Business Travel Start to Finish

This guide serves as an overview of University business travel policies and procedures. Coordinate all travel with your department business unit.

1) Confirm Your Travel Profile

Travel Profiles are automatically created for Employees based on their employment status. This includes University of Arizona student employees.

Non-Employees (Students/DCCs) must request a profile. Students traveling inclusive of Group Travel (e.g., research trips, fieldwork, team travel, etc.) do not require an individual travel profile. The coach, faculty, or staff leading the trip only needs to attach a roster/list of attendees to the Travel Authorization Request.

Both Employees and Non-Employees must confirm their Travel Profile following a first-time login.

2) Request Approval for Travel

Travelers that depart without an approved Travel Request are in violation of University policy. Additionally, the travel system does not allow Travel Requests to be back-dated for travel that has already occurred. All travel on behalf of the University must be approved through a Travel Authorization Request, prior to departure, by the traveler’s supervisor, manager, or the Principal Investigator for sponsored project accounts, regardless of funding source. This authorization must ensure:

• The travel has a legitimate Business Purpose; supports the mission of the University.
• Funds are available for expenses.
• The traveler can document their official travel for insurance purposes, if necessary.
• The travel meets the IRS Accountable Plan. All reimbursement requests must comply to qualify as non-taxable income.

The following exceptions must be documented on all travel requests prior to authorization:

• Long term travel status (more than 30 days).
• Personal time taken in combination with business travel.
• Use of airfare other than coach/economy.
• Use of private, chartered, or rented aircraft or rented motor vehicle.
• Vehicle taken out of state (private, rented, or state-owned).
• Lodging in excess of established policy limits; non-designated/unaffiliated conference lodging.

International Travel: Registry is required prior to travel for all international travel including U.S. Territories. Registry must be in an affirmed status to ensure traveler’s safety and eligibility for expense reimbursement. See International Travel Procedures for more information. Additional information may be found in the International Travel Safety and Compliance Policy.

3) Fund Your Travel

Recommended options to fund business travel:

• Department PCard: Conference registrations and hotel/lodging for employees only; airfare for employees and non-employees. NOTE: Trips that include personal travel cannot be funded with the PCard.
• Disbursement Voucher: Reimbursement for out-of-pocket expenses; non-employee hotel/lodging via Virtual Credit Card Program
• Requisition: Travel agencies, airline group travel, or conference registrations
• Virtual Credit Card Program: Prepay for employee or non-employee conference registrations, hotel/lodging, and airfare
• Travel Advance: A minimum of $250 may be issued by direct deposit up to seven days prior to travel. A check can be issued if a note is placed on the Disbursement Voucher stating that the payee prefers a check disbursement. Please update the DV with the employee's home address and click the Check Enclosure box. Travel Advances may only be issued to active employees, or current graduate students whose travel is funded with gift and designated accounts or a sponsored projects account.

The traveler can also pay with personal funds and submit a Travel Expense Report after the trip for reimbursement. See Step 6 below: Return from Travel Status.

4) Book Your Travel

Travelers and/or business units may book travel arrangements using their preferred trip planner, travel agent, or by using the Booking Tool within the University Travel System.

5) Take Your Trip (Active Travel Status)

In addition to any prepaid funding, travelers should keep track of expenses while in travel status, including meals, lodging, and ground transportation. Receipts and statements should consist of the following:

• An itemized list of what was purchased
• The amount of the purchase
• The date(s) of the purchase
• The name of the vendor

Be aware of Unallowable Expenses, and always consider the University Business Purpose for any purchase/expense while in travel status.

Tip: Use the SAP Concur Mobile App to track and document expenses while in travel status.

6) Return from Travel Status

Travelers who received a Travel Advance or require reimbursement for out-of-pocket expenses must complete a Travel Expense Report. Reimbursements must be submitted to your department business office within 60 days of the end of the trip, and within 90 days to Financial Services Accounts Payable to receive tax-free reimbursement. Reimbursements exceeding 90 days or missing itemized receipts are considered taxable income.

Settle your Travel Advance: If the Travel Advance exceeded the reported expenses, the traveler must reimburse the University for the difference. Travel Advances are considered liens against wages and must be settled within 20 business days after the completion of travel. Checks should be made out to The University of Arizona and deposited at the Bursar's Office after initiating a Cash Receipt document in UAccess Financials. The Cash Receipt number must be referenced on the Travel Expense Report. Do not send checks or cash to Financial Services through the mail. Employees may also elect to repay the University via a payroll deduction. Business offices must obtain a written statement from the employee (email preferred) stating the amount owed and the preferred number of payroll deductions (up to four). Attach this statement to the Disbursement Voucher or Distribution of Income and Expense.

Tip: Use the SAP Concur Mobile App to track and document expenses upon returning from travel status.

Documentation

• Conference: Provide the conference brochure showing any designated lodging, meals included in the conference fee and the opening and closing days of the conference. This is required for conference fees, designated lodging and meal reimbursements. Meals provided by conferences will not be reimbursed and must be deducted.
• Mileage to/from the airport: This should include round trip odometer readings from the employee's primary duty post to the airport.
• Airfare: The original passenger receipt. Provide an explanation if you will be flying other than economy/coach. The confirmation receipt must indicate the passenger's name, itinerary, and that the tickets have been paid for.
• Car Rental: The original itemized receipt from the car rental agency. Provide an explanation for upgrades, additional drivers or any other miscellaneous charges.
• Lodging: The original itemized statement with the lodging venue name, address and phone number, the dates of lodging, daily room charges or single room rates if more than one person is occupying the room. Business phone charges may be claimed as a miscellaneous expense if documented by receipt.
  • Employees may be reimbursed for rental accommodations such as Airbnb and Vrbo if economical and a cost savings to the institution. Travelers using these services qualify for lodging and meal reimbursement, 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.

Refer to the Unallowable Expenses Guide to check for any additional expenses related above that are not reimbursable.

Be sure to add the following, if applicable:

• If taking personal time, include two economy class flight comparisons that show the cost of round-trip airfare from your duty post to the business destination that correspond to business dates of trip. Reimbursement will be based on the lower of the two costs.
• If driving instead of flying, include two economy class flight comparisons, as your reimbursement will be the lower of the cost between driving and flying.
• If taking a driving detour for personal reasons, include an internet-based map of the most economical direct route from your duty post to the business destination, as your reimbursement will be limited to the most direct route.
• If using an airline credit from previously canceled flight, include all receipts associated with any canceled flights to show proof of payment.

How Will I Get Paid?

Current Employee: Direct Deposit via payroll bank account (if available). Contact Accounts Payable to have reimbursements sent to a different account. If no direct deposit is available, a check will be issued to the employee's home address.

Current Student or Designated Campus Colleague (DCC): Non-employee reimbursements are considered vendor payments. Accounts Payable will onboard these payees via ACH Authorization Form for direct deposit.