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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.

Travel to Higher Risk Locations: Certain locations are considered higher risk and the reasons for this designation range from high rates of violent crime to disease outbreaks. For those registering travel to a higher risk location, UA Global Travel will email the traveler asking for Supplemental Travel Information prior to submitting the travel for review by the University's International Travel Safety & Oversight Committee (ITSOC). Additionally, UA Global Travel will reach out to the traveler's University Department to seek confirmation as to whether this travel is deemed "essential".

Helpful Links:

Domestic Lodging and Per Diem Rates: https://gao.az.gov/sites/default/files/5095%20Reimbursement%20Rates.pdf
International Lodging and Per Diem Rates: https://aoprals.state.gov/web920/per_diem.asp
US State Department Site on International Travel: https://travel.state.gov/content/passports/en/country.html
University Quick Travel Guide: http://www.fso.arizona.edu/sites/default/files/travel/smooth_sailing.pdf
More details on UA Travel: https://financialservices.arizona.edu/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.

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