14.10 Travel Request Approval

Policy Information

Purpose and Summary

To provide guidelines for faculty, staff, students, and Designated Campus Colleagues (DCCs) traveling on University business to ensure travel is appropriately authorized.

Note: This policy does not apply to independent contractors traveling on University business. Refer to Policy 9.12 Independent Contractor Services.

Payments to or on behalf of a nonresident alien are governed by Policy 9.16 Payments to Nonresident Aliens which contains detailed information about payments allowed and documentation required. Refer to this policy prior to making travel arrangements or initiating payment. For additional details on specific situations, please contact Tax Services. 

Source

Arizona Board of Regents 3-603 Guidelines for Out-of-State Travel
State of Arizona Revised Statutes
State of Arizona Travel Policy

Scope

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

Local travel is not within the scope of this policy unless travel exceeds 35 miles from the Traveler’s Duty Post. Travel within 35 miles of the Traveler’s designated Duty Post is considered local travel. 

Definitions

1. Cost Object Approver: The Fiscal Officer on the University account where travel will be funded. The Fiscal Officer will ensure there is sufficient budget and expenses are in accordance with the account purpose. This will be routed within the Travel & Expense system based on the account selected.  
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. Expected Expenses: Expenses entered in the Travel & Expense system to project anticipated costs for a trip—including flights, hotels, car rentals, meals, and registration fees—that employees include in a Travel Request for pre-approval. These estimates help manage budgets and allow travelers to obtain authorization for expected costs, including both booked segments and out-of-pocket expenses.
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. International Travel Registry: The University’s centralized system for collecting international travel details to facilitate traveler safety. Individuals traveling to an international destination must register their itinerary and receive approval within the Travel Registry.
7. 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.
8. Travel Cash Advance: An 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. See 14.11 Travel Payment & Funding for additional details and alternative payment methods.
9. 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.
10. Traveler: Individual traveling on University of Arizona business to include employees, students, and Designated Campus Colleagues. 

Policy

1. An approved Travel Request is required for all University business exceeding 35 miles from the Traveler’s primary Duty Post, including same day travel.  Approval for travel is required at least 5 days before departure for official University travel activities, regardless of funding source.
2. Representation by employees at an out-of-state convention or meeting outside the state should be held to a minimum. Attendance by more than two people from a single academic or administrative unit or department should be reviewed on a case-by-case basis and require justification in writing.
3. University travel must be approved in accordance with the following principles:
   1. Traveler's Supervisor Approver must review and approve the Travel Request for the Traveler to be away from their primary Duty Post.
   2. A Traveler may not approve their own Travel Request. If the department head, director, or the PI will be traveling, their Supervisor Approver or delegate must approve.
   3. Funding is reviewed by the Cost Object Approver based on the account selected on the Travel Request Header to confirm availability and to ensure that travel expenses are allowed on the account.
   4. Travel must have a valid Business Purpose and supports the mission of the University.
   5. Travel is necessary, and Expected Expenses represent the most economical and reasonable method of conducting official University business.
   6. Traveler approves the travel details and Expected Expenses upon submission. A Travel Cash Advance request may be submitted for review at the time of the Travel Request.
   7. The University will not reimburse personal travel expenses or incremental costs resulting from personal travel.
4. Travel involving the following circumstances, regardless of funding source, must be documented on the Travel Request:
   1. Long term travel status (exceeds 30 days). See additional requirements for lodging and Meal Travel Allowance funding during long-term travel status. See 14.11 Travel Payment & Funding.
   2. Use of airfare other than coach/economy or use of private, chartered, or rented aircraft or rented motor vehicles. See 14.15 Transportation.
   3. Vehicle taken out of state (whether private, rented, or state-owned).
   4. Lodging expenses exceeding established lodging reimbursement rates, other than designated lodging supported by the conference brochure and/or website.
5. Group Travel
   1. Team, group, or field trip travel must be documented with an itinerary, list of attendees, and a Travel Request that identifies a primary delegate who serves as the responsible party for the trip, such as a coach, faculty, staff, or advisor. The primary delegate may use the University OneCard for student group or DCC travel.
   2. If group travel involves non-university employees or non-university affiliates and a cash advance is needed, refer to Policy 9.15 Operational Advances.

Procedures

1. Insurance:
   1. Travel that requires review by Risk Management for state accident insurance coverage and state reporting requirements can be coordinated through Risk Management.
   2. If a privately owned vehicle is utilized for travel, the employee must have sufficient insurance coverage, a valid driver’s license, and a completed Personal Vehicle Use Form on file with Risk Management as a verified University driver.
   3. Non-employees are responsible for obtaining their own health and accident insurance.
   4. Benefit eligible employees are covered with insurance under the Workers’ Compensation program through the State of Arizona.
   5. If the travel is out of the United States, the traveler needs to review Risk Management’s International Travel Insurance Program.
2. Blanket Travel
   1. Fiscal Year Blanket Travel Requests are allowable and may be obtained for frequent in-state travel activities that meet the following requirements:
      1. Travel activities are consistent with the employee's job duties
      2. Business purpose/activity is the same for each travel event
      3. Location(s) of travel are clearly documented
   2. A Blanket Travel Request may cover travel for one fiscal year (July 1 through June 30) and is resubmitted each new fiscal year.
3. International Travel
   1. International travel is subject to the University International Travel Safety and Compliance Policy.
   2. The international Traveler or their delegate completes the University International Travel Registry.
4. Expected Expenses
   1. Individual Trips should include an estimated cost of the travel
   2. Each type of expense and amount is listed separately
   3. Other expenses should include a description and business purpose
5. Review the information provided on the Travel Request for accuracy and submit the final document for approval.  
   1. A Travel Request not approved in 14 days by the Supervisor or Cost Object Approver will route to the next level in the employee or account hierarchy and will continue to escalate until approved
6. The Travel System Training located in EDGE Learning is available for guidance on completing and electronically submitting the Travel Request. 

