Travel Guidelines

If Travel is necessary and the most economical method of conducting official University business, the following Official University travel policies apply:   Representation at a conference, workshop or meeting out-of-state should be held to minimum attendance within an academic or administrative unit. 

Policy

1. The Travel Authorization Request is required for University business exceeding 35 miles from the traveler’s primary duty post that requires overnight lodging or airfare. The authorization for travel status is required prior to departure for official University travel activities regardless of funding source.
2. Representation at a conference, workshop or meeting out-of-state should be held to minimum attendance within an academic or administrative unit. Attendance of two or more individuals should be considered on a case-by-case basis and justified in writing within the department or college.
3. University travel must be approved in accordance with the following principles:
   
   1. Traveler’s supervisor, manager, or the Principal investigator (PI) for sponsored project accounts approves the traveler to be away from their primary duty post.
   2. A Traveler may not approve their own travel. If the department head, director, or the PI will be traveling, their supervisor or delegate must approve.
   3. Funds are available and travel expenses are allowable on the account.
   4. Traveler can document official travel if required by Risk Management for state accident insurance coverage and state reporting requirements.
   5. Travel has a business purpose and supports the mission of the University.
   6. Travel is necessary and the most economical method of conducting official University business.
   7. Traveler must approve the Travel Authorization Request and determine if Travel Advance is required.
   8. 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 valid University driver.
   9. Personal travel included within a business trip must be documented and personal time must be approved when the trip is authorized.

Physiology Department Guidelines

The Physiology Department abides by University and federal travel policies and procedures.  

Requesting Reimbursement - Travel Expenses

Send reimbursement requests to the Physiology Business office at psiobiz@list.arizona.edu.  A designated team member will confirm receipt of the reimbursement request and provide updates as they occur.  

Please be sure to include the following with your reimbursement request:

• Digital itemized receipts – showing break down of charges and proof of payment
• Conference documentation to support designated lodging and allowable meal reimbursements

Please allow 2-3 business days for processing.

• Including personal time on your trip? Include two economy class flight comparisons that show the cost of round-trip airfare from your duty post to the business destination that correspond to business dates of trip. Reimbursement will be based on the lower of the two costs. Please allow 2-3 business days for processing.
• Prefer to drive? Include two economy class flight comparisons, as your reimbursement will be the lower of the cost between driving and flying.
• Taking a driving detour for personal reasons? Include an internet-based map of the most economical direct route from your duty post to the business destination, as your reimbursement will be limited to the most direct route.
• Using an airline credit from previously canceled flight? Include all receipts associated with any canceled flights to show the initial proof of payment.

Unallowable Expenses

Personal Travel: Expenses incurred as a result of extending a business trip for personal time or costs associated with the personal travel. Please note that the PCard may not be used when personal travel is included in the trip.

Family Members:

• Expenses incurred by a family member unless there is a University business purpose in which the University benefited from the expense.

Insurance:

• Personal accident insurance
• Personal medical insurance unless recommended or advised in advance by the Risk Management International Travel Insurance Program
• Travel insurance unless there is a University business purpose (ex: international flights)
• Collision Damage Waiver (CDW) insurance and excess liability insurance must be declined, unless the traveler is on foreign travel status
• Alcohol: Alcohol is not permitted with University funds.

Other Personal Expenses:

• Personal phone calls, movies, or snacks from a hotel
• Grooming – hair dressers, barbers, masseurs, manicurists, lavatory attendants, etc.
• Toiletries – deodorants, toothpaste, soap, toothbrushes, combs, etc.
• Health club, spa, gym, swimming pool fees, green fees, etc.
• Passport fees
• Airline and other travel clubs or TSA Pre-check
• Traffic citations/parking tickets
• Child care, babysitting, pet sitting, and kennel charges
• Specialty seating assignments or other special accommodations (upgrades) on common carriers unless a medical or physical necessity

Allowable Expenses

Tipping: Tipping is limited to the 20% industry standard.

Lodging:

• Lodging rates are established by the state of Arizona.
• Travel must be a minimum of 35 miles from duty post to qualify for lodging reimbursement unless there is a University business purpose.
• Reimbursement for non-designated lodging is based upon the least expensive single room rate plus tax. Room rates exceeding the State lodging rate(s) will require a University business purpose.
• When personal travel is included, lodging will only be reimbursed based on the lease expensive single room under Unallowable Expenses rate plus tax.
• Resort fees required as part of the lodging are reimbursable.
• Reimbursement for lodging that is specifically designated by a conference or meeting is based upon rate established for that conference or meeting. Designated lodging rates are reimbursed at actual costs which may be higher than the State rate. Additional costs for room upgrades at designated lodging are unallowable.

Meal and Incidental Reimbursements (M&IE):

• Meal reimbursement rates are established by the state of Arizona and are determined by lodging address.
• M&IE is not allowable for meals provided during transit, by the lodging establishment, or by the meeting/conference organizer.
• Discretionary incidental expenses included in the M&IE rate are dry cleaning, laundry, tips for personal services (such as concierge, bellhop, housekeeper, and doorman), curbside baggage check-in, newspapers and magazines, etc.
• Room service is allowable, but must be deducted from the lodging folio and include the meal reimbursement rate for reimbursement.

Transportation:

• Transportation reimbursement is based upon the cost of the most direct and/or economical means available.
• Mileage is reimbursable at the current state rate of 62.5 cents for privately owned vehicles.
• Mileage to/from the airport is reimbursed at 62.5 cents and is calculated from campus during business hours and with map applications (MapQuest, Google Maps, etc.) from the traveler's residence after hours, on holidays or weekends.
• EITHER mileage OR gas is reimbursable, not both.
• Car rentals are reimbursed based on the most economical compact car rate. See University vehicle rental vendors.
• Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW) insurance are not allowable or reimbursable without a University business purpose. Utilizing existing UA rental company contracts, which include full insurance, is strongly encouraged.
• Airline and other transportation tickets are reimbursed at the economical rate based on the most direct route to the business destination.
• Public/mass transit (bus, subway, etc.) do not require receipts when a set rate is established for transportation.
• Baggage fee for first checked bag is allowable. Fees for additional checked baggage are not reimbursable without a University business purpose.
• Airport parking will be reimbursed for the most economical daily/weekly rate for reasonable parking expenses incurred by the traveler. Recommended State of Arizona airport parking facilities: see Policy 14.15 Transportation, policy section, paragraph 9.