14.15 Transportation

Policy Information

Purpose and Summary

This policy and procedure outline requirements and provide guidelines for transportation costs for employees, students, and Designated Campus Colleagues (DCCs) while traveling on University business. This policy also applies to guest speakers, candidates, and third parties, as well as any other non-affiliates traveling on University business. 

Source

Arizona Revised Statues
State of Arizona Accounting Manual, Topic 50
Fly America Act

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. Designated Campus Colleagues (DCCs): Individuals classified as affiliates, associates, volunteers, or interns, as defined by Human Resources.
2. 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.
3. Private Transportation: A transportation service provider, generally privately owned, such as taxis, Uber, Lyft, or other rideshare programs.
4. Public Transportation: A travel system available for use by the public, typically managed on a schedule, operated on an established route, and charging an established fee for each trip, such as public or mass transit, including but not limited to subways, trains, or buses.
5. Traveler: Individual traveling on University of Arizona business to include employees, students, and Designated Campus Colleagues.
6. Travel Expense Report: A document that 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 that employees can be reimbursed and the University can track spending. See Travel & Expense Training Page.
7. 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.
8. 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. 

Policy

General

1. A clear and thoroughly documented University business purpose is required for all segments of the trip to describe how the University benefited from expenses incurred.
2. Under no circumstances shall expenses for personal travel be charged to, or temporarily funded by, the University. A University Card cannot be used as a payment method for travel that includes personal time regardless of cost.  
3. Transportation expenses to and from an employee's residence and their Duty Post are considered a personal commuting expense and are unallowable with University funds.
4. Travelers who include personal time with University business travel must report the personal time on their approved Travel Request.    

Parking and Ground Transportation

5. A Traveler driving a privately-owned vehicle for University business may receive mileage reimbursement OR reimbursement for gasoline with itemized receipts but may not receive reimbursement for both.
6. Mileage reimbursement is calculated at 67 cents per mile, consistent with the State of Arizona Accounting Manual, based on the most direct route between two points as supported by official highway maps or odometer readings.
7. A Traveler driving a privately-owned vehicle on University business must register with Risk Management, complete the Driver Certification training, and meet University driver qualifications and licensure requirements. Refer to Fleet Safety Policy for details.
8. Airport parking cannot exceed $15.00 per day.  

Rental Vehicles

9. Mexican Auto Insurance covers University-owned departmental and Rental Fleet vehicles traveling in Mexico. Documentation of Mexican insurance must be obtained from the Rental Fleet before the trip to facilitate border crossings. Personal vehicles traveling to Mexico are not insured by the University and are the full responsibility of the vehicle owner. Mexican insurance for commercial rental vehicles driven into Mexico must be arranged in advance with the rental agency.
10. Rental vehicles up to an intermediate size are allowable when it is advantageous to the University and not for the Traveler's convenience or benefit. If a larger vehicle is required, a business justification must be documented.
11. Rental vehicle collision damage waiver (CDW) and excess liability insurance must be declined unless the Traveler is on foreign travel status. Travelers must utilize the existing University rental company contracts, which include full insurance. Property damage to rental vehicles and liability for bodily injury or other property damage are covered by State of Arizona self-insurance. In the event of an accident, follow Risk Management policies and procedures. Do not accept responsibility or make payments for damages. Refer the rental agency or any injured parties to Risk Management. Accident claims involving rental vehicle damage, when a state rental contract is not used, may result in a deductible charge to the Traveler's department.
12. Rental vehicle fuel expenses are allowed at actual cost of fuel when supported by itemized receipts; however, mileage reimbursement may not be claimed on a rental vehicle. Convenience add-ons, such as Prepaid Fuel Service or Emergency Road Service, are considered unallowable expenses unless required for a valid University business purpose.

