Starting July 1: Submit Requests for Travel and Expense Reimbursement in the Expanded Travel and Expense System
All employees now have access to the expanded Travel and Expense system within Concur, where all travel requests and expense reimbursement requests have been consolidated. The system provides real-time information and greater visibility into travel and expense approval and reimbursement status.
As of July 1, all employees must submit requests for travel and expense reimbursement, with required documentation, directly into the expanded system.
- You can access the system by logging in with your NetID and take the one-minute login tutorial if needed.
Comprehensive training, user guides and FAQs are available.
New process for submitting travel and expense reimbursement requests
- Employees must now directly submit the business purpose of the trip or expense, attachments, comments and supporting documentation, along with other details directly into the expanded system. Review how to write a business purpose statement (15-minute training).
- For travel: Until a travel request is fully approved, employees cannot make any travel-related purchases, including flight or hotel reservations. To support timely completion of the approval process, approvers – including supervisors and fiscal officers – will receive reminders to review requests after 5 days. If no action is taken by the approver within 14 days, requests will escalate to the direct supervisor.
New University Cards Program
By September, the university will have completed the transition of the PCard program to a new three-card model for purchasing and travel activities. If you are a current cardholder, your business office will reach out when it is time for your unit to transition. Continue to use your current PCards until then.
New guidance and procedures for purchasing and travel
The university has revised several financial policies under the Travel policy section and updated the purchasing methods table to reflect new guidance and procedures for purchasing and travel, effective July 1.
Key policy updates:
- Travel reimbursement of out-of-pocket expenses is limited to qualified and approved expenditures incurred while conducting university business that could not reasonably be paid using a university payment method.
- An approved travel request is required for all university business exceeding 35 miles from the traveler’s primary duty post, including same day travel.
- Travel cash advances will be approved only when no other reasonable and practical means of financing the trip are available.
- A University Card (TravelCard or OneCard) may be used to pay for meals while an individual is in official travel status.
The updated purchasing methods table provides new policy guidance that clarifies allowable and restricted purchases on University Cards and out-of-pocket reimbursements.
- Capital purchases are not allowed on University Cards.
- Non-capital purchases are restricted to the ProCard.
- Office supplies purchases are restricted and should be made through the Arizona BuyWays Shop Catalog.
Questions and support
Contact the Finance and Budget team if you have questions or need assistance. We are here to help you navigate these changes.
We appreciate your support as we modernize our supply chain operations to streamline business processes, improve employee experience and support financial sustainability.