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Travel Information SCHOOL OF ANTHROPOLOGY. Select One SCHOOL OF ANTHROPOLOGY Travel Authorization Form/ Advance RequestAttending A ConferenceInternational/Warning.

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Presentation on theme: "Travel Information SCHOOL OF ANTHROPOLOGY. Select One SCHOOL OF ANTHROPOLOGY Travel Authorization Form/ Advance RequestAttending A ConferenceInternational/Warning."— Presentation transcript:

1 Travel Information SCHOOL OF ANTHROPOLOGY

2 Select One SCHOOL OF ANTHROPOLOGY Travel Authorization Form/ Advance RequestAttending A ConferenceInternational/Warning Country TravelReimbursement/Advance SettlementTravel ChecklistContact Us Full Presentation (recommended for non-frequent travelers)

3 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! SCHOOL OF ANTHROPOLOGY Main Menu

4 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. SCHOOL OF ANTHROPOLOGY Main Menu

5 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: orms/Launcher.asp?FormI D=27 orms/Launcher.asp?FormI D=27 SCHOOL OF ANTHROPOLOGY Main Menu

6 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 state- owned). TRAVEL WARNING COUNTRY SCHOOL OF ANTHROPOLOGY Main Menu

7 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. SCHOOL OF ANTHROPOLOGY Main Menu

8 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! SCHOOL OF ANTHROPOLOGY Main Menu

9 Attending a Conference Copy of the conference information (Flyer or brochure) Make sure it has dates and location Copy of the registration Should include fee cost, information about meals, etc. 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. When going to a conference provide the following: SCHOOL OF ANTHROPOLOGY Main Menu

10 International Travel In addition to submitting your Travel Authorization form YOU MUST: For ANY International Travel Register your travel at: Determine if your travel has Export Control Issues Visit: https://step.state.gov/stephttps://step.state.gov/step Determine if your travel requires Defense Base Act Ins. Visit: SCHOOL OF ANTHROPOLOGY Main Menu

11 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 SCHOOL OF ANTHROPOLOGY Main Menu

12 International Traveler Faculty, Staff, Graduate Student International Traveler Faculty, Staff, Graduate Student Complete the Online University International Travel Registry. Obtain Registry #. Complete the Online University International Travel Registry. Obtain Registry #. * Complete Supplemental Travel Authorization Form and submit to Business Center. Forms/iTA_Supp_Auth_Travel_War ning_Areas.pdf * Complete Supplemental Travel Authorization Form and submit to Business Center. Forms/iTA_Supp_Auth_Travel_War ning_Areas.pdf Going to Travel Warning Country? YES NO Complete Travel Authorization Form and submit to Business Center. Obtain T#. eforms/launcher.asp?FormID=27 Complete Travel Authorization Form and submit to Business Center. Obtain T#. eforms/launcher.asp?FormID=27 Check Travel Registration and Resolve ANY reason for waitlist * If going to Travel Warning Country, Supplemental Travel Authorization Form and Travel Authorization Form must be submitted 30 days prior to travel. cis_pa_tw/tw/tw_1764.html START HERE SCHOOL OF ANTHROPOLOGY Main Menu International Travel Procedures

13 You will need this T# when completing your online International Travel Registry. International Travel SCHOOL OF ANTHROPOLOGY Main Menu

14 When you complete your online travel registration you are given a number. You will need this International Travel Registry # when completing Travel Authorization Form. SCHOOL OF ANTHROPOLOGY Main Menu International Travel: TerraDotta Travel Registration

15 Your Online International Travel Registry # goes here. SCHOOL OF ANTHROPOLOGY Main Menu International Travel: Travel Authorization Form

16 reas.pdf SCHOOL OF ANTHROPOLOGY Main Menu 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.

17 SCHOOL OF ANTHROPOLOGY Main Menu

18 Reimbursement/Advance Settlement: Get Receipts Request and keep original receipts for ALL business related travel expenses (receipt envelopes are available in the Business Office). Receipt should include: Itemized charges Show payment was made Establishment Name Address Phone Number Transaction Date Dates of lodging (if applicable ) Daily room rate (if applicable) SCHOOL OF ANTHROPOLOGY Main Menu

19 Reimbursement/Advance Settlement: Receipt Example Itemized Shows payment made Transaction Date Establishment Name Address Phone Number SCHOOL OF ANTHROPOLOGY Main Menu

20 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! SCHOOL OF ANTHROPOLOGY

21 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! SCHOOL OF ANTHROPOLOGY Main Menu

22 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. SCHOOL OF ANTHROPOLOGY Main Menu

23 Travel Check List For ALL Travel Submit Travel Authorization Form Obtain Travel Advance – if necessary International Only: Register your travel at: Determine Any Export Control Issues at: https://step.state.gov/step Determine if your travel requires Defense Base Act Ins. At: Travel Warning Only: Submit a Supplemental Travel Authorization Form 30 days prior to travel SCHOOL OF ANTHROPOLOGY Main Menu

24 Bon Voyage! If you have any questions feel free to contact the Anthropology Business Office at: 1009E. South Campus Dr. Room 223 Tucson AZ SCHOOL OF ANTHROPOLOGY Main Menu


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