Commercial Airlines

13. Airline travel is limited to the cost of the most direct and economical route, ensuring minimal expense to the University.
14. Economy-class fare or the airline carrier’s equivalent of airline tickets are generally considered the most economical option. Travelers should select airfare that is both economical and reasonable. Comfort-based upgrades for air travel are not permitted with University funds. See 9.10 General Expenditure Policy.  
15. An itemized receipt showing the passenger’s name, flight number(s), flight dates, and class of service is required.  
16. The University will only reimburse Travelers for out‑of‑pocket expenses; vouchers, promotion, credits discounts, mileage earned, or rewards used at no cost to the Traveler are not eligible for reimbursement
17. Non-economy fare is allowed only when the Traveler has a documented medical need on file with the Disability Resource Center (DRC) that requires an upgrade.  In all other instances, the following applies to single flights (individual legs or segments):
    1. For single flights under six continuous hours, Travelers may only select economy class or main cabin fares that allow standard seat selection without an upgraded seating class or additional premium travel benefits. Travelers must choose the most direct and economical option available.
    2. For single flights between six and 10 continuous hours, employees may upgrade to economy plus or equivalent categories (e.g., extra legroom, preferred seating).
    3. For single flights over 10 continuous hours, employees may upgrade to business class with written approval from their college dean or division senior leader. The written approval must document the business purpose for the upgrade and be attached to the Travel Request. Senior leaders must receive approval from their immediate supervisor.
    4. Additional considerations: When requesting an upgrade for flights of six continuous hours or longer, additional travel logistics may be required, such as booking individual travel segments at different class categories.  
18. If a Traveler chooses to purchase a higher class airfare, the excess cost is considered a personal expense and is not allowable on University funds or eligible for reimbursement. To determine the reimbursable portion, the Traveler should provide documentation from the time of booking showing the lowest economy-class fare available for the most direct and economical route that would have met the Traveler’s scheduling needs and the business purpose of the trip. The Traveler is responsible for paying for a higher-class fare with personal funds and may seek reimbursement only for the business appropriate portion of the airfare (i.e., the equivalent economy‑class fare) through the Travel Expense Report after completion of the trip.
19. The use of personal frequent flyer miles, points, or vouchers for University business travel may not be claimed by the Traveler as a reimbursable expense.
20. Use of federal or sponsored funds must always comply with both University and sponsor-specific policy.
21. When federally sponsored funds will be utilized for travel, refer to the Research & Partnerships for consideration of the "Fly America Act," which requires Travelers to use U.S. flag air carriers regardless of costs or convenience.

Chartered or Private Airplanes

22. A Traveler may not serve as the pilot of a personal or leased aircraft while conducting University business.
23. Chartered aircraft travel is allowed when commercial air service is not the most economical, does not meet the business need, or when chartered travel is otherwise determined to be in the best interest of the University. The Department Senior Leadership determines if such travel is justified and in the best interest of the University. Chartered air service may be obtained only by completing a Requisition, and only from a FAA licensed commercial flight operator. Refer to Purchasing Policy 6.7 Travel and Charter Service for further details.

Reporting Accidents

24. Risk Management has established online systems for reporting claims for property damage, public liability, and workers' compensation involving the University, its property, and employees. Accidents and injuries occurring while on university business must be reported to Risk Management.
25. If a Traveler is involved in an accident that results in damage to University property, damage to property of others, bodily injury, or some other form of damage to an individual or organization, report the situation immediately to Risk Management. 

