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

Foreign Travel

Foreign travel first requires registration with the University Global Travel Registry Office (also known as Terradotta). UA global travel will conduct a risk analysis and seek approval from Dr. Carrapa. When completing your registration check the box that says you have completed a travel authorization. Once the registration in Terradotta is complete, please send your travel authorization form to Heather Alvarez and include your registration ID number. She will process your travel authorization through Adobe Sign. Please try and allow a minimum of 30 days to begin this registration process per the request of UA Global.

 

Domestic Out-Of-State 

Under the current travel restrictions, travelers must seek approval to travel from Geosciences Department Head Barbara Carrapa. However, at this time Dr. Carrapa has granted permission to the Geosciences Business staff to approve travel on her behalf. Please email your travel authorization form  to Heather Alvarez, halvarez@arizona.edu  and include a brief statement outlining why your travel is necessary for the mission of the grant/UA. You must also acknowledge that you have reviewed the policy below as it relates to COVID-19/vaccinations and that you will follow the guidelines recommended by the CDC. Un-vaccinated individuals are still being asked to avoid travel unless it is deemed necessary based on job duties and that you follow the steps outlined by the CDC. Please note, a supervisor cannot ask for vaccination status, so the responsibility lies with the traveler.  

14.18 Coronavirus Travel Authorization | Financial Policies (arizona.edu)

 

In-State Travel

At this time, in-state travel is not restricted, and requests do not need to be approved by Dr. Carrapa.

Please email 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.

 

Motor Pool Requests

Please see below for information regarding motor pool requests.

 


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 non-qualified, and taxable to the payee. Non-qualified 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 along with a travel authorization form to Heather Alvarez, 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. 

Motor Pool Driver Registration Link: Driver Registration | Risk Management (arizona.edu)

Travel Authorization Form

Geosciences Travel Authorization Form