Travel Policies and Resources - Authorization, Reimbursement, and more

Financial Services provides policy information regarding all travel services. 

Travel Authorization

All travel on behalf of The University of Arizona MUST be pre-authorized by submitting a Travel Authorization Form to the Psychology Business Office, even if expenses will not be paid by the University.

DEADLINE: These requests should be submitted no later than 14 days before your scheduled departure.

Travel Authorizations should be requested and approved by the Business Office as soon as travel is known, or before the purchase of conference registration fees, airline tickets and hotel accommodations. 

To Begin the Travel Authorization Process:

Please send an email to Psychology Accounting with the information below:

  • Employee ID:
  • Name of conference:
  • Conference dates:
  • Travel dates:
  • Mode of travel (air, car, etc.):
  • Indicate if you will be staying at the designated conference hotel:
  • Location of conference:
  • Are you presenting:
  • Account Number:
  • Business Purpose:

Once the request is approved by the Business Office, you will be provided with a copy of your approved Travel Authorization.

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

Please consult the following links for additional details:

Step 1: International Travel Registry

DEADLINE: You are required to register your upcoming travel at least 30 days prior to departing, or as soon as travel is known.

University International Travel Registry: https://ua-risk.terradotta.com/.

The goal of this policy is to maximize personal safety as well as compliance with applicable Federal and State regulations.

Compliance is necessary to:

  • Receive reimbursement for travel expenses, if eligible.
  • Be covered by applicable insurance programs during international travel.
  • Receive University academic credit for international coursework, if eligible.
  • Receive available University assistance in the event of an emergency during international travel.
  • Avoid significant personal fines and potential prison sentences, internationally.
  • Avoid disciplinary action and/or limitations on future University travel.
  • Adhere to related applicable University, state, and federal policies.

Please consult the following links for additional details, then proceed to the next section to submit your request:

Step 2: Travel Authorization

In addition to the travel registry, all travel on behalf of The University of Arizona MUST be pre-authorized by submitting a Travel Authorization Form to the Psychology Business Office, even if expenses will not be paid by the University.

REQURIED: You must provide the Business Office with your Travel Registry number.

To Begin the Travel Authorization Process:

Please send an email to Psychology Accounting with the information below:

  • Employee ID:
  • Name of conference:
  • Conference dates:
  • Travel dates:
  • Mode of travel (air, car, etc.):
  • Indicate if you will be staying at the designated conference hotel:
  • Location of conference:
  • Are you presenting:
  • Account Number:
  • Business Purpose:

Once the request is approved by the Business Office, you will be provided with a copy of your approved Travel Authorization.


Updated: 10/23/23

Travel Reimbursement

Within 30 days of your return from traveling, you will need to complete the Travel Expense Report. Bring this report along with your original itemized receipts to the Business Office, where they will review your materials before submitting them for reimbursement.

If receipts are turned in after 30 days, that reimbursement may be considered taxable income.

NOTE:

  • An Employee Reimbursement Request Form is not the same as a Travel Expense Report, and will not be accepted for Travel Reimbursement.
  • If you do not also have an approved Travel Authorization on file (from prior to your departure), you will not be reimbursed.

Things to include:

  • If one of the receipts is a hotel receipt, and the hotel is the designated conference hotel - please attach documentation that states this.
  • If you will be sharing lodging with someone else - please get separate receipts from the hotel and indicate who you shared lodging with.
  • Bring a copy of the conference brochure that shows:
    • Name of the conference,
    • Conference dates
    • Conference location
    • The page with your name and presentation.

Additional Resources:

For reimbursement rates, you can consult a manual AP uses for calculating travel expenses (such as, mileage, airport parking, lodging, meals and incidentals expenses).

 

Updated 03/06/23

Graduate Student Travel Stipends

1st-year graduate students may be eligible for a $500 stipend for the academic year to attend conferences. Submission of a Travel Authorization is required (see previous drop-down section). 

Students in their 2nd year or beyond may also be eligible to receive the stipend each academic year if presenting in person at the conference during that academic year in order to obtain the funds. Submission of a Travel Authorization is required (see previous drop-down section). 

Updated: 08/09/23

Questions?

Contact the Business Office, psyaccounting@email.arizona.edu

Updated: 10/23/23 

Terms

Reimbursement
Travel