travel expense report university of arizona

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University of Arizona Travel Expense Report.pdf

University of Arizona Travel Expense Report (recommended to use Adobe to complete this form)

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Travel expense report (ua).

Complete this form to request reimbursement for authorized travel expenses.

GPSC Travel Grants

The spring travel grant round opens feb. 15..

Travel Grants are becoming increasingly competitive and should be seen as supplemental to other funding options. Please plan accordingly.

GPSC Travel Grants have the following deadlines:

Fall Round:   Application opens August 16, closes October 15

Winter Round:     Application opens November 15, closes January 15

Spring Round:       Application opens February 15, closes April 15

If you are interested in serving as a GPSC Grants Judge, please sign-up to become a judge here  or email  [email protected] .

Please read ALL of the sections below and the Travel Grant Evaluation Rubric before you apply. Questions may be directed to the GPSC Grants Office at  [email protected] .​ 

To complete your grant application, you will be directed to Submittable, a third-party grant management application. By continuing with this application, you agree to provide your student information to Submittable. Please log-in with your UA NetID email  account.

We strongly recommend that applicants save their work on a separate document (Word or Google doc) to ensure nothing is lost.  If an error does occur, please contact the Submittable Technical Support team at  [email protected]  as soon as possible.​

GPSC is not responsible for non-payments to awardees due to inaccuracies or mistakes on GPSC grant applications. Applicants are solely responsible for ensuring that all materials and information provided in the GPSC applications is accurate. Mistakes, errors, and inaccuracies in the application (e.g., the wrong student ID number) may result in your application being disqualified or unprocessed awards.

Need assistance navigating Travel Grant requirements or have questions?  Please visit the GPSC Grants Director during office hours:

Tuesdays: 4:30pm to 5:30pm

GPSC Council Office - 1031 N. Mountain Ave.

To complete your grant application, you will be directed to Qualtrics, a third party survey platform. By continuing with this application, you agree to provide your student information to Qualtrics, and to having Qualtrics receive and process that student information, in order to complete your application and be considered for a grant award.

ONLINE APPLICATION

GPSC TRAVEL GRANT EVALUATION RUBRIC

Last updated: 08/2023

Grant overview.

GPSC awards grants for UA graduate and professional student travel for professional development purposes. Students may submit one application per round and can receive a maximum of one Travel Grant per academic year. 

Applications for domestic travel may receive up to  $1000 . Applications for international travel may receive up to  $1500 . Domestic travel includes the 50 U.S. states, and international travel constitutes travel to any destination(s) outside the United States or to U.S. territories.

Event types covered by the grant include but are not limited to:

• Travel to attend/present at academic or professional conferences
• Travel to conduct fieldwork or research
• Travel to participate in summer schools or workshops
• Travel to participate in practicums, internships, or other types of experiential learning
• Travel for a job interview or campus visit
• Travel for study abroad or international study

Grant Proposal Application:

Your application should include a travel narrative, a budget worksheet, and a faculty letter of support. Please do not include your name in the travel narrative or budget to preserve the standards of double-blind reviewing.

Before beginning the application, applicants should save their text and responses on a separate document (Word or Google doc) in case an error occurs to ensure nothing is lost.  If an error does occur, please get in touch with the Submittable Technical Support team at [email protected] as soon as possible.

Group Travel Application:

Students who wish to apply to the GPSC Travel Grant Program as a group can submit a single application if all students will be traveling/attending the same event (or other reasons for travel). Group travel is limited to 5 students per application and may include one undergraduate student. However, the Primary Applicant must be a graduate or Professional student.

Applications for domestic travel may receive up to $1000 x Number of students applying. Applications for international travel may receive up to $1500 x Number of students applying. No partial funding will be allowed. One faculty support letter will be allowed and must state the number of students traveling together.

Applicants who apply to the GPSC Travel Grant program as a group will be asked to submit a proposal narrative of no more than 1500 words that should additionally include the following:

A clear, concise, and jargon-free description of the event (or other reason for travel), including what each individual within the group intends to do there, why the named location is the best venue for the activity, and why the travel is relevant to the applicant’s current program of study. Within the proposal narrative, each individual needs to include what they will be doing and how it is relevant to their current program of study. To abide by GPSC’s confidentiality clause, each individual must be listed as “person A, B, C etc.” within the proposal narrative.

Awards may be used to cover the following:

• Lodging: Requested daily rates must not exceed those listed in the  FSO Meals/Lodging Cost Index .
• Meals: Requested daily rates must not exceed those listed in the  FSO Meals/Lodging Cost Index . Meal rates are listed in the posted manuals as “M&IE."
• Local transportation
• Mileage: Requested rates must not exceed those listed in the  FSO Transportation policy .
• Event registration fees
• Workshop fees
• Poster printing fees
• Membership fees  only if membership is required to attend the conference/event

​​ If you have questions regarding the eligibility of an item for funding that is not on the above list, please email [email protected] . 

