14.11 Travel Payment & Funding 

Policy Information

Purpose and Summary

This policy and its procedures outline payment and reimbursement options for allowable business travel expenses incurred by employees, students, and Designated Campus Colleagues (DCCs). The policy also clarifies the University’s preferred payment methods for travel-related expenses based on the type of expense and the benefit to the University.

Source

Arizona Board of Regents 3-603 Guidelines for Out-of-State Travel 
State of Arizona Revised Statutes 
State of Arizona Travel Policy
State of Arizona Meals/Lodging Reimbursement Rates
Alaska, Hawaii, and US Territories Per Diem rates
US Department of State Office of Allowances (International) Meals/Lodging Per Diem rates 

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international. 

Definitions

1. Account Manager: The individual who oversees the management of the account at a higher-level than the Fiscal Officer. The Account Manager may receive transactions needed for exception review directly or by ad hoc in the Travel & Expense System.
2. Designated Campus Colleagues (DCCs): Individuals classified as affiliates, associates, volunteers, or interns, as defined by Human Resources.
3. Duty Post: The employee’s primary designated work location, as identified in University records, that serves as the employee’s official work location for purposes of travel status and reimbursement eligibility regardless of whether the employee is working remotely, on-site, or temporarily at another University location.
4. Frequent Traveler: An employee who regularly travels on behalf of the University and is expected to incur travel expenses at least once per year. Employees who travel less frequently, such as every other year or less frequently, are not considered Frequent Travelers.
5. Group Travel: Individuals traveling together for the same University business to the same location on the same dates, with no deviations from the group’s itinerary.
6. Long Term Travel: Temporary assignment to a Duty Post, more than thirty-five (35) miles from the individual’s residence and/or primary Duty Post for periods greater than thirty (30) days but less than one (1) year. Travel exceeding one (1) year should refer to Policy 9.14 Relocation Policy for Employees.
7. Meal Travel Allowance: A state‑designated per diem amount available to University of Arizona Travelers for meals and incidental expenses incurred during authorized business travel. These standardized rates streamline administrative processes by removing the requirement to submit individual meal receipts.
8. Non-Employee Travel: Individuals traveling on university business who are not identified in UAccess Employee as employees. This includes Designated Campus Colleagues (DCCs), vendors, speakers, students, and interview candidates.  
9. OneCard: A credit card with a higher risk profile that is subject to additional administrative review processes and oversight. This card may be used for non‑employee travel, cardholder travel, and certain non‑travel purchases, subject to card limits, expense types, and applicable policy. Employee travel (other than the cardholder) cannot be purchased on this card.
10. ProCard: A credit card designed to support high volume small-dollar business purchases that can easily be transacted by card. Transactions should be routine in nature, represent low risk to the University, and be allowable under policy 9.00 Expenditure Policy and Procedures and 3.2 Small Dollar Expenditures. Travel-related purchases are not allowed on the card, except for conference registration fees.  
11. Supervisor Approver: The Traveler’s supervisor, manager, Principal Investigator, or other authorizing employee responsible for reviewing and approving the Traveler’s Travel Request. The Travel Request will route according to the Traveler’s home organization supervisor within UAccess Employee.
12. Travel & Expense Card Training: Provides employees with an overview of the University Card Program, including policy requirements, cardholder responsibilities, and compliance expectations. Employees who apply for a TravelCard or OneCard must complete this training in EDGE learning.
13. Travel Cash Advance: A cash advance issued to a Traveler seven days in advance of the trip to ease the burden of out-of-pocket expenses while conducting University business. The amount is determined based on a budget assessment of the trip.
14. Travel Expense Report: A document reconciles business travel costs in the Travel & Expense System. It consolidates out-of-pocket purchases, University Card transactions, and travel allowances (such as per diems) so employees can be reimbursed and the University can track spending. See Travel & Expense Training Page.
15. Travel Expense Types: Categories used within the Travel & Expense System to classify and identify travel-related expenses based on the nature of the expense and the type of traveler associated with the transaction. These system-designated expense types — such as airfare, lodging, meals, mileage, or registration fees — are mapped to specific object codes to support accurate financial reporting, accounting, reconciliation, and compliance with university travel policies.
16. Travel Request: A request completed in the Travel & Expense system utilized to document and budget University travel. The Travel Request serves as the official University record of the business trip regardless of funding source.
17. TravelCard: A credit card designed for Frequent Travelers and making travel purchases for themselves to minimize out-of-pocket expenses. It is primarily used while in travel status for allowable, travel-related expenses. The card may be used for certain non-travel expenses, subject to card limits, expense types, and applicable policy.
18. Traveler: Individual traveling on University of Arizona business to include employees, students, and Designated Campus Colleagues.
19. University Card: A University issued payment card designed to support official business expenses related to procurement, travel, and operational needs. As part of Travel & Expense, University Cards provide employees and departments with secure, policy-compliant purchasing solutions that streamline expense management, improve reconciliation within the Travel & Expense system, and reduce out-of-pocket costs. The three available card options — ProCard, TravelCard, OneCard — are tailored to support specific types of University business activities while maintaining appropriate financial controls and oversight.
20. University GhostCard: A centrally managed credit card used within the University’s Travel & Expense (Concur) system for airfare purchases that allows employees—particularly non‑cardholders or those who are not Frequent Travelers—to book flights through the approved Booking Tool. Airfare charges are billed directly to the GhostCard and the transaction is automatically connected to the Traveler’s Concur profile. 
21. Virtual Card: A single‑use credit card issued to a specific vendor for a designated dollar amount. Once the full amount is charged, the card cannot be reused. This program is ideal for invoice payments not permitted on a University Card, such as foreign software purchases, lodging for non‑employees or non‑affiliates (including interview candidates), and prepaid lodging for employees who do not have a University Card or are traveling under Group Travel.

