Travel and Expense Transformation Project Frequently Asked Questions

A Travel Request in the Travel & Expense system is required for university business travel. All employees, students, and Designated Campus Colleagues (DCCs) need to complete travel request at least five days prior to their trip start date.

In-state travel more than 35 miles away from the duty post with no overnight stay requires a Travel Request.

Blanket travel tequests remain available to be utilized for frequent trips with the same business purpose and must be made in the Travel & Expense system; ensure locations are documented.

Yes. A Travel Request is still required for tracking and compliance purposes even if the traveler plans to pay personally or if an outside entity is covering the costs.

The Travel Request process ensures that the traveler’s time away from their duty post is documented, their supervisor has approved it, and the university can meet its duty-of-care obligations by knowing where travelers are and being able to support them in the event of an emergency or travel disruption.

Yes, travelers and/or their delegates need to list all expected expenses in the Travel Request. Expected expenses should be an estimate, with the understanding that the actual expenses from a trip may vary from the original plan/estimate. The purpose of providing the estimate is to give a general sense of how much the trip will cost the university to help the fiscal officer understand the budgetary impact.  

There may be unexpected expenses during the trip. The Travel Expense Report is used to report all expenses and should be updated during reconciliation to reflect actual expenses, whether from a university card or an out-of-pocket expense.

Review this training to learn how to get started in the Travel & Expense system and complete a Travel Request prior to traveling and travel purchases.

Completing a Travel Request in the Travel & Expense system for a student or Designated Campus Colleague (DCC) follows the same process used for employees.

However, a Non-Employee Profile Request must be submitted before students and DCCs can gain access to the system.

Only full-benefits eligible employees can request a Travel Cash Advance in the Travel & Expense System. Cash Advances are to be used only when no other payment mechanisms are available. The Travel Cash Advance is intended to cover meals per diem and must meet a minimum threshold of $250. If the total amount of your trip meal per diem does not exceed $250, then a cash advance should not be requested. All other expected expenses require justification on why alternative payment mechanisms are not being utilized. Travel Cash Advances cannot be used for airfare.  

Because travel expenditures can be put on the TravelCards and OneCards, cash advances are not allowed on these card types. The exception is if a person/group is traveling to a location where university cards are not practical, and for student group travel. For example, travel to a remote foreign location where cash is the main form of currency and/or credit cards are not practical.  

Travel Cash Advances are not provided to accommodate any expenses incurred due to personal time taken on the trip or driven by any personal preference. 

Travel Cash Advances are added during the Travel Request process using the Report Header and then by clicking the “Add Cash Advance” in the drop-down menu under the “Request Details” header. Complete all required fields in the “Add Cash Advance” form.  

Benefits-eligible employees who travel at least once per year are strongly encouraged to have a TravelCard. Having a TravelCard reduces administrative burden, supports compliance, and simplifies booking and reconciliation. Travelers are not forced to obtain a card, but alternatives are more complex. For example, if a person does not have a TravelCard, they would need their conference registration put on a ProCard, their hotel would need to be paid for by using a prepaid Disbursement Voucher in Financials, and their airfare would need to be booked via the booking tool in T&E.  

Yes. Airfare can be booked through the Travel & Expense booking tool or Anthony Travel Agents using the University’s central credit card (also referred to as a Ghost Card), even if the traveler does not have a university card.

As of July 1, Airfare booked through the Travel & Expense Booking Tool will go on a default card. The UA Traveler does not need to have a TravelCard or OneCard to use the flight booking tool. The expenditure will be posted to the Available Expenses section of the traveler’s Travel & Expense profile and will need to be added to their Travel Expense Report and reconciled.  

However, if a Traveler does have a TravelCard or OneCard and plans to use the Travel & Expense Booking Tool, we encourage them to load their card in their Travel & Expense Profile so it can be used for any booking tool features and/or with Anthony Travel Agents.  

Travelers without a TravelCard can also pay out of pocket and seek reimbursement. This option is not recommended due to the additional administrative burden and will require justification for not using the available University payment mechanisms for airfare, lodging, and conferences. 

No, but it is strongly recommended, especially for airfare. By booking flights through the Travel & Expense booking tool, you can change flights and transfer tickets to other departmental users in most cases at no additional fee by working directly with Anthony Travel Agents.  