Can I submit one application for two events?

Yes, but only if the two events are back-to-back (i.e., a conference followed by fieldwork, two back-to-back conferences, etc.).

I plan to travel but am not 100% sure yet that I will be going. Can I still apply?

Yes, you are encouraged to apply even if you are not sure you will be going (i.e., you have not received an acceptance letter for your conference, etc.). If you do not go but receive a GPSC grant, you can withdraw your application, decline the award, or return the funds. 

Does travel to Hawaii count as international travel?

• No, Hawaii and Alaska count as domestic travel. International travel is travel outside of the U.S. or to U.S. territories. Domestic travel includes the 50 U.S. states.

Can I apply for a GPSC Travel Grant if I take personal time before or after the event?

• Yes, but you will be required to submit a justification memo as part of your application explaining that GPSC funds will not be used for personal time.

Is there a limit to the number of days for which I can request lodging and meals?

Can the grant cover travel visas, passport fees, or visa mailing fees?

Can I apply for a travel grant individually in addition to applying as part of a group travel application?

Travel Dates & Eligibility

• Fall round: application opens August 16,  closes October 15
• Winter round: application opens November 15,  closes January 15
• Spring round: application opens February 15,  closes April 15  

You are eligible to apply for the travel grant round immediately preceding your travel start month, and for the round concurrent with or immediately following your travel start month. You may only receive one GPSC Travel Grant per academic year. 

• Fall round: April 15, 2023 - January 15, 2024
• Winter round: October 15, 2023 - April 15, 2024
• Spring round: January 15, 2024 - October 15, 2024  

Travel must start and/or end within the appropriate date range. For instance, if your travel is January 10-18, 2024, you can submit to the Fall 2023 travel grant round. Applications for travel that falls entirely outside of the dates for the round you are applying to will not be accepted or reviewed.

It is currently August, but I know I will be traveling in March of next year. There are two application rounds before my travel start date. Can I apply?

No. You are only eligible to apply for the one round immediately preceding your travel start month (in this case, the January round) and for the one round concurrent with or immediately following your travel start month (in this case, the April round).

Can I apply for more than one travel grant in an academic year if the travel is for different events?

• No, you may receive only one travel grant per academic year. The academic year begins in August.

Can I apply to fund travel which will be taking place after my graduation?

• No. You must be a student at the time of application and travel.

I am an incoming graduate student enrolled in classes for next semester. Can I apply for a travel grant?

• No. You will be eligible to apply for a Travel Grant until you are enrolled.

I am an undergraduate enrolled in a dual or accelerated B.A./M.A. program. Am I eligible?

• Once registered as a graduate student, you will be eligible for a Travel Grant.

Application Deadlines

All required materials must be submitted to the online portal by 11:59 PM Arizona Time on the deadline day. An automated submission confirmation email is generated once an online application is submitted. If you do not receive a confirmation email, please get in touch with the Submittable Technical Support team at  [email protected] .

Faculty statements of support are due on the same day and time as the applications!  In your application, you can enter your faculty supporter's email. Once you submit, it will generate an email from Submittable, which will provide your faculty supporter with a link to upload their statement of support. If you don't submit your application until 11:50 pm the day before the deadline, your faculty supporter may not see their upload link in time to provide you with a letter.

While not having a letter of support does not immediately disqualify you, it will affect your total score. So, please plan accordingly!

Please advise your faculty recommender to submit a brief letter stating (1) the name of the conference, event, or purpose of travel, (2) the date(s) and place(s) of the conference, event, or purpose of travel, and (3) a statement indicating they support the travel and endorse your application. To maintain standards of double-blind reviewing, we ask that they  not  include your name in the file name or the letter of support.

I do not see the Travel Grant application when I click the “Online Application” button on this website.

• The application may not be open yet. Please check the application opening and closing dates listed above. If the application should be open at this time, please email us at [email protected] .

I am having trouble submitting my application online. Can I submit my application materials via email?

• No, we can only accept application materials via online application. If you are experiencing issues, please contact Submittable at [email protected] .

Notification of Awards and Selection Criteria

The number of awards per round is contingent upon the availability of funds and the number of applications received.

Applications are reviewed by graduate students from various disciplines. After the judges submit their evaluation scores, a cutoff score is generated based on the number of applications and the amount of funds available.

For more information regarding the criteria used by the travel grant judges to evaluate the travel grant applications, please refer to the  GPSC Travel Grant Evaluation Rubric .