Procedures

1. The University’s designated travel partner, Anthony Travel, should be utilized whenever possible to ensure enhanced travel support, particularly for airfare bookings.
   1. When approved for upgraded airfare on flights of six continuous hours or longer, travelers may purchase economy/coach airfare and upgrade for the qualifying flight segments. In some cases, separate bookings or mixed cabin itineraries may be required and may need to be arranged through Anthony Travel.
2. University employees are required to utilize existing contracts for vehicle rentals. Discounted pricing that includes insurance coverage is available from Enterprise/National and Avis/Budget depending on location, date, time of arrival/return, and vehicle type. Contact a Purchasing Buyer for additional information.
3. Rental Fleet vehicles are available at a reasonable cost for drivers who meet University Fleet Safety Policy minimum age and experience requirements.
   1. Rental Fleet vehicles should be used for in-state travel when possible as the most economical option.
   2. Rental Fleet vehicles may be taken into Mexico with prior authorization and proper insurance.  
   3. When determining the most economical rental option between a Rental Fleet vehicle and a third‑party rental, the comparison must account for the fact that Rental Fleet rates include gasoline and insurance, and taxes do not apply.  
4. Mileage reimbursement requires submitting a Travel Expense Report in the Travel & Expense system when a personal vehicle is used.
5. Public transportation costs do not require receipts and may be documented on the Expense Report.
6. When personal travel is combined with University business travel, the Traveler must obtain two (2) flight comparisons at the time of booking. Comparisons must reflect the business‑only travel dates, use comparable airlines and itineraries, and show the most direct and economical options. The Traveler must attach the comparisons to their Travel Request. University reimbursement is limited to the lesser of (1) the actual airfare cost incurred or (2) the lowest available cost of the comparable business-only itinerary. Any additional transportation costs resulting from personal travel are the responsibility of the Traveler and must be paid with personal funds.
7. If the Traveler is dropped off at the airport, parking is not reimbursable. When the Traveler is picked up at the airport, one hour of parking may be reimbursed.
8. When a Traveler incurs two round trips to the airport—one for drop‑off and one for pick‑up—reimbursement for both trips is allowable for the total mileage between the airport and the Traveler’s residence when it is most economical option.
   1. University business travel to and from the airport during business hours (8:00 a.m. – 5:00 p.m., Monday through Friday) will be reimbursed at 67 cents per mile, based on round-trip mileage from the Traveler's Duty Post (e.g., 20 miles from Tucson Main Campus). If travel begins outside business hours, on holidays, or weekends, reimbursement will be based on total mileage between the Traveler's residence and the airport.
9. Airport parking should select the most economical daily/weekly rate for reasonable parking expenses not to exceed $15 per day. Recommended State of Arizona airport parking facilities include:
   1. Tucson:  
      1. 6448 and 6550 S Tucson Blvd, Tucson AZ, 520-294-9000
   2. Phoenix:
      1. The Parking Spot (Company code: Stat1898)
      2. 4040 E Van Buren St, Phoenix AZ, 602-286-9212
      3. 3025 S 48th St, Phoenix AZ, 602-244-8888
10. While traveling abroad, contact University International Emergency Support to obtain assistance.
11. Employee reimbursements are submitted through the Travel & Expense system for reimbursement of out-of-pocket expenses. Reimbursements submitted within 90 days of the travel end date are considered qualified (i.e., tax-free).  Expenses submitted after 90 days will be treated as taxable income under the University Accountable Plan.
12. Non-employee reimbursements are submitted through a disbursement voucher in UAccess Financials.  
13. For long-term travel requirements, refer to 14.14 Lodging and 14.10 Travel Authorization for special considerations. Travel exceeding 365 days is considered a relocation; refer to 9.14 Relocation Policy for Employees. 

Frequently Asked Questions

1. What are the receipt requirements for public transportation vs. private transportation? 
   Public transportation includes scheduled transportation with a published fare; no receipts are required. Private transportation such as taxis, Ubers, Lyfts, or rideshare programs issue itemized receipts and must be supplied to substantiate the expense.
    
2. Why does the employee have to be the one to submit the Expense Report? 
   University policy requires employees to authorize reimbursement of expenses and certify the reimbursement is a bona fide University business cost, has not been reimbursed elsewhere, was not paid with a University TravelCard/OneCard, and that any reimbursed items remain University property.  
    
3. If a Traveler prefers to drive to the conference instead of flying, what is the best business practice? 
   The Traveler must obtain pre-approval from their supervisor and work with the business office to provide cost comparisons between airfare and mileage to the business destination. Reimbursement will be based on the lower cost: mileage calculated using the most direct route or the cost of economy-class airfare booked in advance. 
    
4. When personal travel is combined with business travel, how should this be handled? 
   At the time of booking, Travelers should obtain two cost comparisons for the business portion of the trip from comparable airlines (e.g., Southwest, American, or United; the Travel & Expense system’s booking tool can also be used to collect comparisons.). These comparisons, along with the purchased airline receipt, must be submitted as supporting documentation. Reimbursement will be based on the most economical option.  
    
5. Can a Traveler be reimbursed for mileage if they borrowed the vehicle? 
   The mileage reimbursement rate established by the State of Arizona applies only to vehicles owned by the driver. Therefore, mileage is not reimbursable for vehicles not owned by the Traveler. In such cases, the employee may submit gas receipts for reimbursement, provided the vehicle meets University standards and insurance requirements. 
    
