New UA Regulations are in effect only for those who are participating in the new Concur tool. If you are not currently using Concur travel and expense management, please refer to existing UA Regulation 05.02.060(A).
UA Travel Regulations (R05.02.060)
As part of the comprehensive travel review, a complete re-write of travel regulation R05.02.060(A) has been completed. A summary document of these changes is available, Proposed Changes. Pilot participants of the Concur travel program will begin to use the new regulations. All other university travelers will continue to use the current regulations through February 2019.
These regulations provide detailed requirements and guidelines for implementation of Board of Regents Policy, Internal Revenue Service (IRS) Regulations, State law and Federal Uniform Guidance (2 CFR 200) related to travel. Failure to comply with these regulations by administrators, supervisors or travelers may result in the recipient being subject to income tax on travel reimbursements, billings and cost allocations being disallowed for direct and indirect cost purposes, and/or the university being subject to fines and penalties for failure to withhold taxes or properly account for travel costs.
2. Summary and Scope
These regulations apply to all travelers including university employees when traveling on university business, non‐employees, regents, students, advisory council members, volunteers, employee recruits, and affiliates who have proper authorization to travel at university expense. These regulations apply to travel outside the workstation, as well as travel that occurs within the same locale as the workstation, residence, or school. Departments, units or colleges may have more restrictions than are required by these regulations. All expenses should be necessary, prudent and as economical as possible. Economical means the lowest‐price fare/cost within the bounds of the most efficient mode. An efficient mode is normally the most direct route that takes into consideration the business need, the traveler’s time away from their work station, and safety. Throughout these regulations, this is referred to as the lowest logical cost. If these regulations conflict with an applicable collective bargaining agreement, the provisions of the bargaining unit agreement shall take precedence over this regulation. Procedures identified in this regulation may be modified to conform to conditions and stipulations in specific grants, contracts and agreements negotiated with other entities as long as university liability and insurance are not impacted by those changes. A copy of the document or relevant sections of the document which authorize such modifications must be attached to the affected expense reports.