The GPSC Travel Grant program is competitive and is not a guaranteed source of funding. Awardees are not guaranteed to receive funding before their travel begins.

Applications are sent for review once the deadline passes.  Evaluation of applications takes approximately 4-6 weeks.  Applicants will be notified via email when their application status changes (Accepted, Declined, etc.).  You may also check your online application portal for updates on your status.  If awarded a travel grant, the amount requested in the application will be distributed through the applicant's Bursar's account as a stipend within two to three weeks after award notification. Stipends are considered taxable income and may affect financial aid status.

Applicants who were not awarded  may  be eligible to reapply during subsequent rounds if their travel dates are eligible (see the “Eligibility and Travel Dates” section above).

Award Refund and Event Cancellation Policy

If you are awarded a Travel Grant but are unable to attend or would like to decline your award, please notify the Grants Office at  [email protected]  immediately for instructions on how to return unused funds. If taxes were automatically withheld from your award, only the award amount released to you is to be returned to the GPSC. 

If your event is cancelled but you have already incurred non-refundable charges, the GPSC will not require you to return that portion of the grant to the GPSC. Please complete your Post-Award Report to document the expenses which could not be refunded.

If less than 90% of awarded GPSC funds are used, then that student will be required to reimburse the University of Arizona for the unspent funds. Please notify us of your unused funds at  [email protected] .

Any funds being returned to GPSC must be returned prior to June 30 of the fiscal year in which you were awarded.

Post-Award Report

Travel Grant awardees must submit a Post-Award Report within thirty (30) days after completing travel or receiving an award announcement (if travel has already been completed). Awardees failing to submit a Post-Award Report will not be eligible to apply for any future GPSC awards (until the requirement is fulfilled). 

The Post-Award Report will be assigned to awardees and completed entirely through the Submittable platform. When you log in and click your accepted grant application, you will see the post-award report under the tab labeled "Forms." Required components include 1) a 300-500 word narrative, 2) proof of attendance and 3) verification that all other award conditions have been met. 

Travel Grant awardees are required to keep receipts of all expenses incurred during travel, to be submitted if requested by the Grants Office.

Reviewing Grants and Confidentiality

Each grant application is evaluated by 2-3 volunteer graduate and professional students.  

Serving as a judge is a requirement for receiving an award (you will be a judge the following round of getting accepted). However, you don't need to receive a grant to be a judge. 

Any graduate or professional student may volunteer to serve as a judge. You can sign up to be a GPSC judge/reviewer by emailing [email protected] or filling out this form . Serving as a Grants Judge allows you to obtain an insider's perspective on the evaluation process. Other reasons include the following:

Formulate a more competitive application by reviewing applications

Service experience for your CV or resume

Learn an evaluation process similar to major granting agencies  

PLEASE NOTE: You may not serve as a Judge for the Travel Grants in the same round you applied. You may, however, be assigned applications for a different grant (ReaP, PPG, or POD). Please notify us if you have submitted an application and would also like to serve as a judge that round. 

GPSC takes our responsibility seriously to maintain confidentiality. 

Measures to Ensure Confidentiality:

GPSC policy directs applicants not to include personal identifiers in their application documents.

Application information shall only be used for evaluation purposes unless disclosure is mandated by University Policy or applicable law.

Applicants may not contact student reviewers/ judges.

Before reviewing grant applications, every individual must sign a Confidentiality and Non – Disclosure Rules form  [ Click here for Confidential Agreement ]. GPSC is not liable for the intentional breach of confidentiality by reviewers.

GPSC uses a third-party platform, Submittable, for Grants application, submission, and management.

GPSC is not liable for third-party security breaches and hacking of our emails, computers, cloud, and servers.

Thank you to our supporters!

Travel grants are made possible by funds provided by the GPSC, the Graduate College, Student Fees, and the College of Engineering. Thank you to all of our partners for their meaningful contributions to graduate and professional student advancement.

Math Business Office

• Contact the Business Office
• Knowledge Base
• Business and Financial Services

Business and Financial Services → Travel/Reimbursements → Travel reimbursement

2.4. Travel reimbursement

Travel expense reimbursement.

Faculty, staff, students and invited visitors or guests may be reimbursed for university-related business travel by the Mathematics Business Office. The reimbursement process begins with completion of the Travel Authorization Form prior to the commencement of the travel. The Travel Authorization form lets the department and university know about the travel details, length of travel and substantiate the availability of funding. The Business Office sends the completed travel authorization form to the Travel Office and this document is later referenced on the travel expense report completed for the individual to be reimbursed. Completion of this form is a mandatory step in the reimbursement process.  Failure to submit the Travel Authorization form and International Travel Registry for international travel prior to travel may result in expenses being unable to be reimbursed.  

