Travel and Reimbursement policies and procedures

Please ask Kristina in advance for approval for any expenses. It is typically easier for all involved if he can put it on his Purchasing Card (P-Card) or for travel, if you can put it on the departmental P-Card (see below). If you pay for something in advance, reimbursement usually takes weeks but in some cases has taken months.

Business Purpose: When using the P-Card you should have a clear understanding of the who, what, where when, and why. This is the Business Purpose, and will be required by Vanessa to reconcile purchases. See the UA Business Purpose Guide for more information, including examples.

Computers and Office Supplies

If there is something that will help you do work or develop your skills, it is worth inquiring. If your work is limited by your equipment, it is likely time to upgrade.

For computers, please talk to Kristina.

For office supplies:

1. Fill out a purchase authorization form
2. Share a link to the item from Amazon and or https://financials.uaccess.arizona.edu with Kristina.
3. Kristina can make the purchase.

Travel

You should frequently review and be familiar with the summary of UA Travel Policies.

Travel Authorizations

Let Vanessa Borboa know as soon as possible of any upcoming travel, and include the business purpose.

She can create a Travel Authorization for your trip. A travel authorization needs to be made in at least a few weeks in advance of travel if possible.

Payment

Once travel has been authorized, the bulk of the cost of travel - almost everything except food (registration, hotel, and flights) should be put on the Purchasing Card - see "Booking Flights and Hotels" below.

Departmental P Card Protocol Important:

• Provide Vanessa with all of the receipts as soon as they finish purchasing. For hotels, this will be after the stay.
• Send this in an email along with business justification and the account number or grant that the purchase will be charged to.
• Vanessa will need the conference agenda.

Travel Advances

When filling out the Travel Authorization you have the option of requesting a travel advance to cover out of pocket expenses.

Out of pocket expenses could take a month or more to be reimbursed.

Personal Travel

You can take personal time during your travel, indicate this in your travel authorization and reimbursment.

You will need to document costs comparisons (such as the cost of a flight with and without taking personal days). Travel costs associated with personal time such as per-diem expenses, lodging, and any other costs greater than work related travel can not be reimbursed.

See the summary of UA Travel Policies

Travel to Arizona Experiment Stations

All members of the group should get a blanket travel authorization that will cover all travel to experiment stations within Arizona.

Booking Flights and Hotels

Please use the departmental P-Card to book flights and hotels. Contact Vanessa Borboa to check out the P-Card. Alternatively, Kristina can book on your behalf.

International Travel

• Fill out University International Travel Registry
• Submit a travel authorization at least 30 days in advance
• See International Travel Proceedures for details

Receipts

• Paper: Please retain all paper copies of receipts and give to Vanessa. It is a good idea to take a photo (or use a photo scanning app) in case it is lost.

• Electronic: Forward to Vanessa via email