1.1. How do I change the number of dependents for withholding, my home address, or bank change for direct deposit of payroll?

1.2. How do I get direct deposit of my check?

Complete a direct deposit form in Rm 117 and include a bank deposit slip. We will submit it to Human Resources. 

This information can also be changed by visiting UAccess Employee and logging in with your  UA NetID.

1.3. I want to invite a colleague to work with me. Do I have to make any arrangements through the Department?

Yes, visitors should receive an official letter of invitation from the Department Head, contact Alejandra Gaona [Math 109 (Dept Head Office), (520) 621-2868, agaona@math.arizona.edu].

 If you have any plans to pay the visitor for expenses while at the U of A, there are restrictions, particularly if the visitor is a foreign national and then depending on the type of visa and work status he/she holds. Generally speaking, honoraria are not possible and most expenses may only be reimbursed from original receipts up to a limited amount ($600). For more details and up-to-date INS, IRS, and UA policies, contact the Business Office at businessoffice@math.arizona.edu.

If you will need office space, contact Alejandra Gaona [Math 109 (Dept Head Office), (520) 621-2868, agaona@math.arizona.edu].

1.4. If I am taking a leave or sabbatical, what do I need to do?

CONTACT: Please inform the Business Office (Rm 117, 626-7989) in writing of your mailing address, e-mail address, and any other contact information in case we need to get in touch with you while you are away.

OFFICE: Due to the shortage of space and the fact that we hire replacements for persons away for a semester or more, we will need to assign a visitor to your office. You will need to clear the top of your desk, lock your file cabinets, and if possible leave room on a shelf or two. Please inform Alejandra Gaona [Math 109 (Dept Head Office), (520) 621-2868, agaona@math.arizona.edu] of the dates of your absence. Exceptions may be made if you do not plan to leave the University during this time but you still need to contact us. If you return at any time during this period, we may be able to find a temporary office for you if needed.

MAIL: First Class business mail can be forwarded to you in the United States. All other mail will be collected and held for your return. Arrangements should be made for personal mail to be collected and handled externally to the Department. Mail cannot be forwarded to foreign locations. It must be packaged and re-addressed for new postage charges. Please contact the Business Office at businessoffice@math.arizona.edu to make payment arrangements for this and other international shipments.

EXPENSES: If you are traveling on a grant or local funds during this time, please complete a Travel Authorization Form in the Business Office (Rm 117) prior to leaving. On your return, we will process appropriate reimbursements.

1.5. If I am leaving the Department, what is the checkout procedure?

1.6. Is there a notary in the Math Building?

1.7. How do I get reimbursed for a book or software I found on the internet?

UA policy does not allow ordering without going through the Purchasing Dept and processing of the appropriate UA paperwork. Although reimbursement is possible, the Purchasing Dept can disallow the purchase and deny the reimbursement. Please bring information about the item you are interested in to the Business Office (Rm 117) or email your request to businessoffice@math.arizona.edu for processing.

1.8. How do I find out about submission of a research proposal?

1.9. Are there travel funds available from the Department?

Not specifically. But if you have a unique circumstance, you may make a request via email to the Department Head (head-office@math.arizona.edu) for partial support.

2.1. Summary of Limitations for Expense Reimbursments

2.2. Before you Travel

PRIOR TO DEPARTURE: Travel Authorization Request must be completed and submitted to the University Travel System. At least 10 days prior to the start of domestic travel and 30 days in advance of International travel. Official University travel includes, but is not limited to, travel for: conferences, research, sabbatical, partnership collaboration and development. This policy does not apply to personal travel.

The Travel Authorization Request must be submitted for anyone traveling on University business, even if you are not planning to request reimbursement through the UA. Once a travel authorization request is fully approved, you will receive a Travel ID number that can be used for booking travel in the University Booking Tool and requesting reimbursement. 

Important information required before initiating a Travel Request:

• Campus Code (MC) Main Campus
• Org Code (0430) Mathematics
• Account Number
• Business Purpose for travel
• Estimated expenses for trip:
• Airline
• Lodging
• Vehicle rental
• Any other expenses (e.g., conference registration, rideshares, parking, etc.)

