Travel Authorization Requests

These must be typed and completely filled out before any University of Arizona travel is done.

Download a new blank form

The University's Financial Services Office (FSO) provides blank forms as PDF documents: from the list of all forms at https://www.fso.arizona.edu/forms look for the name “Travel Authorization Form” and follow the link.

Do not try to fill in the form while viewing it in your web browser. The Financial Services Office prefers you to save it as a PDF file on your computer, then open this file in Adobe Reader.  Do Not re-use for future trips.  A new form must be downloaded for each trip.

Fill in the fields

Type the new entries into the highlighted blank fields, and select the appropriate check boxes. The current details for the LTRR are as follows:

  • Name – Use full name, last name first
  • EMPLID – This is your employee ID number (student number if you’re a student). If you do not have this please contact the front office.
  • Department No. – 1204
  • Employee | Student | Other – Check the appropriate box.
  • Business Purpose of Trip – please be detailed in your description of the trip and how it pertains to the project you are expensing it against. If a conference/meeting, include dates with your description. Attach conference itineraries, meeting agendas and a list of lodging sites.
  • Primary Destination -  enter the city, state, and country for your trip
  • Funding Source – give a number not a name.
  • Mode of Transportation – State type of transportation. If you are driving long distance and it would be cheaper to drive than to fly, you must complete the Exceptions box. You must provide justification / reason why you are driving. Indicate whether the vehicle is state‐owned, a rental, or private.
  • Duty Post – Tucson, Arizona
  • City, State Departing From | Departure Date | City, State Returning From | Return Date – Self explanatory.
  • Designated Lodging – If you are attending a conference or a meeting and it is held at a specific venue stated in the itinerary/announcement, and it identifies a specific or a list of lodging, this is considered designated. If not, then it is not designated and lodging reimbursement is based on the UA’s lodging per diem for the city where the lodging occurs, go to the https://gao.az.gov/sites/default/files/5095%20Reimbursement%20Rates%20%20190102%20a.pdf for a list of cities and per diem rates. If the site does not have a per diem allowance for the city where lodging will take place, it defers to the Default Rates on Page One of the manual.

    • Auth Dept Approver/P.I. – Gina Jones

    1. Fund Approver (if different) - Ana Martinez
    2. Traveling internationally it is mandatory to register your trip at the following link: http://ua-risk.terradotta.com/. Remember it can take 60 days or more especially if a warning country. The number assigned by the website must appear in the International Travel Registry # box.
    3. Travel Advances (Optional) –
      1. We must receive the Travel Authorization 10 working days prior to the date advance required.
      2. No advances will be done after travel dates.
      3. Advance must be more than $250.00 sign form in Payee Signature via "Adobe Sign". If a student is requesting cash advance an email from the PI approving the advance must be attached. If you are not requesting a cash advance, leave this area blank.
      4. Advance must be settled in full within 10 days from the return of the trip. It shall bear interest at the rate of 9% annum starting 30 days after the return date of the trip.
      5. NOTE: Three signatures are mandatory for a travel advance, please make sure to have an Auth Dept Approver/P.I, Fund Approver, and Traveler/Payee signature.

    Save and submit

    Save a copy of the completed form for your records, then use the "Adobe Sign" symbol to electronically submit. Make sure to type in corresponding email addresses and route for signature. If you need additional help, please use the tutorial:  https://training.cdn.fso.arizona.edu/articulate/Travel_Auth_Rise2/index.html#/

    NOTE: If you are a student the Adobe Sign option does not work. Please send a completed copy of your travel authorization to Gina Jones, ginajones@email.arizona.edu

    If you have any question please contact Gina Jones 621-2191 or email ginajones@email.arizona.edu