Travel Policies/Procedures Entire UA Travel Policy Can Be Found At

Travel Policies/Procedures Entire UA Travel Policy Can Be Found At

Travel Policies/Procedures
Entire UA Travel policy can be found at:

Travel Preparation

Travel Authorization Form:

  • Turn your travel authorization form (TA) in at least two weeks prior to your departure.
  • Make sure the travel dates referenced on the TA are correct! If you’re unsure of your exact departure date, reference the earliest date that you would leave.
  • Attach receipts for any expenses already incurred, and indicate if the T-Card is or has been used.

Travel Advances:

  • If the day of departure (as indicated on the TA) is less than 7days, the Travel Advance check must be picked up in the Treasurer’s Office (unless you have signed up for Direct Deposit).
  • To comply with Governor's Policy Directive No. 6, all advances must be settled within thirty (30) days of return from the trip. University policy is that a Travel Claim should be submitted within five (5) working days after return. Failure to settle a travel advance balance due within 30 days will result in a payroll deduction and loss of travel advance privileges.

Travel Card:

  • Allowable Purchases for Administrative TCard
  • Airfare, Registration, Locally Rented and Returned Cars
  • Lodging ONLY with prior approval, andwhen savings to the UA is justified (such as airfare/lodging package). The amount saved must be specified!
  • All tcard purchases MUST be recorded on the clipboard
  • An approved travel authorization form and receipts must be turned in with return of tcard

Traveling

Meals:

  • Meals may NOT be purchased for another UA employee, including Graduate Assistants.
  • MAXIMUM MUST NOT BE CLAIMED unless expenditures were actually made.

Meals Without An Overnight Stay:

  • Travel must be to a destination of at least 200 miles from his/her official station and be in a travel status for at least ten hours to qualify.

Lodging:

  • Lodging may NOTbe covered for another UA employee, including Graduate Assistants.
  • If sharing a room with another UA employee, you MUST get separate receipts showing your share of the cost.
  • If more than one person occupies a room, the single room rate must be noted on the receipt. If the room rate is the same regardless of number of people in room, then this too must be noted. Reimbursement for lodging is limited to the single room rate, plus applicable taxes.

Miscellaneous Expenses:

  • All miscellaneous expenses incurred in connection with travel reimbursement requests must be clearly identified and explained in detail on the travel expense statement.
  • Charges incurred in storing, handling, and transporting items used in connection with an employee's official travel and standard charges for handling baggage other than "personal" may be reimbursed.
  • Parking fees and toll charges for private, rental, or university owned vehicles are reimbursable and may be claimed on the Statement of Travel Expense, with appropriate receipts attached.
  • Taxi charges may be claimed. Receipts are required for taxi charges over $25.00.

Return from Travel:

  • A Travel claim must be submitted within 5 days of return.
  • If the claim has not been submitted within 30 days of return, the TA will be closed and no claim will be permitted.
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