NOTE: You must create a Profile in the travel system prior to requesting travel for the first time. Travel Profiles are automatically created for employees. Non-Employees (Students/DCCs) must request a profile. (Please allow 24-48 hours for creation of your Travel Profile. Accounts Payable will notify you upon completion.)

Before you submit the travel authorization request, verify that Hanh Do (htdo@math.arizona.edu) is included in the Approval Flow under “More Actions” so the business office is made aware of your travel. However, if Department Head Doug Ulmer name is shown, Hanh does not need to be included in the Approval Flow.

The Mathematics Business Office is open Monday - Friday from 8:00 am -5:00 pm except for holidays observed by the University of Arizona.

Additional Steps Required for International Travel

For International Travel you must also complete the University International Travel Registry as you will be required to provide the International Travel Registry number on the travel authorization request. If you are visiting a country which has a travel warning or is considered high risk locations, please see the "Travel to Higher Risk Locations" below for more details. All steps and information must be submitted 30 days in advance of your international travel or prior to purchasing any airfare for your travel.

Fund Your Travel

Recommended options by Financial Services to fund business travel:

• Department P-Card: 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 travel expenses incurred while on travel status. Requires receipts submitted to business office and roughly 2 weeks for review by Financial Services.
• Virtual Credit Card Program: Prepay for employee or non-employee for foreign 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. Please provide receipts for expenses to your business office as soon as possible so they can settle the travel advance. Travel Advances must be settled within 20 business days after the completion of travel.

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.

2.3. International Travel

2.4. Submit New Travel Authorization

This guide will instruct travelers on how to use the new Travel System and request reimbursement.

Business Travel Start to Finish

1. Confirming Your Travel Profile
2. Request Approval/ Fund Your Travel (submit Travel Authorization)
3. Book Your Travel
4. Take Your Trip (Travel Status)
5. Return From Trip

Confirming Your Travel profile

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

The system will import the employee’s profile, however, to book travel, there are a few pieces of information that need to be completed before using the Travel Request and Booking Tool:

• Middle Name: 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.
• Email: A code will be sent to verify your Email address.
• Mobile Phone Number: Enter your Mobile phone number (use for Home/Office phone as well).
• TSA Secure Flight information: Please note that this information is required to match the government issued ID the individual will be using to travel.
  • Gender
  • Date of Birth

Travelers are welcome to fill out additional fields such as frequent flyer program information and travel preferences. You can also include a credit card to your profile for booking travel, but it is not needed to process a travel auth request. A credit card is only required in your profile if you are using the booking tool in the travel system. 

Helpful Links:

• Launch Travel System
• Non-Employee Travel Profile Request
• Quick Reference: Confirming Your Travel Profile

Edge Learning: Getting Started with Travel System

Request Approval for Travel

Once your profile is ready, you can start submitting travel authorization requests. Travel authorization requests are required for any current Employee, Student, or Designated Campus Colleagues (DCC) traveling on behalf of the University of Arizona. Before you can submit the travel authorization, you must ensure that:

• The travel has a legitimate Business Purpose; supports the mission of the University.
• Funds are available for expenses.

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: The International Travel Registry Number is required for all international travel and it must be included in your travel authorization request. More information about international travel can be found below.

Helpful Links:

• Launch Travel System
• Quick Reference: Complete a Travel Authorization Request
• Edge Learning: Complete a Travel Authorization Request

Expected Expenses:

After you finish the travel authorization request header, the travel system will ask you to list all anticipated expenses for your trip before the request can be submitted. This includes Airfare, Lodging, mileage, PerDiem, & any other expected travel expenses. If you are not anticipating needing any funding from the University, you must include an expense equal to zero in your request so it can be submitted. The travel authorization request cannot be submitted unless one expense is listed so please include “other travel Expenses” equal to zero if you are traveling without funding from UA.

