pay for a second bag, a business purpose will be needed to justify the expense

Lyft/ Uber/ Taxi: Transportation costs are allowable between the airport/ hotel and between the hotel to the Conference - only.  We cannot reimburse rides for off-conference site meals.

• 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 accepted along with the name of each rider and their UA affiliation.
• Any transportation or 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 calculated 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. https://policy.fso.arizona.edu/fsm/1400/1415

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

Items listed below are relevant documents to be sent to your department front office to be included and attached to process and submit your Travel Reimbursement:

• Flight itemized paid receipt
• Hotel itemized paid invoice
• Conference registration paid receipt
• Transportation itemized receipts from airport to hotel, hotel to airport
• Airport itemized parking Receipts
• Rental Car Itemized paid receipt/ agreement
• Business meeting expenses

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: https://finance.arizona.edu/accounting/business-purpose

At the University of Arizona, travel reimbursements (both with and without travel advances) require the submission of all original receipts to your department front office, within 10 business days upon return of travel.

If you are planning to share rides or hotel rooms, please check in with department front office prior to your trip. 

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