Travel Authorization (TA)
What additional documentation is required for travel outside the United States or to U.S. Territories?
Electronic Travel Authorization (Adobe Sign)
What happens to the electronic Travel Authorization if the approver needs a reminder to approve or is in a remote area without internet access?
How do we handle approval of Travel Authorization if the travel is sponsored by another entity and no University funding/reimbursement will be required?
May a traveler or business office submit a Travel Authorization if the traveler is already on travel status or has returned from travel?
Travelers receive a confirmation only if a Travel Advance was requested. Initiators do receive a confirmation and may forward it to the traveler if so desired.
When a traveler exceeds the established reimbursement rate for lodging, what should the business office provide to support the expenditure?
May an individual use Airbnb for University business travel and receive reimbursement for the expense and meal reimbursement?
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.
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?
Can the traveler use the PCard for hotel expenses or the Department PCard to avoid out of pocket expenses for employees?
What are the times of travel that determine allowable meals on the first day and last day of travel?
If I am traveling to a city that is not listed on the lodging/meal reimbursement rate tables, what rates should be utilized?
If the traveler turns in meal receipts for each day of the trip, can the traveler be paid for more than the maximum reimbursement allowed for that day?
When traveling overnight, can a traveler claim meal reimbursement if they stay with a friend/relative to save money on behalf of the University?
With the new Basic Economy airfare restricting the use of overhead bins, are University travelers mandated to use these Basic Economy fares?
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.
Uber transportation receipts on occasion include a wait time expense. Is this allowable and reimbursable?
Uber drivers notify the traveler via their mobile device upon arrival that wait time charges are initiated two minutes upon the Uber driver's arrival at the designated location. Business units are required to monitor these charges and excessive wait time (exceeding .99 cents) should be evaluated and documented with a University business purpose. If a University business purpose is not provided (ex: shopping, socializing) the charges should be deducted from the reimbursement or repaid to the University.
If a PCard was used, a Self-Reporting Violation Form should be completed and included with the documentation. In addition, the PCard should not be saved to any Uber account.