Travel Policies and Resources - Authorization, Reimbursement, and more

• To assist employees through this transition, new Travel System training in EDGE Learning, is now available.
• The Financial Services Travel page was updated to help guide users step by step.
• Changes to the Travel Policies section of the Financial Services website has been updated with revised information and FAQs to provide a new and refreshed overview of the travel process, including a comprehensive approach to a University business trip. 

Updated: 08/01/25

Travel Approvals & Delegation

Supervisors - Currently, the travel authorizations are expected to be approved by Supervisors. However, this approach limits the Business Office's ability to track and audit requests effectively. To resolve this, each Supervisor MUST delegate the approval authority to the Business Office team. 

This change will allow the Business Office to review and approve all travel requests. Supervisors will still receive travel requests, but the business team will be responsible for approving them. 

*This delegation action is a one-time process.  

Steps for Supervisors to Delegate Approval:

1. Log into the University Travel System
2. Go to your user profile and select "Profile Settings."

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3. In "Request Settings," select "Request Delegates."

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4. Add Melissa Pili and Rebecca Riley with the following permissions:

• Receives emails
• Can approve
• Receives approval emails

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*Please ensure to request the delegates as soon as possible. This process will enable the business team to efficiently review, approve, and manage all travel requests submitted by employees and graduate students under your supervision.

Updated: 08/01/25

Travel Authorizations

All travel on behalf of the University must be approved through a Travel Authorization Request, prior to departure, regardless of funding source. 

*NOTE: 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 backdated for travel that has already occurred. 

You must have a legitimate business purpose that supports the mission of the University, and (if applicable) available funds for expenses. 

Exceptions must be documented on all travel requests:

• Long term travel status (more than 30 days).
• Personal time taken in combination with business travel.
• Use of airfare other than coach/economy.
• Rental of motor vehicle.
• Vehicle taken out of state (personal, rented, or state-owned).
• Lodging more than established policy limits (non-designated conference lodging).

NOTE: If you do not have an approved Travel Authorization on file, you will not be eligible to receive reimbursement for travel expenses.

Steps to Create a Travel Authorization:

• Login to Concur: University Travel System (Travel Authorization)
• On the home page click Create – Start a Request
• Complete the "required fields (*)"
  • Provide a detailed business purpose for your trip.
  • If you are traveling internationally, you must include your Internation Travel Registry Number.
  • You will select “No” to requesting a travel advance. *The Psychology department does not allow travel advances.

Account Information:

Campus – Main Campus

Org – Psychology

Account – Change the search from Text to Code and enter the account number that expenses (if any) should be charged to.

⚠️ Do not guess or select a random account. Your request will be returned if the correct account is not used.

• In the comment section you may add additional account numbers and/or funding notes.
• Once you have completed all required fields, select Create Request. You will be asked to add any expected expenses. When finalized, Submit Request.

Updated: 09/03/25

Graduate Student Travel

Before You Travel:

• Complete EDGE Learning Training: Getting Started with Travel System
• Domestic Travel - must submit a Travel Authorization Request
• International Travel - must submit a Travel Authorization Request and Register your Travel Itinerary in the UA International Travel Registry
  • See International Travel Procedures for more information

Graduate Student Travel Stipends:

Graduate students planning to attend in-person or virtual conferences should first consult with their PI to confirm whether funds are available to cover travel costs. *If no funding is available from the PI, students may be eligible for a department travel stipend. 

NOTE: the Department of Psychology has limited funding to support graduate students’ conference attendance. To ensure fairness and transparency in the allocation process, the department accepts a limited number of requests each month.

Students may be eligible for reimbursement of up to $500 through the Grad Travel Stipend. This support is available only to students who are presenting a poster or paper, meaning: 

• Students are required to provide proof of acceptance for their submission, confirming they have been selected to present.
• Students will submit their requests for conference funding support after they have certainty that they will attend the conference.

To Request These Funds:

Email the Graduate Program Coordinator prior to your travel at psygrad@email.arizona.edu with the following details:

• Conference Information - name, location, importance for your graduate training
• Confirmed Presentation - type of presentation (poster or oral), title, and abstract
• Expected Expenses - otherwise uncovered costs that are requested to be reimbursed (up to $500)

The department collects the requests and, at the end of each month, approves up to the target number of allowable requests. For the 2025-26 academic year, the department can accommodate up to 3 requests per month. 

