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. Kapp. When completing your registration check the box that says you have completed a travel authorization. Once the registration in Terradotta is complete, please submit the travel authorization smartsheet. Please make sure you have submitted your UA Global registry at least 30 days prior to departure. If requesting a travel advance, please submit your smartsheet a minimum of 14 days in advance.
Domestic Out-Of-State
Please submit your travel authorization smartsheet. Travel authorizations must be submitted prior to all University related travel. If requesting a travel advance, please submit your smartsheet a minimum of 14 days in advance.
In-State Travel
Please submit your travel authorization smartsheet. Travel authorizations must be submitted prior to all University related travel. If requesting a travel advance, please submit your smartsheet a minimum of 14 days in advance.
Motor Pool Requests
Motor pool requests made using UA funds (grant, lab, course fees, etc) should be submitted via the motor pool request smartsheet along with a travel authorization smartsheet. 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)
Once travel is approved and completed travelers are to complete the travel expense smartsheet. You will attach receipts directly to the smartsheet. 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)