Including A "User-Added Approver":

Before your travel authorization is ready to be submitted, it is important to Include Hanh Do as a "User-Added Approver" so the form is routed to the business office. To add an approver, click on "More Actions" and then "Edit Approval Flow". If you already see Hanh Do or Doug Ulmer's name in either the "Supervisor Approval" or "Budget Approval", then this step can be skipped and your travel authorization is ready to be submitted. If you do not see Hanh or Doug's name, please click on "Add Step" and search for Hanh or Doug in the "User-Added Approver" area and click save. Once you verify the approval flow is complete, you are ready to submit the travel authorization request. 

2.5. Travel reimbursement

Travel Expense Reimbursement

Faculty, staff, students and invited visitors or guests may be reimbursed for university-related business travel by the Mathematics Business Office. The reimbursement process begins with completion of the Travel Authorization Form prior to the commencement of the travel. The Travel Authorization form lets the department and university know about the travel details, length of travel and substantiate the availability of funding. The Business Office sends the completed travel authorization form to the Travel Office and this document is later referenced on the travel expense report completed for the individual to be reimbursed. Completion of this form is a mandatory step in the reimbursement process.  Failure to submit the Travel Authorization form and International Travel Registry for international travel prior to travel may result in expenses being unable to be reimbursed.  

Upon completion of travel, UA policy requires pertinent documentation and receipts to be submitted within ten days of the end of travel. They should be submitted to room 117 of the Mathematics Business Office for processing. The payee will then receive an email within 3 days requesting for them to return to the Business Office to sign their travel expense report. Reimbursement cannot be processed until the travel expense report is signed.

Common components of any travel expense report include airfare, lodging, meals per diem (or restaurant receipts), conference registration, and other transportation items such as train or taxi cab fares, parking and tolls paid. Below are items of information pertinent to each of these components. 

Airfare

• Airfare reimbursed is for the most economical and direct route possible.
• When traveling to another city in addition to that of university business, a flight comparison document of the route otherwise taken is required, and the university will reimburse the lesser of the two amounts.
• A flight comparison document is also needed when the traveler is combining personal and business travel. The comparison must reflect the dates that travel would occur without the the additional days for the personal travel.
• If federal funding is being used to support the travel in question, traveler must use airlines in accordance with the Fly America Act, further detail of which can be found at https://www.gsa.gov/policy-regulations/policy/travel-management-policy-overview/fly-america-act
• Disallowed airfare-related expenditures include those for change fees, early-bird check-in, premium seating, trip insurance and food/beverages not included in the airfare.
• Airfare receipt must show the method of payment that was used.  

Lodging

• Lodging must be with a commercial establishment, and is subject to the per diem rate for the applicable city, as listed in the Arizona Meals and Lodging Per Diem Index. If the destination city or county is not listed, the reimbursement rate defaults to $107/night plus taxes and fees.
• If lodging was designated by the conference or event, it can be reimbursed at actual cost. Designated lodging must be proven with documentation.
• Lodging/hotel receipts are reviewed for all charges as they relate to meals per diem and conformance to university policy. For example, a restaurant charge might be deducted from a lodging bill if the payee is also being reimbursed on a meals per diem basis.
• Lodging is only allowed if the destination of travel is greater than 35 miles from traveler’s duty post.
• Disallowed lodging-related expenditures include long-distance calls, laundry, gratuities, personal entertainment, resort fees and valet parking.
• Lodging to be reimbursed must show the method of payment that was used.  

Meals per diem

• All points related to meals per diem here apply to the traveler only.
• Meals may be reimbursed on a per diem basis subject to the rate for the applicable city, as listed in the Meals and Lodging Per Diem Reference Guide.
• Meals to be reimbursed typically follow from the trip itinerary, down to the times of departure and return. This may result in partial days of per diem in which the daily amount is split between breakfast, lunch and dinner.
• Please note that at an overnight stay is required to be reimbursed on a meals per diem basis, and rates follow the location of the lodging.
• Reimbursement can only be on one basis, per diem or actual receipts; there cannot be a mix or combination of the two methods.
• If a conference, hotel or event provided a meal or meals, those would be reduced from the amount to be reimbursed.
• Payee may certainly elect to be reimbursed for less than the amount allowed, and should communicate this to the business office in such a case.    

