Travel

Business Office Contact: Heather Alvarez, 520-621-4959, halvarez@arizona.edu


Due to the COVID-19 pandemic, nearly all University business travel has been suspended. Please review the COVID-19 Guidelines for Conducting Fieldwork in GeosciencesAll essential travel requires additional approval from the Geosciences Department Head, Dean’s Office, and Provost’s Office. Please visit FSO policy 14.18 – Coronavirus Travel for steps and guidelines to be approved for business travel. It is important to note that all travel (including in-state) on behalf of The University of Arizona MUST be pre-authorized by submitting a Travel Authorization Form, even if expenses will not be paid by the University. Please submit travel requests with as much advanced notice as possible.


Prior to business travel:

General Policies & Procedures

Domestic Out-Of-State and/or Foreign Travel

Under the new travel restrictions, travelers must have an approved Research and Innovation & Impact (RII) restart checklist. A Coronavirus Domestic Travel Questionnaire is required for all domestic out-of-state and foreign travel requests. This must be completed prior to submitting a Travel Authorization Form. Your questionnaire is to be submitted to the Geosciences Department Head, Barbara Carrapa, and copied to Heather Alvarez in the Business Office. Once travel is approved by Dr. Carrapa, she will forward it to the College of Science Dean who will approve and forward it to the Provost’s Office. Foreign travel also requires registration with the University Global Travel Registry Office (also known as Terradotta). Once a traveler has received approval from the Provost and UA Global (if applicable) a travel authorization form can be submitted to Heather Alvarez. At this time, in-state travel requests are to be sent directly to Dr. Carrapa and copied to Heather Alvarez. Once Dr. Carrapa approves the request a travel authorization form may be submitted.

In-State Travel

In-state travel currently only requires Department Head approval. Please email Dr. Carrapa for approval and copy Heather Alvarez. Once approval is obtained, you can submit your travel authorization form to Heather Alvarez.

The Business Center works with travelers to ensure proper review and submittal of your travel-related documents to the correct approvers. We work with the Financial Management Office, Risk Management Office, and Sponsored Projects to ensure that your travel is approved and correctly funded.


Upon completion of business travel:

Once travel is approved and completed travelers are to send receipts and a travel expense report to Heather Alvarez. Please review FSO policies 14.13 (meals/incidentals), 14.14 (lodging) and 14.15 (transportation) for additional information.

NOTE: travel reimbursement requests submitted within 90 days will be considered qualified and nontaxable under the accountable plan. Reimbursement requests submitted after the 90th day will generally be nonqualified, and taxable to the payee. Nonqualified reimbursements are processed through payroll to collect the appropriate taxes and remitted to the IRS. If an advance was received, the employee must return to the employer any amount in excess of the expenses substantiated within 10 days after the trip ends. (FSM14.12)

 

Motor Pool Requests:

Motor pool requests made using UA funds (grant, lab, course fees, etc) should be submitted through the Geosciences Business Office. Please do not submit directly to UA motor pool unless you are using external funds and will be paying for motor pool rentals directly. To submit a request, please send a motor pool request form to the Geosciences front office student employees Alexia Ruiz or Serena Gray, and please copy Denise Carrillo. See the motor pool estimation form to assist in calculating estimated costs. Reservations must be made with ample time as motor pool vehicles are limited.

NOTE: To avoid being charged, all motor pool cancellations must be made 24 hours prior.