Upon completion of travel, UA policy requires pertinent documentation and receipts to be submitted within ten days of the end of travel. They should be submitted to room 117 of the Mathematics Business Office for processing. The payee will then receive an email within 3 days requesting for them to return to the Business Office to sign their travel expense report. Reimbursement cannot be processed until the travel expense report is signed.

Common components of any travel expense report include airfare, lodging, meals per diem (or restaurant receipts), conference registration, and other transportation items such as train or taxi cab fares, parking and tolls paid. Below are items of information pertinent to each of these components. 

• Airfare reimbursed is for the most economical and direct route possible.
• When traveling to another city in addition to that of university business, a flight comparison document of the route otherwise taken is required, and the university will reimburse the lesser of the two amounts.
• A flight comparison document is also needed when the traveler is combining personal and business travel. The comparison must reflect the dates that travel would occur without the the additional days for the personal travel.
• If federal funding is being used to support the travel in question, traveler must use airlines in accordance with the Fly America Act, further detail of which can be found at http://www.gsa.gov/portal/content/103191
• Disallowed airfare-related expenditures include those for change fees, early-bird check-in, premium seating, trip insurance and food/beverages not included in the airfare.
• Airfare receipt must show the method of payment that was used.  
• Lodging must be with a commercial establishment, and is subject to the per diem rate for the applicable city, as listed in the Arizona Meals and Lodging Per Diem Index. If the destination city or county is not listed, the reimbursement rate defaults to $94/night plus taxes and fees.
• If lodging was designated by the conference or event, it can be reimbursed at actual cost. Designated lodging must be proven with documentation.
• Lodging/hotel receipts are reviewed for all charges as they relate to meals per diem and conformance to university policy. For example, a restaurant charge might be deducted from a lodging bill if the payee is also being reimbursed on a meals per diem basis.
• Lodging is only allowed if the destination of travel is greater than 35 miles from traveler’s duty post.
• Disallowed lodging-related expenditures include long-distance calls, laundry, gratuities, personal entertainment, resort fees and valet parking.
• Lodging to be reimbursed must show the method of payment that was used.  

Meals per diem

• All points related to meals per diem here apply to the traveler only.
• Meals may be reimbursed on a per diem basis subject to the rate for the applicable city, as listed in the Meals and Lodging Per Diem Reference Guide.
• Meals to be reimbursed typically follow from the trip itinerary, down to the times of departure and return. This may result in partial days of per diem in which the daily amount is split between breakfast, lunch and dinner.
• Please note that at an overnight stay is required to be reimbursed on a meals per diem basis, and rates follow the location of the lodging.
• Reimbursement can only be on one basis, per diem or actual receipts; there cannot be a mix or combination of the two methods.
• If a conference, hotel or event provided a meal or meals, those would be reduced from the amount to be reimbursed.
• Payee may certainly elect to be reimbursed for less than the amount allowed, and should communicate this to the business office in such a case.    

Other Methods of Transportation

• There are some receipt documents that can be scanned and sent to us as PDF’s, but any other transportation typically found on a paper receipt, such as for a cab fare or parking needs to be mailed in or brought to the business office, as the original receipts for those are required.
• Mileage driven must be documented by a MapQuest or other site, showing most direct route and number of miles; mileage is reimbursed at the rate of $0.445/mile.
• Either mileage or gas receipts must be used as the basis for reimbursement; the two cannot be mixed or combined.
• If driving is elected over flying, both a written justified reason and a flight comparison document must be submitted.
• Employees driving personal vehicles on university business are required to obtain departmental authorization by reviewing and completing the UA personal vehicle form, found here: Personal Vehicle Form. Please return completed form and proof of insurance to the Business Office for approval.
• Personal vehicles driven on U of A business - There is no State coverage for damage to personal vehicles. Vehicle owners are expected to have their own insurance, and the mileage reimbursement rate includes a cost factor for this expense. Liability incurred in a personal vehicle on U of A business is covered by the State, but only on an excess basis. Personal liability insurance must be exhausted to address claims before State coverage applies.        

Please contact the Business Office with any travel-related questions in person or submit to [email protected].

Travel Reimbursements

Quick overview.

For Travel Authorization Form

Department Number: 0415 Department PO Box: 210023 Department Room: Chávez 415 Department Contact: Maggie Trinkle Contact Phone:  520-626-4206 Duty Post: Tucson, AZ

For Adobe Sign

Department Approval:  [email protected] Fund Approver:  [email protected]

For More Information

Maggie Trinkle Business Administrator, Senior [email protected]

Find the information you need both before and after travel to get your expenses reimbursed.

