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Travel Policies and Resources - Authorization, Reimbursement, and more

Financial Services provides policy information regarding all travel services.

New Updates: 

The new University Travel System (Travel Authorization) Request and Booking Tool are powered by SAP Concur and supported through the relationship with Anthony Travel Agency.

The new Travel Authorization Request features individual profiles for travelers, automatic routing to approvers based on information found in UAccess Employee and UAccess Financials, and the ability to recall, update, and resubmit requests.

  • To assist employees through this transition, new Travel System training in EDGE Learning, is now available.
  • 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: 08/14/26 VN

Before You Travel: 

First-Time Setup 

Before Booking travel or submitting expenses, complete the one-time setup tasks in concur

  1. Log in to Concur (https://us2.concursolutions.com/home) using your NetID. 
  2. Go to Settings to Verify and update your:                                                                                                       
    • Traveler Profile 
    • Expense Profile 
    • Email Address 

        3. Activate e-Receipts (Recommended) Verify your email address to enable e-Receipts to automatically import eligible receipts into Concur.

Travel Delegation

This will allow the Business Office to review all travel requests.

Steps to Add Delegates:

  1. Log into the University Travel System (https://travel.financialservices.arizona.edu/)

  2. Go to your user profile and select "Profile Settings"

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

  2. Add Ana Ruiz & Maria Ripoel with the following permissions:

    -Can Prepare
    -Can View Receipts 

*Please ensure to request the delegates as soon as possible. This process will enable the business team to efficiently review, and manage all travel requests submitted.

Updated: 08/14/26 VN

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).

Domestic Travel:

Submit a Travel Authorization Request no later than 14 days prior to departure.

Updated: 08/01/25

International Travel:

  1. Register a Travel Itinerary in the University International Travel Registry no later than 30 days prior to departure.
  • *See International Travel Procedures for more information
  • Registry must be in an affirmed status to ensure traveler’s safety, and eligibility for expense reimbursement.
  • Compliance is necessary in order to:
  1. Submit a Travel Authorization Request no later than 14 days prior to departure.

Updated: 08/01/25

 

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 Either 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: 08/14/26 VN

Graduate Student Travel

Before You Travel:

Graduate Student Travel Award:

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 award. 

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 Award. 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 2026-27 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.

Updated: 08/14/26 VN

Flights:

Travelers may book travel arrangements using their preferred trip planner, travel agent, or by using the Booking Tool within the University Travel System.

  • For a single flight under 6 hours - employees may only select the economy class or main cabin category that allows seat selection without upgrades (most direct & economical option).
  • For a single flight between 6-10 hours - employees may upgrade to economy plus or equivalent categories (e.g., extra legroom, preferred seating).

Note: The university will only reimburse the business portion/economy class airfare based on the policy. 

*These requirements apply to all funding sources - except foundation funds, which require economy-class travel. Use of federal or sponsored funds must always comply with university policy.


Two flight comparisons will be required if you:

  • Are taking personal time in combination with business travel.
  • Will be flying out of a different location other than your duty post (Tucson).
  • Decide to drive to the conference location.
  • Opted for your preferred airfare instead of the lowest economy class airfare.

Updated: 08/14/26 VN

Lodging:

Designated lodging (conference hotel) can be booked through the conference website. Since this lodging is approved by the conference, the State of Arizona lodging limits allow for an exception, and you will be reimbursed actual costs. Please provide the designated lodging documentation when submitting your travel request.

When there are no vacancies at the conference hotel, accommodation at an alternative hotel within the vicinity will also be considered designated lodging. *Any other accommodations would not be considered designated lodging and must follow the Current State of Arizona Meals/Lodging Reimbursement Rates for that city.

Updated: 08/14/26 VN

Airport Parking:

Airport parking will be reimbursed for the most economical daily/weekly rate for reasonable parking expenses incurred by the traveler. Recommended State of Arizona airport parking facilities include:

Tucson:

Tucson parking will only be reimbursed $15.00 per day base parking charges. 

All three locations currently offer rates that comply with State reimbursement limits:

  • Tucson International Airport Parking – Economy Parking – 3034 E. Corona Rd. Tucson, AZ
  • Quick Park Quick Shuttle – 6550 S Tucson Blvd, Tucson AZ || (520) 294-9000
  • Quick Park Quick Shuttle – 2385 E. Valencia Rd., Tucson, AZ || (520) 294-9000

Phoenix:

Phoenix parking will only be reimbursed $15.00 per day base parking charges. 

All three locations currently offer rates that comply with State reimbursement limits:

  • The Parking Spot 1 – 3750 E. Washington St., Phoenix, AZ 85304 || (602) 393- 4777
  • The Parking Spot 2 – 4040 E Van Buren St, Phoenix AZ || 602-286-9212
  • The Parking Spot South – 3025 S 48th St, Phoenix AZ || 602-244-8888

*Download the Parking Spot App or sign up online using the company code Stat1898 to receive discount.

Updated: 08/14/26 VN

Vehicle Travel Policies

If a Traveler prefers to drive to the conference instead of flying, the Traveler must obtain pre-approval from their supervisor and work with the business office to provide two cost comparisons between airfare and mileage to the business destination. Reimbursement will be based on the lower cost. 

Driving Personal Vehicles

If you are driving your personal vehicle, you must register with Risk Management, complete Defensive Driving Training, and meet University driver qualification and licensure requirements.

You may receive mileage reimbursement or may provide gasoline receipts for reimbursement but may not receive reimbursement for both.

