travel information

Travel Information

SCHOOL OF ANTHROPOLOGY

Select One


Travel Authorization Form/ Advance Request

Attending A Conference

International/Warning Country Travel

Reimbursement/Advance Settlement

Travel Checklist

Contact Us

Full Presentation (recommended for non-frequent travelers)

Traveling on behalf of

Traveling on behalf of the School of Anthropology requires that the Traveler, Business Center, FSO, Risk Management and Sponsored Projects work together to ensure a successful trip.

A successful trip starts here!


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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.

This will ensure that:•Travel plans have been authorized by the appropriate departmental approver.•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.•The travel meets the IRS Accountable Plan.


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Travel Authorization Form

Fill out a Travel Authorization with the following information:

**Required**•The Traveler's name•The Traveler's EID•The dates of travel•The destination of the trip•The purpose of the trip, which must be in the best interest of the university

Find form at: http://uabis.arizona.edu/eforms/Launcher.asp?FormID=27


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http://uabis.arizona.edu/eforms/Launcher.asp?FormID=27



Travel Authorization Form: Complete this section if…

•The traveler will be on long term travel status (more than 30 days). •Personal time will be taken in combination with travel.•Use of airfare other than coach/economy.•Use of private, chartered or rented aircraft or rented motor vehicle.•Vehicle taken out of state (whether private, rented or state-owned).•TRAVEL WARNING COUNTRY


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Requesting an Advance

•If an advance is requested, the traveler must sign. •Travel Advances may only be issued to active University employees, or graduate students whose travel is funded with gift/designated accounts or a sponsored projects account.

AN ADVANCE MUST BE SUBMITTED AT MINIMUM 7 WORKING DAYS BEFORE TRAVEL.


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CAUTION!!!If you do not complete the Travel Authorization form before you travel, you may NOT be able to be reimbursed for that travel or it may be significantly delayed!


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Attending a Conference

Copy of the conference information (Flyer or brochure)• Make sure it has dates and location

Copy of the registration

• Should include fee cost, information about meals, etc.

Copy of the conference accommodations information • Used to determine designated lodging. If this is NOT included, it will

be assumed that your lodging is not designated and you will be reimbursed per the State of Arizona’s allowable hotel amount.

When going to a conference provide the following:


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International TravelIn addition to submitting your Travel Authorization form YOU MUST:

For ANY International Travel

• Register your travel at: http://ua-risk.terradotta.com

Determine if your travel has Export Control Issues

• Visit: https://step.state.gov/step

Determine if your travel requires Defense Base Act Ins.

• Visit: http://risk.arizona.edu/insurance/internationaltravelinsurance.html


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International Travel

Compliance is necessary for you to:•Receive reimbursement for travel expenses, if eligible. •Be covered by applicable insurance programs during international travel•Receive available university assistance in the event of an emergency during international travel•Avoid significant personal fines and potential prison sentences, internationally•Avoid disciplinary action and/or limitations on future UA travel•Adhere to related applicable UA, state, and federal policies


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International Traveler

Faculty, Staff, Graduate Student

Complete the Online University International Travel Registry. Obtain Registry #. http://ua-risk.terradotta.com/

* Complete Supplemental Travel Authorization Form and submit to Business Center.http://uabis.arizona.edu/eForms/Forms/iTA_Supp_Auth_Travel_Warning_Areas.pdf

Going to Travel Warning Country?

YES

NO Complete Travel Authorization Form and submit to Business Center. Obtain T#.http://uabis.arizona.edu/uabis/eforms/launcher.asp?FormID=27

Check Travel Registration and Resolve ANY reason for waitlist

* If going to Travel Warning Country, Supplemental Travel Authorization Form and Travel Authorization Form must be submitted 30 days prior to travel.

http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html

START HERE


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International Travel Procedures

http://ua-risk.terradotta.com/

http://uabis.arizona.edu/eForms/Forms/iTA_Supp_Auth_Travel_Warning_Areas.pdf



http://uabis.arizona.edu/uabis/eforms/launcher.asp?FormID=27





You will need this T# when completing your online International Travel Registry.


International Travel


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When you complete your online travel registration you are given a number. You will need this International Travel Registry # when completing Travel Authorization Form.

http://ua-risk.terradotta.com/SCHOOL OF ANTHROPOLOGY

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International Travel: TerraDotta Travel Registration

http://ua-risk.terradotta.com/


Your Online International Travel Registry # goes here.


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International Travel: Travel Authorization Form


http://uabis.arizona.edu/eForms/Forms/iTA_Supp_Auth_Travel_Warning_Areas.pdfSCHOOL OF ANTHROPOLOGY

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Travel Warning: Supplemental Travel Authorization Form

The Supplemental Travel Authorization Form is required for ANYONE going to a Travel Warning Country. The form is 6 pages long and requires multiple signatures. A minimum of 30 days is required for processing.




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Reimbursement/Advance Settlement: Get Receipts

Request and keep original receipts for ALL business related travel expenses (receipt envelopes are available in the Business Office).

Receipt should include:

• Itemized charges• Show payment was made• Establishment Name• Address• Phone Number• Transaction Date• Dates of lodging (if applicable )

• Daily room rate (if applicable)


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Reimbursement/Advance Settlement: Receipt Example

ItemizedShows payment madeTransaction Date Establishment Name Address Phone Number


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Reimbursement/Advance Settlement:

If you received an advance or need to be reimbursed:

•Complete a Travel Expense Summary • Gather all trip related receipts DO NOT STAPLE RECEIPTS!


Reimbursement/Advance Settlement: Travel Expense Report

The Travel Expense Report is available in digital copy and hard copy from the Business Center.

EVERYTHING IN RED IS REQUIRED!


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Reimbursement/Advance Settlement: Final Step!

• Submit Travel Expense Report and receipts to the Business Center ASAP.

• The Business Center will process the reimbursement

and FSO will issue the reimbursement. Usually takes 7-10 business days to process.

• IMPORTANT: failure to submit the necessary documents within 90 days of the trip will result in the reimbursement to be treated as taxable income.


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Travel Check List For ALL Travel Submit Travel Authorization Form


Obtain Travel Advance – if necessaryInternational Only: Register your travel at:

http://ua-risk.terradotta.com

Determine Any Export Control Issues at:https://step.state.gov/step

Determine if your travel requires Defense Base Act Ins. At:http://risk.arizona.edu/insurance/internationaltravelinsurance.html

Travel Warning Only: Submit a Supplemental Travel Authorization Form 30 days prior

to travelhttp://uabis.arizona.edu/eForms/Forms/iTA_Supp_Auth_Travel_Warning_Areas.pdf


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Bon Voyage!• If you have any questions feel free to contact the

Anthropology Business Office at:

1009E. South Campus Dr.Room 223

Tucson AZ [email protected]

520-621-1691


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