Pre-Travel Guidelines

Travel authorization form.

• Before booking your flight or travel, be sure to submit a travel authorization form with all the dates and destinations you will be traveling to. (Note: you must download and save the PDF file before filling it out.)  
• This form is to be signed and authorized by the Department Head or Business Manager at the bottom of the form and  not  by the traveler (you), except in the case of  travel advances (see info below).  
• You are responsible for completing and submitting this form. The department will not submit this form on your behalf and is not held responsible for the reimbursement if the form was not submitted. All forms need to be submitted to the Business Center for appropriate signature approval.  
• No more paper forms will be accepted. You must submit them online for routing via Adobe Sign. Follow the instructions at the bottom of the form.

Travel Advances

• For travel advances  the travel authorization must be completed no later than 2 weeks prior to departure date. No travel advances will be issued if submitted with less than 2 week notice under any circumstances.  
• Additionally, original receipts must be provided for a Travel Expense Report to the Business Center within 2 weeks of arrival at your destination. Failure to do so will result in your travel advances being withdrawn from your account.

For International Travel

• All international travel require a  minimum  of 30 days notification.  
• Terradotta registration will provide you with an "International Travel Registry Number" that you must fill in on the Travel Authorization Form.  
• You are responsible to complete and review the status of your travel on Terradotta. Make sure all information has been submitted correctly in the system, including the "Additional Questionnaire".  
• If you are traveling to a foreign country, be sure to verify if the country is a travel warning country. You can do so by visiting the U.S. Department of State's website on traveling abroad.  
• Travel Authorization Form.
• "Travel Supplemental Authorization Form for Travel Warning Areas" on  UA Global Travel Registry (Terradotta) .
• Travel Registration on Terradotta, including the "Supplemental Questionnaire".

Booking Your Flights

If you would like for the department to pay for your flights in advance instead of reimbursement, please contact Bon Voyage Travel . Contact Dawn Bigelow at 520-825-2757 or via email [email protected]  for booking. You still need to have your Travel Authorization Form submitted and on file with the Business Center prior to booking your flights.

Your Per Diem and Hotel Allowance

• Hotels cannot be paid via PCard. Before booking, make sure to know your maximum allowance for hotels under  Financial Services Office's policy .  
• If your lodging is at the site of a conference then you are allowed to go over the maximum lodging allowance. However, documentation  must be  provided to verify that conference was at your hotel. Failure to adhere to Per Diem allowances will result in partial reimbursement for lodging.  
• Per Diem is not allocated on the bases of the days of travel but on the time of departure and arrival. For example if your travel starts at night, you will only receive Per Diem for dinner and not for all 3 meals of the day.

Post-Travel Guidelines

General guidelines.

• If you requested a Travel Advance, you must submit all original receipts for a Travel Expense Report to the business center within 2 weeks of arrival at your destination. Failure to do so will result in your travel advances being withdrawn from your account.  
• If you are requesting a travel reimbursement, you have a 90 day period to submit your request. Post 90 day period, your reimbursement will be considered as "income" and thus subject to tax.

Reimbursing Meals

• If you received Per Diem, no meal receipts are needed. Otherwise, you must keep your original receipts  and  itemize each of them. Failure to do so may result in reimbursement being denied by the Financial Services Office.  
• If it was a group travel, it is easier and preferable for each group member to pay for their own meals and submit reimbursement requests individually. Be sure to keep your original receipts.

Reimbursing Lodging

• Under no circumstance should you pay for someone else's lodging. Financial Services Office will not reimburse you for purchases incurred on other's behalf.  
• Be sure to provide a lodging receipt and not an invoice. A receipt should contain the method of payment and/or say "Balance due $0.00" while an invoice will only state the cost of the rooms. Financial Services Office will not reimburse invoices.  
• Financial Services Office will only reimburse up to the maximum Per Diem lodging allowance. Only when your hotel was a site for a conference and documentation was provided would Financial Services Office allow payment exceeding the maximum Per Diem amount.

Reimbursing Transportation

Financial Services Office will reimburse only the basic transportation but not for any of the added fees or commodities. This includes charges for choosing seats, upgrades, or overweight luggages. The only time when the charge for overweight luggage would be permissible is if the faculty provides a signed memo stating the reason and how this was used for scholastic purposes in the conference/meeting.

Additional Travel Expenses

If additional travel expenses were made, be sure to provide the original receipts with an explanation of what they were and their purpose of purchase. Financial Services Office will not reimburse any alcohol, tobacco, or medical products purchased during your travel.

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• Financial Services Manual
• 14.00 Travel

14.14 Lodging

Policy information, purpose and summary.