Frequently Asked Questions

1. Is a Travel Request required for an in-state same-day trip? 
   Yes, a Travel Request is required for in‑state, same-day travel when the travel is part of the employee’s job duties (e.g., site visits, fieldwork, student recruitment). Any trip that includes an overnight stay or requires the purchase of an airline ticket, a Travel Request is required. Reimbursement for out-of-pocket expenses on same‑day travel may be submitted through a Travel Expense Report
    
2. If in-state travel requires an overnight stay and is frequent or impromptu depending on the departmental mission, can a blanket Travel Request be completed? 
   Yes, A blanket Travel Request may be submitted for an annual period (July 1 - June 30) for in-state travel requiring overnight lodging that occurs on a regular basis with the same business purpose.
    
3. If a Traveler neglects to obtain approval prior to travel, can they still be reimbursed?  
   Yes. For employees, a Travel Request must be completed and approved before a Travel Expense Report can be submitted, as the system will not allow submission without it. The request will route to the Account Manager for final approval or denial, and reimbursement may be denied for non-compliance with travel policy. DCCs and students traveling on University business will be asked to complete the Travel Request before approving a DV Reimbursement if approval was not obtained prior to travel.
    
4. Can I view the Travel Request online after it is routed for approval?  
   Yes. If you are a delegate for the Traveler, you may act on their behalf to view the status of the Travel Request after it has routed for approval. Travel Requests can also be viewed in UAccess Analytics.
    
5. Do I need to complete a new Travel Request if dates or minor changes have occurred after it was approved? 
   The Traveler or delegate may recall the Travel Request before is final, make the necessary changes, and resubmit it for approval. Note this is not required for unplanned delays or circumstances that can be clarified on the Expense Report.  
    
6. Will a reminder be sent to Supervisor Approvers if they have not been approved within 3 - 5 business days? 
   Yes. Approvers will receive an email notification after five days if they have not approved the Travel Request.  
    
7. Can I cancel a Travel Request if the trip has been cancelled?  
   Yes. The Traveler or delegate may cancel the Travel Request at any time prior to the travel date. All associated travel arrangements must also be cancelled to ensure no costs are incurred by the University. Any expenses previously reimbursed need to be returned to the University and any credit received needs to be used for University business or returned to the University.
    
8. Is VPN access required for users to approve a Travel Request? 
   No. Approvers may review and approve a Travel Request in the Concur system from a desktop computer, tablet, or mobile device without VPN access by logging in under their University email.
    
9. Can a Cost Object Approver or Supervisor Approver disapprove a Travel Request? 
   Yes. The Approver is encouraged to discuss the travel and expenses with the Traveler and may return the Travel Request, with comments, to the Traveler, if revisions are needed.
    
10. Is a copy of the Travel Request required to be included with the reimbursement? 
    No, the Traveler or delegate can reference the Travel Request ID when submitting reimbursements or when booking travel through the University’s travel booking tool.
     
11. If a Travel Cash Advance is requested, do I need to print anything or create an edoc in Financials
    No. Travel Cash Advances for employees are added to the Travel Request by selecting Request Details and clicking Add Cash Advance. Payments are issued through the Travel & Expense module by Travel, Expense, and Card Services. Travel Advances for non-employee graduate students require a Disbursement Voucher and reference the Request ID number.
     
12. Can an employee be reimbursed for mileage to travel to/from campus and home to pick up essentials such as mail, office supplies, etc.? 
    No. Travel between an employee’s home and their designated Duty Post is considered a personal commute and is not an allowable reimbursable expense. Employees should consider in-person workday(s) to navigate work that cannot be performed remotely.  
     
13. Is a Travel Request required for a virtual conference when registration fees or other expenses are incurred? 
    No. A Travel Request is not required because the employee is not traveling 35 miles or more from their Duty Post. A Travel Request number is not needed to pay for or reimburse conference registration fees or other allowable expenses. Departments may choose to use a Travel Request for internal tracking purposes; if so, “virtual/expense tracking” should be noted in the exception box.
     
14. Is a Travel Request required for student travel even if the trip is not funded by the University?    
    A Travel Request is required for students and Designated Campus Colleagues traveling on behalf of the University of Arizona, regardless of the funding source. A Travel Request is also required for student travel conducted primarily for educational purposes, even if University funds are not used.  

Related Information

Arizona Board of Regents 3-603 Guidelines for Out-of-State Travel
6.10 Account Management
14.11 Travel Payment & Funding
14.14 Lodging
14.15 Transportation 
9.12 Independent Contractor Services
9.15 Operational Advances
9.16 Payments to Nonresident Aliens
Designated Campus Colleagues
Travel & Expense Frequently Asked Questions  
Travel Request Online Tutorial
Reasonable Expense Guide
Risk Management
International Travel Insurance Program
International Travel Safety and Compliance Policy
University International Travel Registry

*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.