Mileage reimbursement is computed at 67 cents per mile at the most direct route between duty post and destination.

Renting a Vehicle:

If you are renting a vehicle, you will still need to complete the Defensive Driving Training in Edge Learning. You may rent a vehicle up to an intermediate size when it is necessary for University business and not for your convenience. 

RMS strongly encourages the use of these pre-negotiated rental agreements as they prevent the UA from being exposed to additional claims for vehicle damage or third-party liability:

*Insurance on rental cars (collision damage waiver or liability insurance) is not covered and is a personal expense if you choose to have it.

You may receive reimbursement for the actual cost of gasoline with original receipts; however, mileage may not be claimed.

Updated: 08/14/26 VN

Funding Your Travel:

Recommended Options for Funding Business Travel:

  • Travel Card (Faculy and Postdocs)
  • One Card (Holders can book on behalf of Students and DCC’s)
  • Anthony Travel (Travel & Expense Booking Tool)
  • Virtual Credit Card Program (Conference Registration & Lodging)

NOTE: Reimbursement of out-of-pocket expenses is limited to qualified and approved travel expenditures incurred while conducting University business that could not reasonably be paid using a University payment method.

Updated: 08/14/26 VN

During Your Travel: 

Keep receipts for all business-related expenses, including:

  • Hotel
  • Airfare (if applicable)
  • Conference registration
  • Ground transportation
  • Other business expenses 

Receipt Upload Options 
You can submit receipts by:

After You Travel:

Travel Expenses & Reimbursements:

Travel expense reports should be completed and then submitted within 10 days of return from travel in Concur. They must be supported by an approved travel authorization request linked to the report.

Create Your Expense Report

  1. Log in to Travel & Expense.
  2. Select Create Expense Report.
  3. Choose Create from an Approved Request.
  4. Select your approved Travel Authorization Request.
  5. Click Create Report.
  6. Review the information copied from your request.
  7. Update the report name if needed by:
    • Clicking the Report Number, or
    • Going to Report Details → Report Header
  8. Click Save.

For additional information and step-by-step instructions, please refer to the Create an Expense from an Approved Travel  Request training.

Out-of-Pocket Expenses

  1. Click Add Expense.
  2. Select the appropriate expense and add to report (for example, Airfare or Parking).
  3. Complete all required fields (marked with a red asterisk).
  4. Select the appropriate Payment Type.
  5. Add your receipt.
  6. Allocate Expense.
    1. Select Allocate located under details
    2. Click Add on the left side.
    3. Add the accounts you would like to allocate expenses and enter the percentage or amount.
    4. Click Save on the Allocate window and return to the expense form.
  7. Click Save Expense.

Travel Card Expenses

  1. Click Add Expense.
    1. Select Available Expenses.
    2. Choose the Travel Card transaction.
    3. Complete any missing required fields.
    4. Attach supporting receipts.
    5. Allocate Expense.
      1. Select Allocate located under details
      2. Click Add on the left side.
      3. Add the accounts you would like to allocate expenses and enter the percentage or amount.
      4. Click Save on the Allocate window and return to the expense form.
    6. Click Save Expense.

  1. Click Add Expense
  2. Select from Available Expenses, add to report.
  3. From Expenses, click on the Lodging - Hotel
  4. Complete the required fields (marked with a red asterisk*).
  5. Attendees – Add employees name as listed on the lodging receipt
  6. Lodging – Hotel transactions require itemization. Click Itemization.
  7. Select All, Edit, and then select each box listed below and fill out the required fields.
    1. Expense Type* Lodging - Hotel (if designated lodging, select Lodging – Other Accommodations.
    2. Trip Type
    3. Trip Purpose
    4. Business Purpose Statement
  8. Click on Next, Save the expense.
  9. Resolve any errors or missing required fields.

For additional information and step-by-step instructions, please refer to the Itemizing Lodging Expenses training.

  1. Select Travel Allowance.
  2. Click Add Travel Allowance.
  3. Enter Trip Information
  4. Review Meal Adjustments
    • Indicate any meals that were provided during your trip. (The system automatically recalculates the amount based on the boxes checked).
    • If all meals were provided on a particular day, exclude that day.
    • Review your entries and click Finish.

Note: Concur automatically calculates per diem rates based on your travel location and dates. Incidentals are included for eligible multi-day domestic trips.

  1. Add a Business Purpose

If prompted for a Business Purpose:

  • Select all Travel Allowance expense lines.
    • Click Edit.
    • Select the Business Purpose field.
    • Enter the business purpose statement.
    • Click Next.
    • Review the changes.
    • Click Save.

For additional information and step-by-step instructions, please refer to the Adding a Travel Allowance (Per Diem) for Single City or Multi-City training.

If you created your expense report without linking your approved Travel Authorization:

  1. Open the Expense Report.
  2. Go to Report Details → Manage Requests.
  3. Click Add Request.
  4. Select the approved Travel Authorization Request.
  5. Click Add to Report.
  6. Choose one of the following:
    • Update – Updates your report using information from the request.
    • Do Not Update – Keeps your current report unchanged.
  1. Verify the request is linked.

Note: If the request is linked after the expense report is created, the travel allowance may not transfer automatically. You may need to add it manually.

Updated: 08/14/26 VN

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

 

FAQ's and Resources:

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:

Updated: 08/28/25

 

Questions?

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

Updated: 09/16/25

Terms

Reimbursement
Travel
Internal Resources

Department Wiki
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