To provide the requirements and guidelines for lodging expenditures for employees, students, Designated Campus Colleagues (DCCs) and vendors while traveling to conduct University business.

Arizona Revised Statues State of Arizona Accounting Manual

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Definitions

• Accountable Plan: The University of Arizona reimburses employees under the IRS Accountable Plan in which expenses must have a business purpose, be adequately documented, and submitted within a reasonable period.
• Commercial Lodging: Includes any business enterprise that offers its services to the public and charges an advertised rate, including accommodations offered by online rental services such as Airbnb and VRBO and other offerings.
• Lodging Limit: The maximum lodging expense payment or reimbursement limit established by the State of Arizona, also known as the State’s lodging rate or Rack Rate. Lodging rates are “room” or “rack” rates; other charges that are imposed by the applicable government authority, such as taxes, may be reimbursed in addition to the lodging limit amount.
• Long-Term Travel: A temporary work assignment to a duty post, more than thirty-five (35) miles from the individual’s residence and/or primary duty post for periods greater than thirty (30) days but less than one (1) year. Travel exceeding one (1) year should refer to Policy 9.14 Relocation Policy for Employees .
• Traveler must be on authorized University travel at least 35-miles from their designated duty post to be eligible for reimbursement or direct payment to the vendor. Lodging rates are designated by the State of Arizona Accounting Manual , Topic 50, Section 95, to provide suitable and safe, but not luxurious accommodations and travelers should request the lowest available rate.
• Lodging costs incurred within 35 miles of the traveler’s designated duty post or residence will not be reimbursed unless extenuating circumstances exists which makes it necessary for the traveler to attain lodging. Supporting documentation must include an itemized billing statement from the lodging venue along with an explanation describing the extenuating circumstances. Reimbursement or direct pay to the lodging venue is considered taxable income to the employee and will be reported on the employee’s W-2 form.
• A clear and thorough documented University business purpose is required for all trip related lodging requirements detailing how the University benefited from the expenses incurred.
• Under no circumstances shall lodging, while on personal travel, be charged to or temporarily funded by the University. Only individual business lodging costs will be incurred either via reimbursement or direct payment. The traveler is responsible for additional lodging expenditures while on personal travel.
• University employees who earn vacation hours and include personal time with University business travel must report such personal travel time as vacation time in UAccess Employee.
• Designated lodging may exceed maximum lodging limits and are allowable without additional justification when a copy of the conference brochure showing the designated lodging rate is provided.
• Resort fees, booking fees, health club facility fees and cleaning fees are allowable if such fees are non-discretionary and always charged by the establishment and such charges, when added to the room rate, do not increase the daily lodging charge above the maximum reimbursement rate. Fees increasing the single room rate cost above the lodging limit require justification with a business purpose.
• Payment or reimbursement for lodging costs, exclusive of taxes and other charges that are imposed by the applicable government authority, may not exceed the maximum lodging rate designated by the State of Arizona. Exceeding maximum lodging rates designated by the State of Arizona must be justified with a business purpose detailing why the accommodations were selected.      
• Additional lodging expenses for room features, personal items incurred, or the convenience of the traveler that are not for the primary benefit of the University are not reimbursable.
• Cancellation and late fees are discouraged although, reimbursable if fees incurred are the result of a business decision or due to serious unpredictable or unavoidable personal reason, which is at the discretion of department leadership. These costs will not be reimbursed when the fee is incurred for personal purposes or are determined to be avoidable.
• Business-related telephone, internet, and communication charges, including those incurred at a hotel business center, are reimbursable when documented by original receipts or are included in the itemized lodging receipt, and supported by a business purpose.
• Rates for Alaska, Hawaii and the US Territories are located on the Defense Travel Management Office website.
• Rates for international travel lodging and meals are located on the  US Department of State Office of Allowances rates website.
• Travel related expenses submitted for reimbursement by vendors, contractors or other non-employees must follow University Travel policy designated by the State of Arizona when conducting state business. Exceptions include when a written agreement or a contract is in place and signed by a University designee with signature authority. Substantiated travel reimbursements with original itemized receipts under the IRS accountable plan are not reported on the IRS Form 1099.