Review this training to learn how to book travel in the booking tool and to contact and use the Anthony Travel Agents to book travel on your behalf.  

Reach out to Anthony Travel Agents when you are dealing with complex itineraries, short turnaround, and group travel. Anthony Travel provides documentation, change support, and after-hours assistance. 

Yes, except when purchasing airfare. Any university employee may use Anthony Travel services regardless of whether they hold a University Card to book their flights 

Yes, if they are booked by a university employee who holds a OneCard. Non-employees, DCCs, and students cannot book directly with the Travel Management Company.

Generally, yes. Travelers should ensure their frequent flyer numbers are included in their Travel & Expense profile. It is recommended that all travelers review this micro-training and update their travel profile in the system to ensure the full benefit that Travel & Expense has to offer.  

Group travel may be booked under a group leader (e.g., faculty member or coach). 

A roster of travelers should be attached to the travel request; individual travel request are not required if traveling together on the same itinerary. Group leaders should hold a OneCard. 

Yes. The OneCard is typically used for student and non-employee travel within established limits.

Only OneCard transactions for non-employees should be added to a Travel Expense Report and reconciled on behalf of the non-employee traveler.

Non-employee out-of-pocket reimbursements continue to be processed through a Disbursement Voucher (DV) in UAccess Financials.

Yes, when the university is paying on their behalf and the expense is allowable. Individuals who are not university employees, students, or DCCs do not require travel requests. Non-affiliates are recommended to bill the University for their expenses, but a OneCard holder can also work with Anthony Travel to book the trip on their behalf. Any cancellations of tickets in that case can be used by the university  

Only OneCard transactions for non-employees should be added to the Travel Expense Report to be reconciled on behalf of the non-employee(s)

Non‑employee out-of-pocket reimbursements continue to be processed via disbursement voucher in UAccess Financials. 

No. Personal expenses and personal time are not allowed on any University card. Even if a round-trip flight with personal dates is less expensive than a round-trip flight with business days, any travel expense associated with personal time cannot go on the University Card.

Overages are flagged as violations. Repayment (cash receipt or credit card payment) must occur before the expense report can be submitted.

Yes. Rates from the State of Arizona Accounting Manual (SAAM), including international rates, are loaded and maintained in the system. 

The university offers three card types to support purchasing and travel activities:

• ProCard – High-volume operational purchases.
• OneCard – Cardholder and non-employee travel, along with non-travel purchases.
• TravelCard – Individual employee travel and non-travel purchases.

Review the available training and work with your business office to determine which card type best meets an employee's business needs in the expanded Travel & Expense system.

A university employee should only have one card. If the card decision tree leads you to a card in more than one path, review with your business office to select the type of card that best fits your role within your business unit.

If you want to discuss your department's needs and strategy, please contact FNAB-UACards@arizona.edu.

No, it is not required, but it may be helpful for travelers depending on their purchasing needs.

If you opt out of having a TravelCard, you will need to book airfare through the university booking tool within the Travel & Expense system or by contacting Anthony Travel, the university's travel booking agency.

Travelers without a TravelCard can also pay out of pocket and seek reimbursement. This option is not recommended due to the additional administrative burden and will require justification for not using the available university payment mechanisms.

No. If you make frequent and ongoing operational purchases and only occasional travel purchases, the ProCard is generally the most appropriate card. When you travel on behalf of the university, you should use the other approved payment methods available for travel expenses.

Yes. You may use your TravelCard or OneCard for occasional non-travel purchases, provided they are within card limits, university policy, and approved expense categories.

If your operational purchase requires complex procurement review or ongoing purchasing activity, it should be handled using a ProCard.

No. Ongoing operational purchases should be made using a ProCard.

No. Frequent travelers should have their own TravelCard. Using a TravelCard ensures travel expenses are linked directly to the traveler's Travel & Expense profile for accurate reporting and reconciliation.

The OneCard may only be used to book the cardholder's own travel.

Yes, with authorization. As the cardholder, you may authorize staff to book airfare, lodging, or other travel arrangements using your TravelCard.

The physical card should not be shared. Instead, card information can be stored securely in your Travel & Expense profile and used by designated travel arrangers acting on your behalf.

Yes, within open vendor codes (Merchant Codes Categories), spending profile limits, and University policy guidelines. Ongoing/regular/routine operational purchases are most appropriate for a ProCard. 

