[Plsfaculty] Changes in Travel Authorizations

Tue May 14 14:31:06 MST 2024

Good afternoon, everyone-

I am writing today to advise everyone that the University is now using a new travel authorization process, please see below for specific details including available training, resources, and office hours.

Kevin and I will be available at the upcoming faculty meeting to review this change with everyone and answer any questions.  For now, some key points to know:

  *   All blanket travel authorizations for the current year will remain in effect.
  *   All previously routed travel authorizations using the old Adobe form will still be honored through 5/31/2024
  *   Beginning 05/13/2024, all NEW travel requests will require the use of the new system.

What is NOT changing:

  *   Travelers are still required to submit a travel authorization based on UArizona travel policies and in advance of their planned travel.
  *   Travel reimbursements can only be issued from the account listed on the travel authorization (this is federally audited).
  *   Travel authorization will still require supervisor/UH and fiscal officer approvals.

What is changing:

  *   Business office staff will no longer be able to submit a travel authorization on behalf of the traveler.  Traveler must initiate the request in the travel tool.
  *   Travel advisors from Anthony Travel will be available to assist the traveler with the new booking tool.
  *   Blanket travel authorizations will not be available, and traveler will be required to submit a separate travel authorization for each travel away from employee’s duty post (see caveat below)

What has yet to be determined:

  *   The new system does not allow for blanket travel authorizations and campus has been advised that blanket travel authorizations will not be accepted after June 30.  Carolyne Greeno and I have been requesting an exception to this and we are hoping that by July 1, the system will have the ability to accept in-state blanket travel authorization. Additional updates will be sent if/when resolved.

We will reserve some time on Friday for any questions on this change.  For now, we encourage you all to review the information below and utilize the training in Edge learning.

Please let me know if you have any questions or concerns,

Amanda

Amanda M. Stevens, MPA, MAcc
Assistant Director, Operations
Treasurer, Arizona Experiment Station
amanda84 at arizona.edu<mailto:amanda84 at arizona.edu>
Ofc: (520) 626-5795
Cell: (520) 401-8980

From: businessoffices-request at list.arizona.edu <businessoffices-request at list.arizona.edu> On Behalf Of Financial Services
Sent: Monday, May 13, 2024 9:40 AM
To: businessoffices at list.arizona.edu
Subject: [businessoffices] The New Travel Authorization and Booking Tool is Now Live!

[Logo  Description automatically generated]

To:                          University Business Offices

From:                    Tammy Strom, Director, Accounts Payable

Subject:               The New Travel Authorization and Booking Tool is Now Live!

Financial Services is excited to announce that the new Travel Authorization Request and Booking Tool is now available for all of campus!

What’s New?
The new Travel Authorization Request features individual profiles for travelers, automatic routing to approvers based on information found in UAccess Employee and UAccess Financials, and the ability to recall, update, and resubmit requests.

The new booking tool provides better clarity on travel expenses, as well as the ability to review all airline, lodging, and vehicle bookings before purchase and assistance with transitioning unused airline tickets if necessary.

Please note that after May 31, 2024, the current Travel Authorization form will be decommissioned and no longer accepted. Blanket Travel Authorizations on file will expire on June 30, 2024, and new requests will no longer be accepted as of July 1, 2024. Current Travel Authorizations on file for future trips will not require resubmission, however, the Booking Tool and Anthony Travel may be utilized.

Additionally, as a part of our relationship with Anthony Travel<https://financialservices.arizona.edu/news/travel/2024/04/15>, three Travel Account Advisors will be assigned to the University with knowledge of institutional travel policies to help support University business travel.

New Learning Resources

As shared in previous communications<https://financialservices.arizona.edu/news/travel/2024/05/06-0>, learning resources are now available through EDGE Learning<https://arizona.sabacloud.com/Saba/Web_spf/NA7P1PRD161/common/learningeventdetail/curra000000000003761>, and the Financial Services Travel page was updated<https://financialservices.arizona.edu/travel/guide> to help guide users through the transition, including links to the new travel system. A breakdown of the Travel Authorization Request and Booking Tool features is also available on the Business Offices News section of the Financial Services website<https://financialservices.arizona.edu/news/travel/2024/05/06>.

Please collaborate with your business office to ensure travelers and administration staff are aware of these resources.

Accounts Payable will provide office hour sessions to address questions from the campus community and Anthony Travel will host two tips and tricks sessions for the Booking Tool and services available. We encourage users to attend any of the sessions listed below to ask questions and learn more information about the new process.

  *   Office Hours May 13, 2024, from 1-2 p.m.<https://arizona.zoom.us/j/81849516574>
  *   Office Hours May 15, 2024, from 2-3 p.m<https://arizona.zoom.us/j/81849516574>.
  *   Anthony Travel Sessions May 22, 2024, 10-11:30 a.m.<https://arizona.zoom.us/j/81433404100>
  *   Office Hours May 22, 2024, from 2-3 p.m.<https://arizona.zoom.us/j/81849516574>
  *   Anthony Travel Sessions May 24, 2024, 10-11:30 a.m.<https://arizona.zoom.us/j/88990603190>
  *   Office Hours May 29, 2024, from 10-11 a.m.<https://arizona.zoom.us/j/81849516574>
  *   Office Hours June 5, 2024, from 10-11 a.m.<https://arizona.zoom.us/j/81849516574>

For questions or to provide feedback, contact Accounts Payable at FNSV-Accounts-Payable at arizona.edu<mailto:FNSV-Accounts-Payable at arizona.edu> or 520-621-9097.
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