Business Office Forms

Travel Information

Due to the COVID-19 pandemic, travel requires additional approval from the Lowell IMR Department Head for domestic travel.  Please include email approval from Mark Barton prior to submitting a travel authorization form.  For any research related travel, you are required to include a fully approved Phase 3 or Phase 4 checklist. International travelers should continue to follow the guidelines available at International Travel/Arizona Global.

Travelers are strongly urged to follow CDC guidelines.  Vaccinated travelers should continue to follow mask requirements, social distancing and hand washing guidance and are not required to be be tested before and after travel unless required by travel destination. Vaccinated travelers are also not required to self-quarantine upon return from travel. Unvaccinated travelers should continue to avoid travel unless necessary based on job duties.  Unvaccinated travelers should:  get tested 1-3 day prior to travel, continue to follow mask requirements, social distancing and hand washing guidance, get tested 3-5 days upon return from travel AND self-quarantine for 7 day or 10 days with a test and must not return to campus during the self-quarantine period.

Whenever you anticipate Lowell IMR business travel in-state, out of state or internationally, the University requires that a travel authorization be filed through the business office. FSO Travel requests that authorizations be filed at least 30 days prior to departure, whenever possible. International Travel must also be registered with the University's the University Global Travel Registry Office (also known as Terradotta).  The process is necessary even if you are not seeking reimbursement.  Registering your trip insures that the University has you covered with insurance and is able to assist you in the event of an emergency during international travel.

Upon completion of travel, the traveler must submit original, itemized receipts along with summary of travel expenses (see form below).  The business office generates a travel expense report that gets reviewed and signed by the employee and submitted to the Financial Services Office for reimbursement.  Below are links to forms and information that will help you travel safely and in compliance with University policy. 

If you plan on using a UA motorpool vehicle, please do not submit directly to UA motor pool unless you are using external funds and will be paying for motor pool rentals directly. To submit a request, please send a motor pool request form to the Geosciences front office student employees Alexia Ruiz or Serena Gray and please copy Pat Waters. See the motor pool estimation form to assist in calculating estimated costs. Reservations must be made with ample time as motor pool vehicles are limited.

INFORMATION LINKS:

FULL UA TRAVEL POLICIES

INTERNATIONAL TRAVEL INFO

TRAVEL FAQS

PER DIEM INFO

DEPARTMENTAL FORMS:

Travel Authorization & Advance

TRAVEL EXPENSE SUMMARY

MOTOR POOL RESERVATIONS

 

Purchasing

The University provides several options for making business purchases: 

PCard

The University purchasing credit card (PCard) is the preferred method of payment for all purchases under $10K.  A PCard can be issued to you personally or you can stop by the business office to check out a department card.  All original, itemized invoices must be returned to the business office with a completed PCard purchasing form for each transaction along with appropriate documentation as soon as possible after the purchase date. For event or meeting expenses, documentation would include a list of attendees along with a flyer, link to a website or meeting agenda. For PCard purchases relating to University travel, there must be completed travel authorization on file.

Arizona Buyways

Employees can requisition items directly through Arizona Buyways in UAccess Financial.  There are many UA approved vendors and UAccess Financials links you directly to their sites. 

UA Purchase Order

The business office can requisition a purchase order for you. For any purchases exceeding 10K, or for purchases with vendors who are not on AZ Buyways, please contact the the business office directly.

For complete information on purchasing policy see UA Procurement and Contracting Services.  

INFORMATION LINKS:

PCard Usage Restrictions

PCARD MANUAL

AZ BUYWAYS

PROCUREMENT AND CONTRACTING

DEPARTMENTAL FORMS:

PCARD PURCHASE FORM

SOLE SOURCE JUSTIFICATION

Reimbursements

U of A Employees

Employees can be reimbursed for allowable UA business purchases.  It's best practice to check with the business office to confirm that the purchase is allowable and that this is the best method to use. Original, itemized receipts must be submitted to the business office within 10 days of the purchase along with a signed Employee Reimbursement Form stating a clear business purpose for the purchase. Receipts received by Accounts Payable after 60 days from date of purchase will be considered part of the employee's taxable income, per IRS ruling.

Non-Employees

If you plan on offering a UA guest speaker or technical consultant expense reimbursement, please contact the business office. You should confirm that the proposed reimbursement is allowable under UA policy before making the offer.

Individuals cannot pay foreign visitors or cover their expenses with personal funds. This is unallowable under UA policy. All request for payments to foreign visitors must be paid directly by the University or by an appropriate 3rd party vendor.

Interview expenses for job candidates can be paid as long as there is an active UA job posting to which the candidate has applied.

DEPARTMENTAL FORMS:

Employee Reimbursement Request Form

SUBSTITUTE W-9 FORM