Policy

Travelers must submit travel expenses in accordance with University procedures and system requirements.

Employee Travel

1. Travel expenses must be paid using an approved University direct payment method when available and appropriate.
2. Travelers must use a TravelCard, OneCard, or other authorized payment method in accordance with University policy.
3. 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.  

Non-Employee Travel

4. Allowable non-employee travel expenses include lodging, airfare, shuttles, trains, rideshare transportation, rental vehicle, and gasoline, subject to applicable policy requirements. Restrictions apply – see non-employee payments below and 14.00 Travel.

Travel Cash Advances

5. Travel Cash Advances will be approved only when no other reasonable and practical means of financing the trip are available.  
6. A Travel Cash Advance is not permitted for airfare and requires justification for lodging and conferences.
7. Travel Cash Advances are limited to employees and graduate students, and must be funded through auxiliary, designated, gift, sponsored projects, or state accounts.
8. Travel Cash Advance requests must not exceed 100% of the total estimated cost of the trip and may not include any prepaid expenses or expenses paid directly to a vendor.
9. A Travel Cash Advance must be settled within 10 business days after the trip is completed to comply with the 14.12 Accountable Plan. Travel Cash Advances that remain unsettled 30 days after the trip will be charged to the department account and may be collected through a deduction from an employee's salary or wages.
10. If the traveler is a graduate student who defaults on repayment of a Travel Cash Advance and the travel is funded by a gift or designated account, the amount of the advance will be charged directly to the account. If a sponsored project account funds the graduate student’s travel, the Senior Vice President for Research & Partnerships and the Graduate College will coordinate a payback agreement with the appropriate dean or department head.
11. Travel Cash Advances over $3,000 require Account Manager approval, must include a justification, and may not include airfare. Travel Cash Advances will not be issued under the following conditions:
    1. Travel exceeding 30 days,
    2. Travelers with an outstanding advance older than 10 business days,,
    3. When the Traveler owes money to the University for Travel Cash Advances or University Card Charges
    4. For amounts less than $250, or
    5. For employees whose TravelCard privileges have been revoked.
12. Travel Cash Advances will not be issued to an employee who has been issued a TravelCard or a frequent traveler  employee who has not applied for a TravelCard, unless the travel includes group student travel or traveling to remote locations where the use of a University Card is not practical. 