Other Methods of Transportation

• There are some receipt documents that can be scanned and sent to us as PDF’s, but any other transportation typically found on a paper receipt, such as for a cab fare or parking needs to be mailed in or brought to the business office, as the original receipts for those are required.
• Mileage driven must be documented by a MapQuest or other site, showing most direct route and number of miles; mileage is reimbursed at the rate of $0.655/mile.
• Either mileage or gas receipts must be used as the basis for reimbursement; the two cannot be mixed or combined.
• If driving is elected over flying, both a written justified reason and a flight comparison document must be submitted.
• Employees driving personal vehicles on university business are required to obtain departmental authorization by reviewing and completing the UA personal vehicle form, found here: Personal Vehicle Form. Please return completed form and proof of insurance to the Business Office for approval.
• Personal vehicles driven on U of A business - There is no State coverage for damage to personal vehicles. Vehicle owners are expected to have their own insurance, and the mileage reimbursement rate includes a cost factor for this expense. Liability incurred in a personal vehicle on U of A business is covered by the State, but only on an excess basis. Personal liability insurance must be exhausted to address claims before State coverage applies.        

Please contact the Business Office with any travel-related questions in person or submit to BusinessOffice@math.arizona.edu.

2.6. Parking Reimbursement Guidelines

Travel Expenditures (Parking Policy)

Updated 3/4/24

The University will reimburse parking expenses if it is reasonable and has a valid business purpose. Below are rules and guidelines to ensure your reimbursement complies with state regulations.

Airport Parking Reimbursement Guidelines

• Economy, long-term, off-premises parking serviced by shuttle is to be chosen when available.
• Receipts with details will be required (i.e. Location, Date, Rate).
• In addition to base parking charges, employees will be reimbursed for any taxes or other non-optional fees imposed. However, reservation fees are NOT
• The state will not reimburse upcharges for covered or inside parking.
• Please keep in mind that you may park wherever you find it convenient, but the university will only reimburse based off the following guidelines listed below:

Tucson Airport Parking

For parking at Tucson airport, the employee will only be reimbursed the lesser of the actual amount incurred or five dollars ($5.00) per day Base parking charges.

Parking lots that meet these requirements are:

• Quick Park Quick Shuttle - 6448 and 6550 South Tucson Blvd., Tucson, AZ (520) 294-9000, 24/7 Service.
• Quick Park Quick Shuttle - 6840 and 6920 South Tucson Blvd., Tucson, AZ (520) 294-9000, 24/7 Service.
• Tucson International Airport Parking -- Economy Parking - 3034 E. Corona Rd. Tucson, AZ, 24/7 Service.

Phoenix Airport Parking

If you are departing from Phoenix International, the University will only reimburse the lesser of the actual amount incurred or six dollars and fifty cents ($6.50) per day Base parking charges

• Travelers must present or acquire a Club Spot Card to receive the reduced rates at The Parking Spot South & The ParkingSpot2
• The Parking Spot South - 3025 S. 48th St., Phoenix, AZ (602) 244-8888, 24/7 service
• The ParkingSpot2 - 4040 E. Van Buren St., Phoenix, AZ (602) 286-9212, 24/7 service

Spot Club Card

When Parking at the Phoenix Airport, you must register with the Spot Club Card to receive the reduced rate at the parking spots suggested. State employees may receive the club card from the parking lot cashier by showing their Cat Card when leaving the parking lot; the traveler will then be given a spot card and the correct rate. You can also receive a Spot Club Card online by clicking the following link to be directed to creating an account for the Spot Club. (Creating an account is free) https://theparkingspot.com/spot-club/sign-up?gCode=Stat1898

After clicking the link, you will be prompted to create an account and input your information.  Below is an example of what the page will look like and the information that is being requested (1). Please, when joining as a state of Arizona employee, do not change the corporate account code and use code Stat1898. After successfully creating an account, you will be directed to your dashboard where you can print your Spot Club Card. To do so, please click on Print Spot Club Card circled in the picture below (2). The spot club card is what must be presented each time at parking locations to receive the reduced rate. An example of a Spot Club Card can be found below (3).