6. How should my department handle frequent flyer awards, rebates, or hotel discounts for future travel? 
   Benefits earned through University business travel should be applied to future University business travel at no cost to the institution. Because many reward programs issue benefits in the Traveler’s name and are not transferable to the University, business offices should make reasonable efforts to encourage Travelers to apply these benefits to future University travel, while balancing the administrative burden of tracking and enforcement against potential savings. These rewards are not reimbursable, as no out-of-pocket expense was incurred. 
    
7. Can a department pay for commuting expenses on behalf of an employee? 
   No, the terms of employment and costs associated with performing their job duties should be negotiated within the employment contract/offer letter. 
    
8. When is it appropriate to use a shuttle service? 
   Travelers should confirm whether the hotel offers a free shuttle service before arranging taxi or rideshare transportation to ensure the most economical option is used. 
    
9. Will the University reimburse wait times or cleaning fees on an Uber or Lift receipt? 
   Reasonable wait times —determined by the department business office— are allowable when delays result from business needs, such as running late from a meeting or conference call. Cleaning fees for a rideshare vehicle are unallowable unless a compelling business purpose is provided. 
    
10. What is the best practice for handling flight/hotel cancellations and change fees? 
    If the Traveler is unable to honor a reservation, they are responsible for cancelling in accordance with the airline or hotel’s terms. Any refundable deposits must be returned, and unused tickets must be transferred to the University department. Costs resulting from failure to cancel reservations will not be reimbursed unless the Traveler provides the circumstances that were beyond their control. Change fees may be reimbursed if documentation is provided with a University business purpose. 
     
11. What are considered non-reimbursable expenses while on travel? 
    Examples of non-reimbursable expenses include any expense incurred by the Traveler that is personal in nature and not for the primary benefit of the University. Examples may include, but are not limited to the following:
    • Excessive baggage costs without a University business purpose
    • Valet parking for the convenience of the Traveler
    • Overweight baggage containing personal items
    • Personal flight insurance (e.g., loss of baggage, flight delay)
    • Tips to baggage porters, maids and service personnel, as these are inclusive of Meal Travel Allowance
    • Prepaid gasoline for the convenience of the employee, related to the use of a rental vehicle
    • Expenses incurred to conduct personal business, for personal preference or convenience
       
12. Does a Traveler need to attach a copy of their medical records or a doctor’s note to justify medical needs that support a non-coach fare? 
    No, Travelers do not need to attach medical records or a doctor’s note to the travel transaction. Instead, they should work with the Disability Resource Center (DRC) to obtain the necessary accommodation. In the transaction, the Traveler should state that the fare upgrade is based on medical needs and that approval was obtained from the DRC. The Traveler is responsible for retaining documentation to justify the upgrade, but this documentation remains with the DRC and Traveler and is not submitted with the travel request.
     
13. Can travelers upgrade only certain flight segments?
    Yes. Travelers may book economy/coach airfare and upgrade only the individual flight segments that are six continuous hours or longer when permitted under University policy and available through the booking process. Upgrade eligibility applies only to qualifying long-haul segments; shorter connecting flights remain in the originally authorized class of service unless otherwise approved.
     
14. Why might travelers need assistance from a travel agent?
    In some cases, airline booking systems do not allow mixed cabin classes within a single online reservation. Travelers who wish to book economy airfare and upgrade only qualifying long-haul segments may need to work directly with an Anthony Travel agent to book separate segments or a mixed-class itinerary.
     

15. Is an upgraded fare always automatically selected for long international trips?
    No. Travelers should not automatically purchase a fully upgraded itinerary. Depending on airline pricing and availability, it may be more cost effective to:

    1. Book the entire trip in one fare class, or
    2. Book economy airfare and upgrade only the qualifying long-haul segments.
        

    Anthony Travel can assist in comparing these options to determine the most appropriate and cost-effective booking method. 

Related Information

3.2 Small Dollar Expenditures
9.10 General Expenditure Policy
14.12 Accountable Plan
Business Purpose Guide
Contracting with hotels
Fleet Safety Policy
Purchasing Policies Manual
Rental Fleet 
Research & Partnerships
Risk Management
State of Arizona Vehicle Rental
Travel Expense Report
Travel & Expense Training Page
Travel & Expense Frequently Asked Questions  

* 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.