New Travel procedures are in effect as of May 13, 2024.
All business travel and funding must be authorized and documented prior to the start of the trip:
- Domestic Travel - 10 Days in advance of departure date.
- International Travel - 30 Days in advance of departure date.
Prior authorization is required whether or not the traveler will be reimbursed for any expenses from University of Arizona accounts.
International travel must be registered through the UA International Travel Registry
The following instructions will take you through a step-by-step process to register for international travel. Contact Maria Valdes if you require assistance. You will need the 5-digit travel # (shown on your registration page) to complete your travel authorization.
- Travel Authorization must be requested through the University Travel Portal. All business travelers must complete their profile in the travel system before initiating a Travel request.
- Travel Authorization Requests should be ad hoc routed to Maria Valdes and will automatically route to the traveler’s supervisor and to the fiscal officer.
- Travel Authorizations must be routed and approved prior to purchasing airfare or hotel.
- Airfare purchased on PCard must be purchased within the Travel system. A PCard cannot be used to purchase airfare if personal travel is included in the itinerary.
Travel Advances
With sufficient notice, a travel advance may be issued to University employees for expenses that are not pre-paid, but only if the amount required exceeds $250. A request for a travel advance can only be made at the time the departmental Travel Authorization Worksheet is submitted. Travel advances will be direct deposited to the same bank account as the traveler's paycheck approximately 7 days before the trip.
Travel Expense Report/Reimbursements
Travelers should submit their receipts and expense reports to the Maria Valdes immediately after returning from a trip. Itemized receipts are required for the following expenses:
- Airfare - electronic itinerary showing passenger's name, itinerary, & payment information or a paper Passenger Receipt showing dollar amount
- Lodging - (see State of Arizona Meals/Lodging Per Diem Allowances)
- Rental Car/Train tickets/Taxi. - DECLINE the collision/damage insurance for rental cars; it will not be reimbursed. Receipts are required for all transportation expenses.
- Parking/Garage fees
- Registration fees
Expenses must be itemized on the traveler's expense report, listing the date of the transaction, the dollar amount and the purpose or destination.
Non-Reimbursable Expenses
- Personal travel - when extending a business trip to include personal time, only the lodging and meals for the business portion of the trip will be reimbursed. Personal time must be approved when the trip is authorized and appropriately recorded as personal time on the employee's time record.
- Personal phone calls - including calls to your home residence/family cell phones
- Movies & other hotel entertainment
- Insurance - costs for flight insurance, medical insurance and collision damage insurance waivers are personal expenses and will not be reimbursed (exception: if a vehicle is rented overseas and the traveler is required to purchase the CDW).
Department of Neuroscience travel procedures follow the guidelines established by the University travel policy as well as internal procedures. Please contact Maria Valdes) if you have questions or if you have a travel situation not covered here.