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Travel Information

Travel Information. SCHOOL OF ANTHROPOLOGY. Full Presentation (recommended for non-frequent travelers). Select One. SCHOOL OF ANTHROPOLOGY. Traveling on behalf of.

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Travel Information

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  1. Travel Information SCHOOL OF ANTHROPOLOGY

  2. Full Presentation • (recommended for non-frequent travelers) Select One SCHOOL OF ANTHROPOLOGY

  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! • Main • Menu SCHOOL OF ANTHROPOLOGY

  4. What Travel should be pre-authorized? ALLTravel on behalf of The University of Arizona MUSTbe 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. • Main • Menu SCHOOL OF ANTHROPOLOGY

  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: http://uabis.arizona.edu/eforms/Launcher.asp?FormID=27 • Main • Menu SCHOOL OF ANTHROPOLOGY

  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 • Main • Menu SCHOOL OF ANTHROPOLOGY

  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. • Main • Menu SCHOOL OF ANTHROPOLOGY

  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! • Main • Menu SCHOOL OF ANTHROPOLOGY

  9. Attending a Conference When going to a conference provide the following: • Main • Menu SCHOOL OF ANTHROPOLOGY

  10. International Travel In addition to submitting your Travel Authorization form YOU MUST: • Main • Menu SCHOOL OF ANTHROPOLOGY

  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 • Main • Menu SCHOOL OF ANTHROPOLOGY

  12. International Travel Procedures START HERE 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_Warning_Areas.pdf YES Complete the Online University International Travel Registry. Obtain Registry #. http://ua-risk.terradotta.com/ Going to Travel Warning Country? NO Complete Travel Authorization Form and submit to Business Center. Obtain T#. http://uabis.arizona.edu/uabis/eforms/launcher.asp?FormID=27 http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html * If going to Travel Warning Country, Supplemental Travel Authorization Form and Travel Authorization Form must be submitted 30 days prior to travel. Check Travel Registration and Resolve ANY reason for waitlist • Main • Menu SCHOOL OF ANTHROPOLOGY

  13. International Travel You will need this T# when completing your online International Travel Registry. http://uabis.arizona.edu/uabis/eforms/launcher.asp?FormID=27 • Main • Menu SCHOOL OF ANTHROPOLOGY

  14. 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/ • Main • Menu SCHOOL OF ANTHROPOLOGY

  15. International Travel: Travel Authorization Form Your Online International Travel Registry # goes here. http://uabis.arizona.edu/uabis/eforms/launcher.asp?FormID=27 • Main • Menu SCHOOL OF ANTHROPOLOGY

  16. Travel Warning: SupplementalTravel 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. http://uabis.arizona.edu/eForms/Forms/iTA_Supp_Auth_Travel_Warning_Areas.pdf • Main • Menu SCHOOL OF ANTHROPOLOGY

  17. Main • Menu SCHOOL OF ANTHROPOLOGY

  18. Reimbursement/Advance Settlement: Get Receipts 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) Request and keep original receipts for ALL business related travel expenses (receipt envelopes are available in the Business Office). • Main • Menu SCHOOL OF ANTHROPOLOGY

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

  20. Reimbursement/Advance Settlement: • Complete a Travel Expense Summary • Gather all trip related receipts • DO NOT STAPLE RECEIPTS! If you received an advance or need to be reimbursed: 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! • Main • Menu SCHOOL OF ANTHROPOLOGY

  22. Reimbursement/Advance Settlement: Final Step! • Submit Travel Expense Report and receipts to theBusiness 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. • Main • Menu SCHOOL OF ANTHROPOLOGY

  23. 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 • Main • Menu SCHOOL OF ANTHROPOLOGY

  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 85721 anthbiz@list.arizona.edu  520-621-1691 • Main • Menu SCHOOL OF ANTHROPOLOGY

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