Long-Term Travel

13. An employee assigned away from their Duty Post for more than 365 days is not considered to be in travel status. Once the Traveler knows the duration will be greater than 365 days, it becomes a relocation and is not considered University travel, and expenses will not be reimbursed under this policy. Refer to Policy 9.14 Relocation Policy for Employees for policy on relocation expenses
14. Long-term travel status applies to sabbatical leave but is not necessarily restricted to only sabbatical leave.
15. Travel Cash Advances are not allowed for long-term travel expenses beyond the initial seven (7) day period.
16. Long-term travel status must be approved by the Supervisor Approver and Account Manager through the Travel Request and include detailed lodging arrangements, requested meal reimbursement, and other pertinent information. The following applies to long-term travel assignments:
    1. Travelers are allowed reimbursement for meals and lodging at the applicable rates for up to seven (7) days while arranging long-term accommodations when arrangements were unable to be made before travel.
    2. After the initial seven (7) day period, meals and lodging will be reimbursed upon completion of the trip as follows:
       1. Meal Travel Allowance will be reimbursed at the rate of fifty (50%) percent of the applicable full-day amount allowed for the destination.  
       2. Lodging will be reimbursed for actual costs at the safest location and most economical rate available, not to exceed  twenty-five (25%) percent of the applicable maximum lodging rate for the destination. Costs associated with utility expenses, such as electricity, gas, water, and telephone, are included in the allowable rate.
    3. The department must determine and document the maximum reimbursable amount in advance on a case-by-case basis. Include a budget for the planned expenditures with quotes or estimates
    4. Itemized receipts are required for all expenditures for which reimbursement is requested, except for Meal Travel Allowances.
17. Reimbursement associated with long-term travel status more than one year is taxable income to the employee and will be reported on the employee's W-2 form. 

Procedures

University Cards

1. All University Travelers, particularly those identified as Frequent Travelers, should apply for the TravelCard or OneCard.  
2. The prospective University Card cardholder completes the Travel & Expense Card Training in EDGE Learning and notifies their Business Office upon completion.
3. The employee completes the Individual Cardholder Application in the Travel & Expense System and provides a clear Business Purpose for selecting a TravelCard or OneCard.
4. A University Card is the preferred payment method for airfare, lodging, and conference expenses, unless restrictions apply.

Prepay for Employee Group or Infrequent Travel

5. For Lodging, visit the Virtual Card Program and initiate a Disbursement Voucher at least 10 days prior to the event to allow for timely processing by Procure to Pay. The Disbursement Voucher requires the invoice or quote, hotel reservation confirmation, supporting documentation, and a clear business purpose, and shall be routed for approval.  
6. Airfare:
   1. Non‑cardholders and employees who are not Frequent Travelers may use the Booking Tool in the Travel & Expense System. The transaction will be charged to the University GhostCard managed by Central Administration, and the expense will be linked to the employee’s profile for reconciliation in a Travel Expense Report.
   2. Group Travel – Contact Anthony Travel.
7. Conference expenses may be paid using a Virtual Card, OneCard, or ProCard.

