Business Travel within the U.S.
All business travel must have a Travel Authorization (TA) form on file prior to travel. Employees, students or outside entities traveling on University Business, must fill out and submit a Travel Request form 2 weeks prior to the trip (30 days for international travel).
What travel should be pre-authorized?
All travel on behalf of The University of Arizona must be pre-authorized, even if expenses will not be paid by The University of Arizona. This will ensure that:
- Travel plans have been authorized by the appropriate departmental approving authority,
- Funds are available,
- The traveler can document their official travel status if needed for Risk Management purposes,
- The travel has a legitimate business purpose; in the best interest of the university and
- Travel meets the IRS Accountable Plan.
Visit The University of Arizona Travel Office Website for more information
Prior to the trip
- Fill out a travel request form
- If you are attending a workshop or conference please provide a link in the EVENT WEBSITE field and attach supporting documentation.
- If you are attending a meeting, provide an agenda or email containing meeting details. - Once travel has been approved and all supporting documentation has been received, you will receive an email confirming your travel approval, general travel information, and per diem limits.
Travel Advances
- CAST does not offer travel advances. Hotel, meals, and transportation are reimbursable expenses.
What expenses will the CAST prepay?
- Airfare
- Conference Registration Fees
- Vehicle Rentals (traveler must provide a justification for business need)
Things you should know before your trip
Meals
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You will receive the state allowed per diem rate.
- Reimbursement for the first and last day is 75% of the allowed state rate, minus allowance for meals provided to you.
- If your hotel offers continental breakfast, this is considered a full meal even if no protein is provided. You must deduct the breakfast portion from your daily allowance for that day.
- Special Dietary Needs Rule - It is the traveler's responsibility to prearrange dietary needs with the establishment and provide details to The University of Arizona if the request is denied.
- If the event you are attending offers any complimentary meals, you must deduct this portion from your per-diem allowance for that day.
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Lodging
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The traveler is responsible for calling hotels in the area where business will be conducted, to confirm they will honor the state/government rates. STATE/GOVERNMENT RATES MUST BE REQUESTED BY THE TRAVELER. Third-party booking websites such as hotels.com & priceline.com do not allow the traveler the option to request the government rate and cannot be used as a justification for rates above the per diem allowance.
- Maximum Reimbursement - You will be reimbursed up to the state allowable per diem rate for lodging. If your event designates a hotel costing more than the per diem allowance, the designated hotel must be listed on your itinerary, agenda, flyer, event website or brochure.
- Sharing a room - When lodging is shared by travelers on approved university travel status, reimbursement will be the total cost divided by the number of persons sharing a room, but the total of the two or more lodging receipts may not exceed the single room rate. The travelers should request separate receipts when registering.
- Other Room Charges - The University will not reimburse movie purchases, video game rentals, or any other purchases charged to your room unless there is a business purpose for the added expense. You will need to justify the expense when submitting your receipts.
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Airfare
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- Coach Fare - CAST will not pay airfare upgrades unless there is a valid medical or business need, a written justification is required.
- Airline receipts - When purchasing tickets via the internet, the confirmation or receipt must indicate the name, itinerary, and that the tickets have been paid for.
Rental Vehicles
Enterprise has extended a contract to the University, at a discounted rate.
Vehicle rentals must be processed by the business office or department-approved personnel.
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- Rented or chartered vehicles may be used where other means of travel cannot be economically used if approved in advance by the department head. The use of such means must be explained on the Travel Request.
- Decline the collision damage insurance waiver (CDW) unless you are under 25 years old or are on foreign travel status. Losses below the deductible will be covered by State of Arizona self-insurance. In the event of an accident follow the steps outlined in section 3.5b in The University of Arizona Fleet Safety Policy. Do not pay for the damages.
- Gasoline: Travelers using rented vehicles may claim the actual cost of gasoline with receipts, but cannot claim mileage. See the Receipt Requirement section for reimbursement requirements.