Travel and Expense Policy Updates/Reminders

This s a supplemental guide to help employees identify changes made during July 1, 2026, policy updates.  

This guide highlights changes included in the July 1, 2026 policy update. Any additional changes made after are not included. This is a snapshot in time and is not all-encompassing. Please continue to refer to policy for the most up-to-date information and language, as this is not a substitute for financial policy.  

Using the Legend

Each policy page has four main sections: definitions, policies, procedures, and frequently asked questions.  

To help employees locate the changes made on July 1, use the legend below to reference the applicable policy and the section updated.

  • D=Definition
  • PL=Policy
  • PR=Procedure
  • F=Frequently Asked Questions

Example: (D3) = Section 3 under Definitions in that policy.

14.10 Travel Request Approval

  • Travel Requests are now required for same-day travel over 35 miles from the duty post (without an overnight stay). (PL1)
    • Duty Post: The employee’s primary designated work location, as identified in university records, that serves as the employee’s official work location for purposes of travel status and reimbursement eligibility, regardless of whether the employee is working remotely, on-site, or temporarily at another university location (D3) (Definition expanded, however, not new policy)
  • Best Business Practice: Blanket Travel Requests by fiscal year are appropriate for employees traveling 35 miles or more from their duty post on a regular basis. (PR2, F2)
  • Travel Request approval is required at a minimum of five days before travel. (PL1)
  • Travel Requests not approved within 14 days will escalate to the approver’s supervisor. (PR5a)
  • Traveler approves the travel details and expected expenses upon submission.
  • A Travel Cash Advance request may be submitted for review at the time of the Travel Request. (PL3f)
  • Best Business Practice: Long-term travelers should consult with their business office prior to submitting a Travel Request. (PL4)
    • Long-term travel status (exceeds 30 days). See additional requirements for lodging and Meal Travel Allowance funding during long-term travel status. See 14.11 Travel Payment & Funding. (PL4a)
  • Best Business Practice: Group travel should consult with their business office prior to submitting a Travel Request. (PL5, D5)
    • The primary delegate may use the OneCard for student group or DCC travel. (PL5a)
    • For Travel Requests not submitted/approved before travel, the employee may still be reimbursed, although it will be routed to the Account Manager for final approval. (F3)
  • Travel Request email notifications begin after five days if not approved. (F6)
  • Expected Expenses: pProject anticipated costs for a trip, including flights, hotels, car rentals, meals, and registration fees that employees enter in Travel & Expense viaa Travel Request for pre-approval. These estimates help manage budgets and allow travelers to obtain authorization for expected costs, including both booked segments and out-of-pocket expenses. (D4)
    • Individual trips should include an estimated cost of the travel (PR4a)
    • Each type of expense and amount is listed separately (PR4b)
    • Other expenses should include a description and business purpose (PR4c)

14.11 Travel Payment & Funding  

  • Employee Travel
    • Travelers must submit travel expenses in accordance with university procedures and system requirements.
    • Travel expenses must be paid using an approved university direct payment method when available and appropriate. (PL1)
    • Travelers must use a TravelCard, OneCard, or other authorized payment method in accordance with university policy. (PL2)
    • 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. (PL3)
  • Travel Cash Advance (formerly known as a Travel Advance): (D13)
    • Only permitted when no other practical means are available. (PL5)
    • Not permitted for airfare and requires justification for lodging and conferences. (PL6)
    • All employee reimbursements exceeding 90 days are routed to the Account Manager for approval. This approval does not exempt the employee from any university tax reporting requirements.  
    • Travel Cash Advances exceeding $3,000 require Account Manager approval. (PL11)
    • Not available for:
      • Long-term travel (exceeding 30 days) (PL11a)
      • Employees who were issued a TravelCard or OneCard (justification allowed in some circumstances) (PL12)
      • Employees whose card privileges have been revoked (PL11e)
      • Employees that have not applied for a card and are frequent travelers
      • Issued when travelers owe money to the university (PL11c)
    • All university travelers, particularly those identified as frequent travelers, should apply for the TravelCard or OneCard. (PR 1)
    • A University Card is the preferred payment method for airfare, lodging, and conference expenses, unless restrictions apply. (PR2)
    • Best Business Practice: Long-term travelers should consult with their business office and review policies 13-17.  
    • Best Business Practice: Employees making travel purchases for non-employees should consult with their business office and review policy 4 and procedures 17-22  
    • Best Business Practice: Employees making group employee or infrequent employee travel purchases should consult with their business office and review procedures 5-7.  

14.12 Accountable Plan

  • Definitions restructured and realigned
  • All employee reimbursements exceeding 90 days are routed to the Account Manager for approval. This approval does not exempt the employee from any university tax reporting requirements. (PR 2)

14.13 Meal Travel Allowance

  • TravelCard or OneCard may be used for meals while in travel status, although the meal cost must NOT exceed the established daily Meal Travel Allowance rate for the travel location. (PL2)
    • Itemized receipts are required when using TravelCard or OneCard (no alcohol or tips over 20%). See the Receipt Calculator (PR3, PR5, PR5a)
    • Exclude meals purchased with the TravelCard or OneCard from the Meal Travel Allowance reimbursement. (PR3)
  • For Sponsored Project grant and contract accounts, if the award requires actual costs for meals, the itemized receipt must be included and cannot exceed the Meal Travel Allowance rate. (PL18)
  • Meal travel allowance for employees (when traveling in the continental United States) will be separated into meal and incidental rates and auto-calculated in the Travel & Expense System, splitting $5 per day for incidentals on non-travel days. (PR2, PL11, F2)
    • Example: Phoenix $76 per day - $5 incidentals = $71 meals.
      • Meal breakout:
        • Breakfast 20% ($14.20)
        • Lunch 25% ($17.75)
        • Dinner 55% ($39.05) 

