Travel Authorization
The University of Arizona has launched a new third-party travel system called Concur.
Please review the new travel guide (from start to finish) found here:
The University also offers a new training on the Concur system found in Edge Learning.
All business travel and funding must be authorized and documented prior to the start of the trip by submitting a request approval for travel through Concur, the university's third-party travel system. All travel request are automically routed to your supervisor and department financial officer. You must also add-hoc/ include Oscar Parra as an additional authorization to route to for signature.
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.
Domestic Travel - 10 Days in advance of departure date.
International Travel - 30 Days in advance of departure date.
Prior authorization is required whether or not the traveler will be reimbursed for any expenses from University of Arizona accounts.
Travelers must also register international travel through the UA International Travel Registry.
Step-by-step instructions on registering international travel.
Travel Authorization Concur System
Travel Advances
With sufficient notice, a travel advance may be issued to University employees for expenses that are not pre-paid, but only if the amount required exceeds $250. A request for a travel advance can only be made at the time the departmental Travel Authorization Worksheet is submitted. Travel advances will be direct deposited to the same bank account as the traveler's paycheck approximately 7 days before the trip.
Travel Expense Report/Reimbursements
If assistance is required to submit a Disbursement Voucher (DV) through UA Financials for your Travel expenses, please contact the center admin. In order for to assist and successfully submit a DV, the following documents will need to be completed and submitted as soon as possible after your return.
1) Travel Expense Report
Travel Expense Form
Preparing the Travel Expenses Form
Meal Reimbursement Policy
Lodging Policy
Transportation Policy
International Travel Policy and Information
2) Receipts. Itemized receipts are required for the following expenses
Airfare - electronic itinerary showing the passenger's name, itinerary, & payment information or a paper Passenger Receipt showing the dollar amount
Lodging - (see State of Arizona Meals/Lodging Per Diem Allowances)
Rental Car/Train tickets/etc. - DECLINE the extra collision/damage insurance for rental cars; it will not be reimbursed, unless it is for international car rental.
Parking/Garage fees
Registration fees
Receipts for taxi or subway expenses to and from the airport or within the destination city are not required. These expenses should be itemized on the traveler's expense report, listing the transaction date, the dollar amount, and the purpose or destination.
Please see the latest meal, lodging, and transportation policy for a full list of receipts and requirements, as well as updates.
Non-Reimbursable Expenses
Personal travel - when extending a business trip to include personal time, only the lodging and meals for the business portion of the trip will be reimbursed. Personal time must be approved when the trip is authorized and appropriately recorded as personal time on the employee's time record.
Personal phone calls - including calls to your home residence/family cell phones
Movies & other hotel entertainment
Insurance - costs for flight insurance, medical insurance and collision damage insurance waivers are personal expenses and will not be reimbursed (exception: if a vehicle is rented overseas and the traveler is required to purchase the CDW).
For an update-to-date University Travel Policy, please go to: http://policy.fso.arizona.edu/fsm/1400