Travel Cash Advances

8. Review 14.10 Travel Request Approval policy.
9. The traveler should estimate the amount of the advance required and may use the Travel Expected Expenses within the Travel Request to calculate the estimated travel costs.
10. Employees and graduate student-employees should complete and submit a Travel Request in the Travel & Expense system and select the Cash Advance option.
11. Graduate non-employee students must document the need for a Travel Cash Advance in the Travel Request and then initiate a Disbursement Voucher in UAccess Financials for the amount required. The Disbursement Voucher should use Object Code 8315, reference the Travel Authorization number in the Org Doc Field, include the business purpose, and route through departmental approvals.
12. A Travel Cash Advance should be requested at least 10 business days before the trip to allow sufficient time for review and for issuing the funds.
13. Business units may choose to use the Pre-Encumbrance document in UAccess Financials.
14. To settle a Travel Cash Advance,  
    1. Employees and graduate student-employees complete a Travel Expense Report in the Travel & Expense System to settle the Travel Cash Advance.
    2. Graduate non-employee students complete a Travel Expense Report PDF Form, and the department submits a Disbursement of Income & Expense (DI) to settle the Travel Cash Advance.
15. If a Travel Cash Advance remains delinquent and the traveler is no longer an employee, the outstanding amount will be treated as reportable income and included on the individual’s W‑2.

Non-Employee Payments  

17. Travel expenses paid on behalf of foreign visitors are subject to Policy 9.16 Payments to Nonresident Aliens.
18. Travel Expenses paid on behalf of Independent Contractors are subject to Policy 9.12 Independent Contractor Services.
19. Travel on behalf of foreign visitors is restricted or not allowed on a University Card. For approved payment processes, see 9.16 Payments to Nonresident Aliens.
    1. Travel expenses for foreign visitors should be made via direct reimbursement or Virtual Card by utilizing the Disbursement Voucher or Requisition process for proper review of institutional tax obligations.
    2. Prepaid airfare on behalf of foreign visitors using a University Card requires pre-approval by submitting a Purchasing Card Exception form in the Travel & Expense System under Card Services Request and must be completed at least 7 days before processing the payment. Restrictions apply.
20. The OneCard may be utilized for airfare or transportation expenses on behalf of non‑employee U.S. citizens or Permanent Residents under the following conditions:
    1. Only the designated cardholder may make travel purchases.
    2. The department business office should review travel itineraries and retain them within the Travel & Expense System as supporting documentation for the expenditure.
21. The OneCard can be utilized for the following non‑employee groups under these conditions:
    1. DCCs who are U.S. citizens for airfare, lodging, and transportation expenditures.
    2. Active University students for airfare, lodging and transportation expenditures.
22. The OneCard can be used for travel expenses related to active University students and student employees Group Travel. 

Frequently Asked Questions

1. Do I need a TravelCard if I only travel once a year on behalf of the university?
   No, it is not required, but it may be helpful for travelers depending on their purchasing needs.
   
   If you opt out of having a TravelCard, you will need to book airfare through the university booking tool within the
   
   Travel & Expense system or by contacting Anthony Travel, the university's travel booking agency. This allows airfare to be paid using the university's default credit card. To cover other expenses related to the single travel event, conference fees may be paid by the business office using the OneCard or ProCard. Lodging should be prepaid, using a Disbursement Voucher in UAccess Financials by selecting “Virtual Card” as the payment type.
    
2. Can an admin or business office staff member use my TravelCard to book my travel?
   Yes, with authorization. As the cardholder, you may authorize staff to book airfare, lodging, or other travel needs using your TravelCard. The physical card should not be shared, as the card information can be saved in your Travel & Expense profile. Once assigned as your travel arranger, the admin or business office member can use the booking tool in Travel & Expense to act on your behalf and arrange your travel. 

Related Information

3.2 Small Dollar Expenditures
6.10 Account Management
9.10 General Expenditure Policy 
9.12 Independent Contractor Services
9.14 Relocation Policy for Employees
9.16 Payments to Nonresident Aliens
14.10 Travel Request Approval
14.11 Travel Funding
14.14 Lodging
University Card Training 
Virtual Card Program
Travel and Expense FAQs

Please note that sections titled Frequently Asked Questions and Related Information are provided solely for the convenience of users and are not part of the official University policy.