The university is implementing changes to travel, expense, and purchasing practices designed to improve the employee experience and support financial sustainability.
These are part of ongoing efforts to streamline business processes, maximize the institution's buying power, and deliver value to our campus community as we continue to transform our supply chain.
We are sharing important information to help you prepare for changes that might impact you.
Travel and Expense system and new University Card program
New process to follow starting July 1
Starting July 1, all employees should submit travel and expense reimbursement requests and required documentation directly into the expanded system within Concur, where all these transactions are now consolidated.
The updated system provides real-time information and greater visibility into approval and reimbursement requests.
New University Card program for purchasing and travel
This spring, the university began a phased transition from the PCard program to a new three-card model for purchasing and travel activities.
- Business offices will reach out to current cardholders to order their new cards according to the transition timeline of each unit.
- New guidance and procedures for purchasing and travel take effect July 1 and will be available on the Finance and Budget Policies Key changes will include:
- Reimbursement of out-of-pocket expenses is limited to qualified and approved travel expenditures incurred while conducting university business that could not reasonably be paid using a university payment method.
- Updated policy guidance will clarify allowable and restricted purchases on University Cards.
Employees who participated in a pilot program found the expanded travel and expense system straightforward and user-friendly, and suggested offering additional training.
For those using the system, training resources, user guides and FAQs are now available.
Staples is the official university office supplies partner
Beginning July 1, Staples will become the university's official office supply partner and the only office supplier available in the Arizona BuyWays Shop Catalog in UAccess Financials.
- Any office supply purchases should be made through the catalog, not directly through the Staples website.
- Employees can no longer use their University Cards or seek reimbursement for office supply purchases online or with local retailers.
This partnership will reduce the university's total office supply expense by more than 15%, while providing consistent pricing and a seamless purchasing experience across the university.
We appreciate your support as we modernize our supply chain operations and strengthen relationships with our suppliers and partners.
Our team is here to help you as you navigate these changes. Please reach out to us if you have questions or need assistance.