For additional guidance, see 9.01 Determining Purchasing Method.

Yes. Employees who make frequent operational purchases may be eligible for a ProCard with business office approval.

Yes. All applicants must complete the updated training associated with the new University Card program, regardless of previous training completion.

A Merchant Category Code (MCC) group is a collection of related merchant types identified by a 4‑digit code that Visa uses to categorize and control where company-issued cards can be used. These groups allow Visa to simplify thousands of individual merchant codes into manageable categories like travel, office supplies, or restaurants.

The University restricts or limits MCC groups on cards to reduce risk and strengthen financial control. Key reasons include:

• Preventing fraud and misuse: High-risk categories such as ATMs, money transfers, or cryptocurrency can be used to quickly withdraw or conceal funds.  
• Enforcing policy compliance: Restrictions ensure employees use proper payment mechanisms and support University guidelines.
• Improving spend visibility and oversight: Limiting MCC groups makes transactions easier to track, categorize, and audit.
• Supporting role-based access: Card are given to employees to manage expenses based on merchant categories necessary for their role.

Overall, MCC group restrictions are a key internal control that helps organizations protect funds, ensure proper use of company cards, and maintain compliance with financial and audit requirements. 

No. All cardholders must apply for new cards under the new University Card program.

No. Business offices should work directly with Anthony Travel for employee group travel arrangements.

You may apply once your unit is contacted by the Travel, Expense & Card Services team. Card requests are being rolled out in phases.

Yes. Employees who travel frequently may request a TravelCard early by submitting a Card Services Request with appropriate justification.

A card may be ordered as needed with the appropriate approvals.

Yes. The ProCard may be checked out. The process remains the same as the current departmental card checkout process.

Transactions load daily, often one to three days after purchase, and are available for reconciliation. 

ProCard transactions load directly to the ProCard Statement based on date. TravelCard and OneCard transactions will appear in the “Available Expenses” tab and will need to be added to an expense report manually.  

ProCard transactions should be reconciled within foive business days of purchase. 

The ProCard Statement dates are the 21 of one month to the 20 of the following month as a monthly statement packet and should be fully reconciled and submitted by the 25 day of each month. 

The Fiscal Officer should review and approve the ProCard Statement reports by the second-to-last day of each month to allow same month general ledger posting.  

TravelCard and OneCard transactions should be moved into a single expense report and reconciled within five days of purchase.

OneCard and TravelCard transactions associated with a travel event should be moved into a corresponding Travel Expense Report for that trip. These card transactions should be reconciled within the report. Out-of-pocket expenses should be added upon the traveler's return, and the entire Travel Expense Report should be submitted for review and approval within 10 days of return from travel.

OneCard and TravelCard transactions unrelated to travel should be moved to a Non-Travel Expense Report and reconciled. Non-Travel Expense reports should be created one to two times a month and submitted no more than a month after the report's creation. We recommend submitting Non-Travel Expense reports every two weeks.  

Non-employee transactions for DCCs and Student travel should be added to a Travel Expense Report and grouped together according to the trip type and business purpose. Student or DCC group travel can be combined in one report for related transactions.

Visiting Speakers or Consultants, Student and Employee Recruitment expenses are reconciled in a Non-Travel Report according to the appropriate expense type (object code). 

The system sends reminders that will eventually escalate to include the person’s supervisor after 14 days. Continued non‑compliance may result in card suspension.

Transactions do not post in the general ledger until fully approved. Delay in reconciliation and/or approval will cause delay in the posting of the transactions.  

No, security and sensitive data as identified by the Information Security Office should be redacted before attaching to the transaction. Banking information, social security data, and full credit card details are the most common examples.

Delegates can act on behalf of another user to create requests, reconcile expenses, submit reports, review, or approve depending on permissions granted by the user and as allowed by the system.

Review this training if you are someone who will be setting up or making updates to delegates in the expanded Travel & Expense system.  

Yes, delegate can submit if granted the appropriate permissions and within the system limitations. Request Delegates cannot submit Self-Report Violations or New Card Requests. Expense Delegates cannot submit Travel and Non-Travel Expense Reports.

Delegates cannot submit the four items listed above because the employee/traveler/cardholder must submit it as this records their electronic signature and documents that they attest to the validity and allowability of the request or expense. 