• Any unused slots will roll over to the following month (e.g., if only one student requests funding in the month, two slots will carry over to the next month).
• If the number of requests exceeds the available slots, approvals will be determined based on factors such as student seniority, type of presentation (e.g., talk vs. poster), and efforts made to secure alternative funding sources.
• Students whose requests are initially denied may be reconsidered for funding at the end of the fiscal year, *depending on the availability of remaining funds. 

You will receive additional instructions on how to apply these funds on your travel authorization request.

Upon Your Return:

For reimbursement, submit receipts within 30 days of your return to the Business Office (room 338) or email receipts to psyaccounting@email.arizona.edu.

• Submit receipts, which must include all of the following:
  • Must be original receipt
  • Itemized list of purchases, taxes, tips, etc.
  • Date of purchase
  • Amount of purchase
  • Payment method used: credit, debit, or cash

NOTE: Flight/hotel points or rewards will not be reimbursed. Meals are reimbursed as per diem according to the Current State of Arizona Meals/Lodging Reimbursement Rates.

NOTE: Receipts prior to travel must be submitted within 30 days of the purchase.

NOTE: If you do not have an approved Travel Authorization on file, you will not be eligible to receive reimbursement for travel expenses. 

Updated: 09/16/25

Funding Your Travel:

Department P-Card can only be used for: 

• Conference registration
• Hotel/lodging (room & tax only)
• Airfare (economy, with no personal time taken). 

Submit the PCard Form (PDF) and your receipts within 3 days of purchase. *Must have available funding for expenses.

If you pay with personal funds: 

Submit a Travel Expense Report for reimbursement. Submit receipts within 30 days of purchase.

Updated: 08/27/25

Travel Reimbursement

NOTE: If you do not have an approved Travel Authorization on file, you will not be eligible to receive reimbursement for travel expenses.

Keep track of your expenses while on travel. Submit receipts within 30 days of your return to the Business Office (room 338), or email receipts to psyaccounting@email.arizona.edu 

Receipts must include the following:

• Must be original receipts
• Itemized list of purchases, taxes, tips, etc.
• Date of purchase
• Amount of purchase
• Payment method used: credit, debit, or cash

NOTE: *Flight/hotel points or rewards will not be reimbursed.

NOTE: Meals are reimbursed as per diem according to the Current State of Arizona Meals/Lodging Reimbursement Rates.

NOTE: Receipts prior to travel must be submitted within 30 days of the purchase. 

Updated: 09/16/25

Travel Cancellation Credits

When there is a cancellation for your upcoming trip where you have already paid or would be requesting reimbursement for registration, lodging, flight, etc., you will need to follow these procedures:

• Notify the Business Office immediately about the cancellation.
• Try to receive a refund back to the original payment card.
• Provide an acceptable justification for why the trip was cancelled.

NOTE: If the reason why the trip was cancelled is not an acceptable justification, you may be responsible for any non-refundable expenses (registration, lodging, flight, etc.).

NOTE: If you receive credit instead of a refund, the credit must be used for future business travel.

Updated: 08/28/25

Travel FAQ's:

Can you take an Uber/Lyft to dinner while on travel?

• Ground transportation costs to obtain melas are considered a personal expense and will not be reimbursed.

Is valet parking at the hotel allowed?

• Valet parking is not permitted unless it is a mandatory charge and listed on the hotel website.

Is insurance on flights (loss of baggage, flight delay, cancellations) reimbursable?

• No, if you choose to have this coverage, it is considered a personal expense.

Are rewards points reimbursable?

• No, rewards earned from airlines or hotels have no cash value and will not be reimbursed.

Updated: 08/28/25

Travel Resources:

• EDGE Learning Training: Getting Started with Travel System
• Travel Policies
• Business Travel Start to Finish
• University Travel System (Travel Authorization)
• Travel Registry
• International Travel Procedures
• International Travel Safety and Compliance Policy

Updated: 08/28/25