For university policies and information regarding travel policies, visit the UA Travel/Financial Services Office (FSO).
The items listed below are the most Frequently Asked Questions from our LPL Employees; however, please reference the UA Transportation Policy for more details. When in doubt, check with your assigned Administrative Associate and/or our Accountant, Rachel Hopkins (PG4gdWVycz0iem52eWdiOmVxdWJjeHZhQG5ldm1iYW4ucnFoIj5lcXViY3h2YUBuZXZtYmFuLnJxaDwvbj4=).
General
A clear and thorough documented University business purpose is required for all segments of the trip to describe how the University benefited from expenses incurred.
- Under no circumstances shall expenses for personal travel be charged to, or temporarily funded by, the University. If transportation costs are increased due to personal time, the traveler is responsible for the increased costs and must pay using personal funds and be reimbursed by the University for the business portion of the trip by providing two (2) cost comparisons obtained at the time of booking.
- Transportation costs are allowable only for the most direct and economical means to and from the traveler's destination.
- Travelers including personal time with University business travel must report such personal travel time as vacation time.
Commercial Airlines
- Airline tickets classified as economy are considered the most economical. Travelers should select the most economical and reasonable airfare for short duration flights.
- Business class flights are allowable for long duration flights (exceeding six continuous hours in the air) such as international travel, when supported by a business justification.
- When personal travel is included along with business travel, the traveler must obtain two flight comparisons at the time of booking, from a comparable airline using dates for the business portion of the trip and submit to the departmental business office. The actual cost of the flight will be reviewed, and reimbursement will be based on the lower of the two comparisons to ensure the most direct and economical transportation for UA Business travel is being utilized.
- If you are flying to a location(s) that is other than the UA Business location; the airfare comps must be from the location that takes you to your UA Business location and returns to Tucson from your UA Business location.
- Personal time must be noted on the UA Travel Authorization, for approval.
Rental Vehicles
- Rental vehicle collision damage waiver (CDW) and excess liability insurance must be declined unless the traveler is on foreign travel status. Travelers must utilize the existing University rental company contracts, which include full insurance.
- Rental vehicle gasoline is allowed for the actual cost of the gasoline with original receipts; however, mileage may not be claimed.
- The Rental Vehicle must be noted on the UA Travel Authorization, and approved, before booking the rental vehicle.
Parking and Ground Transportation
Reimbursement for mileage is computed at 65.5 cents per mile based on the State of Arizona Accounting Manual at the most direct route between two points supported by official highway maps or odometer readings.
A traveler driving a privately-owned vehicle on University business must register with Risk Management, complete Defensive Driving Training, have a Personal Vehicle Use Form on file with our department and meet University driver qualifications and licensure requirements. Refer to Fleet Safety Policy for details.
A traveler driving a privately-owned vehicle for University business may receive mileage reimbursement OR may provide gasoline receipts for reimbursement but may not receive reimbursement for both.