The University of Arizona has obtained third-party software SAP Concur as the designated University Travel System for managing Travel Authorization Requests and to provide business travelers with an online booking tool to improve the University travel experience.
This guide will help get you started using the Travel System. Refer to the Travel System Training in EDGE Learning for a complete walkthrough.
Confirming Your Travel Profile
EDGE Learning: Getting Started with the Travel System
All University employees have a Travel Profile.? Non-Employees? must request a profile in order for Accounts Payable to manually create their Travel Profile.
There are key pieces of information that must be provided in the Travel Profile before using the Travel Request and Booking Tool:
- Confirm your Legal Name, including your middle name if you have one. Employees: contact Human Resources if you need to update your name on record.
- Verify your Email address.
- Enter your Mobile phone number (use for Home/Office phone as well).
- Confirm your Gender and Date of Birth.
- Refer to SAP Concur data security to see how your data is kept safe.
Travelers are welcome to fill out additional fields such as frequent flyer program information and travel preferences.
Note: The Work Address under Personal Information cannot be changed and will remain as the University Services Building (Tucson, AZ) as this is the University's business address.
Assigning/Deleting Delegates and Travel Arrangers
EDGE Learning: Getting Started with the Travel System
Many travelers have assistants or shared service units that request and/or arrange travel on their behalf. The Travel System accommodates this by allowing Delegates? and Travel Arrangers? to be assigned to specific travelers. It is recommended that all travelers assign a delegate. The traveler may then assign their delegate to be a travel arranger. Or their delegate can assign themselves, or another individual, to be a travel arranger.
Assigning Delegates
To assign a delegate:
- From the Request Delegates screen, search by employee name, email address, EmplID or NetID
- Click Add
- Select desired permissions
- Click Save
Deleting Delegates
There is no bulk process to remove delegates. Delegates must be deleted individually. The responsibility for delegate maintenance in the Travel System will be on the business offices and/or individual travelers.
To delete a delegate:
- From the Delegate screen, click the checkbox to the left of the delegate to be removed
- Click Delete
Assigning Travel Arrangers
Once a delegate has been assigned, assign a travel arranger by following these steps:
- Navigate to Profile settings
- Click on Setup Travel Assistants
- Click Add an Assistant
- Search by last name of individual (must have an existing Travel Profile)
- Select user
- Click "Can book travel for me" checkbox
- Click "Is my primary assistant for travel" if applicable
- Click Save
Completing a Travel Authorization Request
EDGE Learning: Complete a Travel Authorization Request
NOTE: The traveler's name MUST match their official state issued identification utilized for traveling, such as a driver’s license, passport, state identification, Arizona Travel ID, etc.
Business offices should provide travelers with their assigned Org Code and the Account Number that is typically used for funding. NOTE: Expenditures reside in UAccess Financials regardless of what is entered in the Travel System.
Important information required before initiating a Travel Request:
- Campus Code?
- Org Code?
- Account Number?
- Business Purpose for travel
- Estimated expenses for trip:
- Airline
- Lodging
- Vehicle rental
- Any other expenses (e.g., conference registration, rideshares, parking, etc.)
Blanket Travel Authorizations for frequent in-state travel requiring an overnight stay should include dates of travel for the fiscal year (e.g., 07/01/2024 through 06/30/2025) along with the following criteria:
- Travel activities are consistent with the employee's job duties
- Business purpose is consistently the same for each travel event
- Location(s) of travel are clearly documented
- Annual review and renewal by June 30th
Please defer to your business office if any additional details should be included.
Travel Allowance
Completion of the Travel Allowance section provides the traveler with the estimated amount they will be reimbursed for meals while on travel status. The traveler must identify meals that are provided during conferences, retreats, workshops, etc., as these meals will not be reimbursed. Please remember the University does not reimburse dollar amounts for meals, but instead allows per diem for meals and incidentals based on rates established by the State of Arizona.
Approving a Travel Request
Supervisor Approval: The Supervisor role is determined by UAccess Employee based on the employee’s time approver. Approval is required when the employee is to be away from their duty post.
- The Supervisor should ensure that the timesheet reflects business days only, and that personal days are included correctly within UAccess Employee time reporting tool.
- When disapproving/denying a travel request, it is recommended the approver return the request back to the employee for additional information or justification, or the approver should provide details on why the travel should be reconsidered or cancelled. Conversations with the traveler are encouraged and the traveler can cancel the Travel Authorization Request if needed.
Budget Approval: The Budge Approver is the employee assigned as the Fiscal Officer in UAccess Financials. This person is responsible for ensuring that funding is available for the designated trip regardless of if the trip is funded by another entity.
- The Fiscal Officer should ensure that an encumbrance is documented if travel exceeds $5,000 and that the Travel Advance (if requested) is initiated within UAccess Employee.
Ad Hoc Approval: Business offices may require additional ad hoc approval based on the department/unit requirements. These must be manually added for each form to be routed. Please see your business office.
- Travelers and Delegates may ad hoc route to any UAccess Employee representative accordingly. Ad hoc routing cannot be to a Designated Campus Colleagues or Student unless a Travel Profile has been established and they are assigned as an approver.
Approval Delegate
Supervisors or fiscal officers may delegate their authority for Travel Authorization to be approved by a delegate of their choosing. This individual must act on behalf of the approver and take all necessary actions to ensure good stewardship of travel approvals. For Senior Leadership level positions, Accounts Payable will provide customized service and aid for this assignment. The senior leader should contact Accounts Payable and include the approval delegate to document who should approve on their behalf.
Booking Travel
Travelers and delegates can book airfare, hotel/lodging, and car rental services directly within the Travel System Booking Tool. Users can also obtain Anthony Travel? agent-assisted support. NOTE: You must have a valid Travel Authorization Request number in order to book travel within the Travel System.
Tip: Be sure to review all of your selections before purchasing and confirm by clicking PURCHASE. Users will receive a ticketed itinerary via email once purchase is complete.
Additional tips and resources for using the Booking Tool are available in the Travel System Training.
Using the Travel Mobile App
EDGE Learning: Using the Travel Mobile App
The SAP Concur Mobile App is available for iOS and Android devices. Users gain the ability to initiate a Travel Authorization Request, review and approve requests, and upload receipts for reimbursement from their mobile device. This app is not required for University business travel and is completely voluntary. Users are responsible for all data charges associated with its use.
Note: Users must verify their email address before they may begin using the mobile app.
While in travel status, or upon returning from travel, users can track their business expense receipts/statements by uploading them to the mobile app. Delegates with access can then download and attach them to the Disbursement Voucher in UAccess Financials to begin the reimbursement process. It is highly recommended that users delete their receipts from the app once they have been reimbursed.