Long Term Travel

• If the employee will be away from their duty post for more than 365 days, this is not considered travel status. Once the traveler knows the duration will be greater than 365 days it becomes a relocation and is not considered University travel and will not be reimbursed within this policy. Refer to  Policy 9.14 Relocation Policy for Employees  for policy on relocation expenses
• Long term travel status applies to sabbatical leave but is not necessarily restricted to only sabbatical leave.
• Travelers are allowed regular lodging and meal reimbursement rates for the appropriate season, not to exceed seven (7) days, while arranging for long term assignment if arrangements for accommodations were unable to be made prior to traveling.
• Meal reimbursements will be made at the rate of fifty (50%) percent of the full-day amount allowed for the designated location.   
• Lodging will be reimbursed at the rate of twenty-five (25%) percent of the amount allowed for the destination. Lodging reimbursement includes all related costs such as electricity, gas, water, and telephone. 
• Maximum reimbursable amounts must be determined in advance by the department, on a case-by-case basis. 
• Receipts are required for expenditures for which the traveler is requesting reimbursement.
• Sponsored Project Grant and Contract accounts: If the grant or contract provides specific lodging reimbursement rates for foreign or domestic travel, these rates will be honored but must be supported by a copy of the relevant page of the grant or contract.

Lodging rates are based on the location, where the traveler will be during the rest period of their trip, documented on a travel itinerary. Steps to identify the allowable lodging reimbursement rate are as follows: Domestic:

• Travel prior to 1/8/2024 is required to use the lodging rates published by the State of Arizona Accounting Manual dated 10/1/2022. Travel on or after 1/8/2024 will be required to use the State of Arizona Accounting Manual lodging reimbursement rate table (begins at page 6).
• Locate the state, city or county and review the lodging column for the room rate maximum limit to make reservations.
• If the specific city is not listed, use the rate applicable to the county in which the lodging occurs.
• If neither city nor county is listed, use the default rate listed at the beginning of the table.

International:

• If traveling to Alaska and Hawaii, use Defense Travel Management Office rates.
• If city is not listed for locations outside the continental US, use the “Other” rate provided.
• Purchasing : Contracting with a hotel
• PCard : 6.3 Hotel enhancement
• Prepaid Travel : Prepaying for Hotel Expenses
• Supporting documentation must include citizenship of the traveler(s) to ensure requirements for payment(s) to and on behalf of a foreign visitor are followed.
• When travelers share lodging while on University business and each traveler pays their portion, each traveler should obtain a separate receipt from the hotel when submitting for reimbursement. When the establishment is unable to provide separate receipts, one traveler should submit the original receipt, marked with “Shared Lodging” and indicate the costs incurred by the traveler on the receipt. The second traveler should submit a copy of the same receipt marked “Shared Lodging” indicating their costs incurred for reimbursement. Documentation must include the names of all travelers sharing the room. Shared lodging with multiple travelers on University business may be reimbursed per person, not to exceed the actual costs incurred, subject to lodging reimbursement limits. Reimbursements must include full details of what occurred and a breakdown of expenses for auditing purposes. Example #1: Two travelers shared a room, and one traveler identified as the primary person and paid for lodging in full. The primary traveler submits the full billing statement and is reimbursed the full amount. When the room rate exceeds the single room rate lodging limit, write “shared lodging” on the billing statement. Supporting documentation must include the Travel Authorization number, name, and affiliation of both travelers. If the billing statement does not reflect the travelers name that is being reimbursed, please provide proof of payment. Example #2 : Two travelers (or multiple travelers) shared a room and each paid a portion of the expense. When the room rate exceeds the single room rate, write “shared lodging” on the billing statement and include a breakdown indicating each traveler’s portion. Make copies of the billing statement for each traveler’s reimbursement. Supporting documentation must include the Travel Authorization number, names, and affiliation of all travelers.  
• Upon return from travel, prepare a Travel Expense Report following post-trip instructions . Submit documentation accordingly to seek reimbursement and include business purpose and justification for expenditures outside of University policy.
• When University employees make their own lodging arrangements or can control the site of the conference, training sessions, or agency meetings, the conference designated hotel ruling may not apply. If established lodging reimbursement maximums will be exceeded when the site is controlled by the University, a request for exception should be documented within the expenditure. The exception request should explain why it is impractical to use commercial establishments where the rates are within prescribed allowances.
• Lodging upgrades exceeding lodging rates unless supported with a business purpose.
• Movies, alcoholic beverages, water, juice, and snacks available in the room.
• Valet parking for the convenience of the traveler.
• Internet, Wi-Fi, or hot spot unless supported with a business purpose.
• Health club charges, unless medically required by traveler’s physician.
• Room Service (Meal Reimbursement rates will be reimbursed). 
• Tips to baggage porters, maids, and service personnel, as these are inclusive of meal and incidental reimbursements.
• Expenses incurred to conduct personal business or for the personal preference or convenience of the traveler.