Student employees may be Request Delegates, assisting with Card Services Requests and Travel Requests. Student employees may also be Expense Delegates, assisting with creation and reconciliation of expense reports. They cannot submit or be Approver Delegates.  

No. Designated Campus Colleagues cannot be delegates in the Travel & Expense system.

No. Delegation can only be assigned to individual users.

Only someone who also has approver access can be an approver delegate. 

Approver delegates need to have at least one of the following five roles to be an approver delegate in Travel & Expense: 

• Supervisor Role (as listed in the HR system)
• Fiscal Officer (as listed in KFS)
• Account Manager (as listed in KFS)
• Primary Fiscal Officer Delegate (as listed in KFS)
• Secondary Fiscal Officer Delegate (as listed in KFS)

For individuals who do not have one of these roles, they can be granted the “Preview Approver” delegate permission. This allows them to review the items pending approval and notify the approver, not actually approve, providing review and assistance to approvers.  

No. The Travel & Expense system is designed to reconcile and settle travel expenses after the trip is completed through a single expense report. Partial Travel Expense Reports are not intended for out-of-pocket expenses.

However, when a University Credit Card is used, certain pre-trip expenses—such as airfare, lodging, and conference registrations—may be submitted and reconciled before travel occurs. This provides a way to address timing and budget concerns when funding may close before the trip takes place.

Because out-of-pocket expenses typically cannot be reimbursed through a partial Travel Expense Report, travelers are strongly encouraged to use university direct payment mechanisms, including University Cards, whenever possible. This helps avoid reimbursement delays and minimizes potential financial hardship for employees and student travelers.

For non-employees, Disbursement Vouchers in UAccess Financials do not have the same system limitation and can be processed separately. However, departments should consider the financial risk associated with prepaying expenses if travel is later canceled, and costs cannot be recovered. 

When a report is in their approval step, Fiscal Officers (and their approver delegates) can:

• Allocate the transaction line(s) to a different account, sub‑account, and/or project code by percent or amount
• Add comments at the report header or transaction line level  
• Attach receipts or other documents at the report or transaction line level

They cannot change expense types (object codes). Incorrect expense types (object codes) must be corrected by sending the item back to the employee, or by allowing the expense to hit Financials and then completing a General Error Correction (GEC).   

Yes, but separation of duties must be maintained. Please note, a Fiscal Officer cannot also be the Account Manager for the same account to ensure separation of duties, including when one of them is a cardholder.  

Cost object or budget approver is the Travel & Expense system’s label for the Fiscal Officer (or their delegate) associated with a cost object accounting string. Authorized Approvers are users who have approval authority in Travel & Expense.  

Yes, but they are limited (see Travel FAQs for more details). Operational Advances remain in UAccess Financials. 

No. However, business units may choose to use the pre-encumbrance document in UAccess Financials.  

Repayment is made through a Cash Receipt in UAccess and the Bursar’s Office. Please be sure to cross-reference the Travel Expense Report Number and the eDoc Number.  

Coming this fall, an online credit card payment portal will also be made available. 

On July 1 we will deploy a limited subject area in Analytics, including the key data elements. Transaction and expense data will then be updated overnight in Analytics. Following this release, we will prioritize and develop additional reports over the next few months as part of the stabilization phase.  

Yes. Expense attachments remain accessible after approval and additional attachments can be added as necessary; however, do not include any sensitive information.

Yes. Completion of the appropriate EDGE Learning training is required before a card is issued. Upon completion, the certification PDF must be attached to the New Card Request in Travel & Expense.

• ProCard: University ProCard Training
• TravelCard and OneCard: Travel & Expense University Card Training

No, a VPN connection is not required to access the Travel & Expense system like UAccess Financials.

Yes. Travelers may use the Concur mobile app to upload receipts, create and manage expenses, and review travel-related information while away from their workstation.

Yes. Several terms have been updated in the Travel & Expense system:

• Travel authorization is now called a travel request
• Travel advance is now called a Cash Advance. FAQs may reference Travel Cash Advances to indicate they are associated with travel.
• Per diem or meal reimbursement is now called Travel Meal Allowance.
• PCard is now called a University Card.
• Object code is now called an expense type.

These terminology changes apply to the Travel & Expense system and do not apply to UAccess Financials.