Lowell IMR Business Office

Lowell IMR Travel Information

Travel Information

Whenever you anticipate Lowell IMR business travel in-state, out of state, or internationally, the University requires that a Travel Authorization Smartsheet be completed. 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 Global Travel Registry Office (also known as Terradotta).  The process is necessary even if you are not seeking reimbursement.  Registering your trip ensures that you are covered by University insurance and that UA can assist you in the event of an emergency during international travel.

Upon completion of travel, the traveler must submit itemized receipts via Travel Expenditure Smartsheet. To avoid taxation, documentation must be submitted to FSO within 60 days. 

 

If you plan on using a UA Motorpool vehicle, please complete the motor pool request Smartsheet. Please allow ample time, as motor pool vehicles are not readily available.

Below are links to forms and information that will help you travel safely and in compliance with University policy. 

 

INFORMATION LINKS:

FULL UA TRAVEL POLICIES

TRAVEL FAQ

Estimated logging per diem

Meal per diem

Motor Pool Rates

 

DEPARTMENTAL FORMS:

Travel Authorization Smartsheet

TRAVEL EXPENSE SMARTSHEET

MOTOR POOL SMARTSHEET

 

Lowell IMR Purchasing

Purchasing

The University provides several options for making business purchases: 

PCard

The University's purchasing credit card (PCard) is the preferred method of payment for all purchases under $10K.  You can stop by the business office to check out the IMR department card.  All itemized invoices/receipts must be submitted via PCard Smartsheet. 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 related to University travel, a completed travel authorization (see Travel Information for more details) must be 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

For any purchases exceeding 10K, or for purchases with vendors who are not on AZ Buyways, please complete the Purchase Order Smartsheet.

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

INFORMATION LINKS:

University Expenditure Policies

PCard Start to Finish Guide

AZ BUYWAYS

 

DEPARTMENTAL FORMS:

PCARD SMARTSHEET

PURCHASE ORDER SMARTSHEET

 

Lowell IMR Reimbursements

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 permissible and that this is the best method to use. Itemized receipts must be submitted via Employee Reimbursement Smartsheet within 10 days of the purchase. Receipts received by Accounts Payable after 60 days from the 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 requests 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 Smartsheet