14.14 Lodging

  • Lodging reimbursement is based on the maximum allowable rate for a single occupancy room. Multi-room home share reimbursement may be pro-rated to the cost of one bedroom, not to exceed state lodging rates. (PL7)
  • Non-designated lodging exceeding state lodging rates requires justification and two cost comparisons for comparable lodging.  (PL9)
  • See policy on shared lodging requirements. (PR4) (revised only)

14.15 Transportation

  • TravelCard and OneCard may not be used when personal time is inclusive of the travel. (PL2)
  • Airport parking cannot exceed $15 per day.  (PL8)

Airfare clarifications: (Reworded to provide clarification only)

  • For single flights under six continuous hours, travelers may only select economy class or main cabin fares that allow standard seat selection without an upgraded seating class or additional premium travel benefits. Travelers must choose the most direct and economical option available. (PL17a)
  • For single flights between six and 10 continuous hours, employees may upgrade to economy plus or equivalent categories (e.g., extra legroom, preferred seating). (PL17b)
  • For single flights over 10 continuous hours, employees may upgrade to business class with written approval from their college dean or division senior leader. The written approval must document the business purpose for the upgrade and be attached to the Travel Request. Senior leaders must receive approval from their immediate supervisor. (PL17c)
  • Additional considerations: When requesting an upgrade for flights of six continuous hours or longer, additional travel logistics may be required, such as booking individual travel segments at different class categories.  (PL17d)
  • Two cost comparisons at the time of booking show that the lowest economy-class fare is required for personal time or choosing to purchase a higher-class airfare. (PR6)
  • Traveling on federally funded activities, please refer to the “Fly America Act”. (PL21) 

14.17 Travel Changes and Cancellations

  • Costs incurred due to a traveler’s booking error are not reimbursable if the vendor declines to issue a refund or credit. If such costs are charged to a university-issued payment method, the traveler may be responsible for promptly reimbursing the university.  (PL6)

6.10 Account Management

To maintain appropriate oversight and segregation of duties, the Fiscal Officer, Account Supervisor, and Account Manager roles must be assigned to separate individuals. A single individual may not serve in more than one of these roles for the same account, unless an approved exception is in place. (PL4)

Requesting an exception to Account Role Requirements:

  • If a department or unit is unable to meet the Account Manager Career Level M4 or M5 requirement or the role separation requirements, the unit may request an exception by emailing Garth Perry. (PR12)
  • The request should include: (PR13a-e)
    • The unit's name,
    • The account number(s) affected,
    • The proposed individuals to be assigned,
    • The reason for which the exception is being requested, and  
    • Any proposed compensating controls to mitigate the risk associated with the exception.
  • Approved exceptions may be subject to conditions or additional compensating controls as determined by Finance & Budget. (PR14)

Purchasing Methods (found in 9.00 Expenditure Policy and Procedures)

The following expenditure categories have been updated. Please be sure to review the notes and column headers.  

  • Capital Purchases are defined as tangible, non-expendable personal property with an acquisition cost of $5,000 or greater and a useful life exceeding one year. This includes component parts to already established assets, fabricated deliverables, and vehicle betterments. Due to the inventory tracking and property management oversight required, Capital Purchases are not allowed on University Cards. Capital Purchases should always be initiated using a REQ to ensure that state purchasing guidelines are followed. Use of a DV is restricted to circumstances where a REQ cannot be utilized. Contact Accounts Payable for additional guidance.  
    • Allowed on a requisition (PO)
    • Restricted on a supplier DV
    • Not allowed on ProCard, TravelCard, OneCard, or out-of-pocket reimbursement  
  • Non-Capital Purchases are equipment and CRE costing between $1,000 and $4,999.99 that is portable, stand-alone, complete in itself, does not lose identity when affixed to or installed in other equipment, and has a useful life of one year or more.
    • Allowed on a requisition (PO)
    • Allowed on a ProCard if it does not require tagging. Refer to policy 9.20 Equipment Identification.  
    • Restricted on a supplier DV
    • Not Allowed on TravelCard, OneCard, or out-of-pocket reimbursement  
  • Office Supplies must be purchased through Arizona BuyWays using Staples as the university's approved supplier. Exceptions are permitted only while an individual is in approved travel status. Any unforeseen emergency office supply purchases made with a University Card or seeking out-of-pocket reimbursement must be fully justified and need approval from the applicable Account Manager in the Travel & Expense System.
    • Allowed on an IB/SB and requisition (PO)
    • Restricted on a ProCard, TravelCard, OneCard, or out-of-pocket reimbursement  
    • Not allowed on a supplier DV 

Purchases from another University department

Note 45

  • Purchases from another University department are not allowed, except for Business Meal at the Student Union restaurants for groups of 2-4 that include external parties such as donors, student recruitment or speakers. 

Animal medical services

Note 48

  • Animal services are restricted to veterinary medical services, supplies and unrestricted over-the-counter medications. Prescriptions for controlled substances regulated by the Drug Enforcement Administration (DEA) are not allowed on a University Card, regardless of their intended veterinary use.