Frequently Asked Questions

• When the conference hotel lodging rate exceeds the reimbursement limit, how should this be handled? The State of Arizona lodging limits allow for an exception for designated lodging locations to reduce ground transportation costs when attendees at a conference have no control over the venue. Travelers will be reimbursed actual costs when the conference brochure or website is provided classifying the hotel as the conference hotel. Accommodations at an alternate hotel in the immediate vicinity of the conference hotel are also considered designated lodging; when no vacancies exist at the conference location and details are provided in the supporting documentation.  
• How do I determine the lodging rate for the commercial establishment? Traveler should read and understand expenditures to be incurred on behalf of the University when booking reservations. When additional fees increase the lodging costs, the traveler assumes responsibility for these expenses unless there is a compelling business purpose.  
• What are the receipt requirements for lodging costs? Lodging costs are determined by the address on the billing statement, invoice, or receipt and should include the traveler’s name, lodging establishment name and address, check-in and check-out dates, and itemized expenses to include room charges, applicable taxes, and fees. Proof of payment should also be provided if paid by the traveler directly.  
• Why does the employee have to sign or approve a reimbursement? University policy requires employees to authorize reimbursement of expenses and certify the reimbursement is a bona fide University expenditure that has not been reimbursed by another entity, or paid with University PCard, or other funds.  
• When personal travel is combined with business travel, how should this be handled? When personal travel is combined with business travel, the traveler should make lodging arrangements directly and provide a personal credit card to secure the room and charges. When submitting for reimbursement, the University will reimburse the most economical room rate available at the same hotel, within the allowable State of Arizona lodging limits.  
• My significant other made my business travel lodging reservation using their credit card, and the lodging receipt is in their name. Can I be reimbursed? University best practice is to reimburse the individual who incurred the expense when possible. However, the significant other can provide a signed statement or email indicating the University can reimburse the traveler. Supporting documentation must include the signed statement or email from the individual that incurred the cost.

Related Information

9.10 Requisitions/Reimbursements 9.18 Small Dollar/Direct Purchase Procedures 9.16 Payments to Nonresident Alien 14.12 Accountable Plan 14.16 Preparing a Travel Expense Report 14.17 Cancellations and Corrections Business Purpose Guide Purchasing Policies Manual Purchasing Card Policies Manual 6.3 Hotel Enhancement Contracting with Hotels Risk Management

* Please note that sections titled Procedures, Frequently Asked Questions, Related Information, and Revision History are provided solely for the convenience of users and are not part of the official University policy.

Travel Stipend

SGPP students may apply to receive a travel expense stipend for academic conferences, out-of-state & international internships, study abroad programs, and student exchange programs.

Eligible Expenses 

• Airfare (maximum of $500 for domestic; $1,000 for international) 
• Conference registration fees (maximum of $500) 

Requirements 

You must meet the following requirements to apply for stipends/reimbursements: 

• You must be a declared SGPP major (Law, Criminal Justice Studies, Public Management & Policy, or Political Science)
• Junior or Senior status (minimum of 60 credits completed) with a 2.25 GPA or higher
• Paying SGPP Program fees.
• Be accepted into program before applying for stipend
• Individual student awards may not exceed  $2500 total  over the course of their time in an SGPP major. 
• Purpose of travel must be relevant to your major or earning a degree for your major in the School of Government and Public Policy.
• Applications must be submitted  at least 30 days prior to departure
• Study Abroad or International Internship students  must  be enrolled in that course for the semester for which they are seeking a stipend
• Students traveling internationally will be asked to register their trip with the university (instructions to complete this step will be provided once funding is awarded)
• You must be attending the UA main campus (completing an LOA for program is acceptable) 
• You will be held to the  Student Code of Conduct  standards while representing the UA at off-campus events/locations.

All stipends/reimbursements are credited to the your Bursars Account. Any deficits on the Bursars account will be satisfied before a refund will be issued. 

How to Apply 

Do not wait until the last day to submit online applications! Incomplete or late applications will not be considered for funding

• Brief statement answering the following questions (250 words):  How is this program relevant to your major in the School of Government and Public Policy? How will this program will help you achieve your future professional interests? 
• Résumé - including current education, career, scholarship and volunteer experience  
• Original airfare receipt showing itinerary and proof of purchase   (this must include the total payment and the last four digits of the credit card used as payment).
• Original conference registration receipt showing proof of purchase (if applicable) 
• Academic Conference: Copy of conference registration, as well as a conference flyer or other information from conference website. 
• Internships: Copy of completed internship application or letter from internship organization verifying acceptance 
• Study Abroad: Copy of study abroad confirmation letter/email or copy of letter stating you have been accepted into study abroad program (via the UA or other University). 
• Student Exchange:   Copy of transfer credit pre-approval form (must be signed by academic advisor and registrar) or copy of letter stating you have been accepted into a student exchange program

All materials must be emailed to Sabryna Jaimez: [email protected] . All application materials must be received at least 30 days prior to the student's depature.

All student stipends are contingent on availability of funds.