2.4. Submit New Travel Authorization
Business and Financial Services → Travel/Reimbursements → Submit New Travel Authorization
This guide will instruct travelers on how to use the new Travel System and request reimbursement.
Business Travel Start to Finish
- Confirming Your Travel Profile
- Request Approval/ Fund Your Travel (submit Travel Authorization)
- Book Your Travel
- Take Your Trip (Travel Status)
- Return From Trip
Confirming Your Travel profile
Both Employees and Non-Employees must confirm their Travel Profile following a first-time login.
The system will import the employee’s profile, however, to book travel, there are a few pieces of information that need to be completed before using the Travel Request and Booking Tool:
- Middle Name: Confirm your Legal Name, including your middle name if you have one. Employees: contact Human Resources if you need to update your name on record.
- Email: A code will be sent to verify your Email address.
- Mobile Phone Number: Enter your Mobile phone number (use for Home/Office phone as well).
- TSA Secure Flight information: Please note that this information is required to match the government issued ID the individual will be using to travel.
- Gender
- Date of Birth
Travelers are welcome to fill out additional fields such as frequent flyer program information and travel preferences. You can also include a credit card to your profile for booking travel, but it is not needed to process a travel auth request. A credit card is only required in your profile if you are using the booking tool in the travel system.
Helpful Links:
- Launch Travel System
- Non-Employee Travel Profile Request
- Quick Reference: Confirming Your Travel Profile
Edge Learning: Getting Started with Travel System
Request Approval for Travel
Once your profile is ready, you can start submitting travel authorization requests. Travel authorization requests are required for any current Employee, Student, or Designated Campus Colleagues (DCC) traveling on behalf of the University of Arizona. Before you can submit the travel authorization, you must ensure that:
- The travel has a legitimate Business Purpose; supports the mission of the University.
- Funds are available for expenses.
The following exceptions must be documented on all travel requests prior to authorization:
- Long term travel status (more than 30 days).
- Personal time taken in combination with business travel.
- Use of airfare other than coach/economy.
- Use of private, chartered, or rented aircraft or rented motor vehicle.
- Vehicle taken out of state (private, rented, or state-owned).
- Lodging in excess of established policy limits; non-designated/unaffiliated conference lodging.
International Travel: The International Travel Registry Number is required for all international travel and it must be included in your travel authorization request. More information about international travel can be found below.
Helpful Links:
- Launch Travel System
- Quick Reference: Complete a Travel Authorization Request
- Edge Learning: Complete a Travel Authorization Request
Expected Expenses:
After you finish the travel authorization request header, the travel system will ask you to list all anticipated expenses for your trip before the request can be submitted. This includes Airfare, Lodging, mileage, PerDiem, & any other expected travel expenses. If you are not anticipating needing any funding from the University, you must include an expense equal to zero in your request so it can be submitted. The travel authorization request cannot be submitted unless one expense is listed so please include “other travel Expenses” equal to zero if you are traveling without funding from UA.
Including A "User-Added Approver":
Before your travel authorization is ready to be submitted, it is important to Include Hanh Do as a "User-Added Approver" so the form is routed to the business office. To add an approver, click on "More Actions" and then "Edit Approval Flow". If you already see Hanh Do or Doug Ulmer's name in either the "Supervisor Approval" or "Budget Approval", then this step can be skipped and your travel authorization is ready to be submitted. If you do not see Hanh or Doug's name, please click on "Add Step" and search for Hanh or Doug in the "User-Added Approver" area and click save. Once you verify the approval flow is complete, you are ready to submit the travel authorization request.