Transcript Oh the places you will go* Travel Information

Travel Information
SCHOOL OF ANTHROPOLOGY
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Full Presentation
(recommended for non-frequent travelers)
Travel Authorization Form/ Advance Request
Attending A Conference
International/Warning Country Travel
Reimbursement/Advance Settlement
Travel Checklist
Contact Us
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Traveling on behalf of
Traveling on behalf of the School of Anthropology
requires that the Traveler, Business Center, FSO, Risk
Management and Sponsored Projects work together
to ensure a successful trip.
A successful trip starts here!
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What Travel should be
pre-authorized?
ALL Travel on behalf of The University of Arizona MUST be
pre-authorized, even if expenses will not be paid by the university.
This will ensure that:
•Travel plans have been authorized by the
appropriate departmental approver.
•Funds are available.
•The traveler can document their official travel
status if needed for Risk Management purposes.
•The travel has a legitimate business purpose; in
the best interest of the University.
•The travel meets the IRS Accountable Plan.
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Travel Authorization Form
Fill out a Travel Authorization
with the following
information:
**Required**
•The Traveler's name
•The Traveler's EID
•The dates of travel
•The destination of the trip
•The purpose of the trip,
which must be in the best
interest of the university
Find form at:
http://uabis.arizona.edu/ef
orms/Launcher.asp?FormI
D=27
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Travel Authorization Form:
Complete this section if…
•The traveler will be on long term
travel status (more than 30 days).
•Personal time will be taken in
combination with travel.
•Use of airfare other than
coach/economy.
•Use of private, chartered or
rented aircraft or rented motor
vehicle.
•Vehicle taken out of state
(whether private, rented or stateowned).
•TRAVEL WARNING COUNTRY
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Requesting an Advance
•If an advance is requested, the
traveler must sign.
•Travel Advances may only be
issued to active University
employees, or graduate students
whose travel is funded with
gift/designated accounts or a
sponsored projects account.
AN ADVANCE MUST BE
SUBMITTED AT MINIMUM
7 WORKING DAYS BEFORE
TRAVEL.
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CAUTION!!!
If you do not complete the
Travel Authorization form
before you travel, you may
NOT be able to be
reimbursed for that travel or
it may be significantly
delayed!
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Attending a Conference
When going to a conference provide the following:
Copy of the conference information (Flyer or brochure)
• Make sure it has dates and location
Copy of the conference accommodations information
• Used to determine designated lodging. If this is NOT included, it will
be assumed that your lodging is not designated and you will be
reimbursed per the State of Arizona’s allowable hotel amount.
Copy of the registration
• Should include fee cost, information about meals, etc.
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International Travel
In addition to submitting your Travel Authorization form YOU MUST:
For ANY International Travel
• Register your travel at: http://ua-risk.terradotta.com
Determine if your travel has Export Control Issues
• Visit: https://step.state.gov/step
Determine if your travel requires Defense Base Act Ins.
• Visit: http://risk.arizona.edu/insurance/internationaltravelinsurance.html
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International Travel
Compliance is necessary for you to:
•Receive reimbursement for travel expenses, if eligible.
•Be covered by applicable insurance programs during
international travel
•Receive available university assistance in the event of an
emergency during international travel
•Avoid significant personal fines and potential prison sentences,
internationally
•Avoid disciplinary action and/or limitations on future UA travel
•Adhere to related applicable UA, state, and federal policies
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START HERE
International Travel Procedures
International
Traveler
Faculty, Staff,
Graduate Student
* Complete Supplemental
Travel Authorization Form
and submit to Business Center.
http://uabis.arizona.edu/eForms/
Forms/iTA_Supp_Auth_Travel_War
ning_Areas.pdf
Complete the Online
University International
Travel Registry. Obtain
Registry #.
Going to Travel
Warning Country?
http://travel.state.gov/travel/
cis_pa_tw/tw/tw_1764.html
http://ua-risk.terradotta.com/
NO
Complete Travel
Authorization Form and
submit to Business Center.
Obtain T#.
http://uabis.arizona.edu/uabis/
eforms/launcher.asp?FormID=27
* If going to Travel Warning Country,
Supplemental Travel Authorization Form and
Travel Authorization Form must be submitted
30 days prior to travel.
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Check Travel Registration
and Resolve ANY reason for
waitlist
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International Travel
You will need this T#
when completing your
online International
Travel Registry.
http://uabis.arizona.edu/uabis/eforms/launcher.asp?FormID=27
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International Travel: TerraDotta Travel Registration
When you complete your online travel
registration you are given a number. You
will need this International Travel Registry
# when completing Travel Authorization
Form.
http://ua-risk.terradotta.com/
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International Travel: Travel Authorization Form
Your Online
International Travel
Registry # goes here.
http://uabis.arizona.edu/uabis/eforms/launcher.asp?FormID=27
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Travel Warning: Supplemental Travel
Authorization Form
The Supplemental
Travel Authorization
Form is required for
ANYONE going to a
Travel Warning Country.
The form is 6 pages long
and requires multiple
signatures. A minimum
of 30 days is required
for processing.
SCHOOL OF ANTHROPOLOGY
http://uabis.arizona.edu/eForms/Forms/iTA_Supp_Auth_Travel_Warning_A
reas.pdf
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Reimbursement/Advance Settlement:
Get Receipts
Receipt should include:
• Itemized charges
Request and keep original • Show payment was made
receipts for ALL business • Establishment Name
related travel expenses
• Address
(receipt envelopes are
• Phone Number
available in the Business
• Transaction Date
Office).
• Dates of lodging (if applicable )
• Daily room rate (if applicable)
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Reimbursement/Advance Settlement:
Receipt Example
Itemized
Shows payment made
 Transaction Date
 Establishment Name
 Address
 Phone Number
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Reimbursement/Advance Settlement:
If you received an advance or need to be
reimbursed:
•Complete a Travel Expense
Summary
• Gather all trip related receipts
DO NOT STAPLE RECEIPTS!
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Reimbursement/Advance Settlement:
Travel Expense Report
The Travel
Expense Report
is available in
digital copy and
hard copy from
the Business
Center.
EVERYTHING IN
RED IS REQUIRED!
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Reimbursement/Advance Settlement:
Final Step!
• Submit Travel Expense Report and
receipts to the Business Center ASAP.
• The Business Center will process the reimbursement
and FSO will issue the reimbursement. Usually takes
7-10 business days to process.
• IMPORTANT: failure to submit the necessary
documents within 90 days of the trip will result in
the reimbursement to be treated as taxable income.
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Travel Check List
 For ALL Travel Submit Travel Authorization Form
http://uabis.arizona.edu/eforms/Launcher.asp?FormID=27
 Obtain Travel Advance – if necessary
International Only:
 Register your travel at:
http://ua-risk.terradotta.com
 Determine Any Export Control Issues at:
https://step.state.gov/step
 Determine if your travel requires Defense Base Act Ins. At:
http://risk.arizona.edu/insurance/internationaltravelinsurance.html
Travel Warning Only:
 Submit a Supplemental Travel Authorization Form 30 days prior
to travel
http://uabis.arizona.edu/eForms/Forms/iTA_Supp_Auth_Travel_Warning_Areas.pdf
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Bon Voyage!
• If you have any questions feel free to contact the
Anthropology Business Office at:
1009E. South Campus Dr.
Room 223
Tucson AZ 85721
[email protected]
520-621-1691
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