(1). Sign Up for Spot Club Card

(2). Dashboard

(3). Spot Club Card

Parking Elsewhere

The U of A does not have any specific rates for parking nationally like they do for Tucson and Phoenix Airport. If a business purpose is provided for the expense, then financial services will reimburse the expense if it is reasonable.

Example: Parking expenses incurred at a convention center for a conference will be accepted. However, parking to buy dinner for yourself after the conference is not acceptable as it does not further the university’s mission.

Example of an unallowable cost: Valet Parking.  If valet is shown on a parking receipt, financial services will only reimburse parking not valet fees. If you are not sure if the parking expense you incurred qualifies for reimbursement, please reach out to your business office with the details.

References

University of Arizona Financial Policies (14.15 Transportation): https://policy.fso.arizona.edu/fsm/1400/1415

State of Arizona Accounting Manual: https://gao.az.gov/sites/default/files/202401/5095%20Reimbursement%20Rates%20%20240108.pdf

2.7. Non-Travel Expense Reimbursements

3.1. Department Purchasing Card (P-Card)

The Math Department p-card is kept in room 117 and is available for use by authorized Faculty and Staff during normal Business Office hours. The Business Office is open Monday - Friday from 8:00 am to 5:00 pm.

The Pcard may be used to purchase expenses such as airfare, books, professional memberships and other allowable purchases online, it is required that the computer in room 117 is used to process your transaction(s). 

Prior to or at time of your purchase, you must provide the expected funding source and business purpose of your transaction. 

You are also responsible for printing and providing the receipt and or supporting documentation that supports your purchase as the time the transaction is processed.

Please provide the Business Office with subsequent document support, such as a packing slip if applicable, as this typically confirms receipt of an item.  If an item is to be returned, please notify and bring documentation for the return to the Business Office.  This will allow us to close the transaction and apply the credit appropriately.

Per Section 6.1.2 of the University's P-card Policy, the following expenditures are unallowable:

• Alcohol
• Employee social or recreational functions where no business is conducted or business objectives are present (for example, memorial services, Christmas or other holiday related parties, employee social functions).
• Tips to merchants (i.e. restaurants) exceeding 20% of total bill. Refer to Policy 9.10 Requisitions/Reimbursements
• Cash awards or gift certificates/gift cards to be used as awards.

• Taxable awards.

Failure to comply with University P-card policy and guidelines may result in the employee being financially responsible for the amount of the non-compliant purchase, and usage of the department's p-card may be limited in the future.

Useful Links

The University’s P-card Policies Manual can be found at: https://financialservices.arizona.edu/payments/pcard/manual

University’s P-Card website: http://pacs.arizona.edu/Purchasing_Card

4.1. Payroll

5.1. Business Office Guide to Services

5.2. Requisitioning/Ordering

Anyone needing to order office supplies or other items should contact the Business Office https://ua-math-dept.helpspot.com/headoffice/index.php?pg=requestor businessoffice@math.arizona.edu. 

Requisitions are also commonly needed for events, such as for table/chair rentals, AV equipment, and food. These are typically ordered by the events coordinator in room 109 https://ua-math-dept.helpspot.com/headoffice/index.php?pg=request.  For such requisitions, it is preferred a meeting is arranged with the event coordinator and the business office to go over logistical items, allowable expenditures and budget availability, among other concerns.

5.3. Financial Reporting

This sections applies to those faculty, post-docs and appointed personnel who have grant activity and/or departmental commitments on which to review and make financial decisions.

The business office performs monthly reconciliation of all UA and UA Foundation accounts. The business office also maintains a database of the departmental commitments, usage and remaining balances. Reports are generally communicated to principal investigators and responsible persons on a monthly basis (in the first week of the following month), and of course, are available upon request.

Monthly grant reports will include an overview of the project-to-date activity consisting of columns for the budget, expenses, encumbrances and remaining balance.  This report will be accompanied by a report of the transactions that occurred in that month, as a PDF from our University system of record.

Commitment reports come from an internal database and consist of the starting balance of said commitment, all transactions that have posted to it and their respective ending balances.

If upon review of your applicable reports you have questions or concerns, please visit the Business Office to review and discuss further.