This page addresses questions about traveling for one of my research grants. There are a few basic rules:
- Keep all your receipts
- You can't get reimbursed for alcohol
- Keep all your receipts
Questions:
1. What is a travel number, and how do I get one?
2. How do I book airfare?
3. How do I book cars and hotels?
4. I'm under 25; is there a way to not pay extra each day for car rental, and if not, can I be reimbursed for that expense?
5. How am I reimbursed for meals?
6. Where can I find out more about travel policies?
7. How am I reimbursed for taxi fare?
Answers:
- Q: What is a travel number, and how do I get one? (^)
- A: You get a travel number by contacting Carroll Maineville at office@ece.arizona.edu and informing her that you are traveling for me on a particular project, to a particular city, over a particular set of dates. You need a travel number to travel officially, and if you travel without a travel number, the university insurance may not cover any problems that crop up.
- Q: How do I book airfare? (^)
- A: Work with me to determine the proper dates for travel, and create a travel number with our department. After getting (or setting in motion) your travel number, book a tentative flight on the appropriate airline. Once your travel number comes through, you can have the office staff purchase the airfare using the departmental purchasing card. This process takes a full business day (on the safe side), so please give plenty of time for the staff to book the airfare. You should not book airfare on your personal credit card, unless you discuss it with me first.
- Q: How do I book cars and hotels? (^)
- A: Due to university, state, and federal policies, you have to be reimbursed for expenses of some items after you buy them. Book hotels and cars using your personal credit card, and keep all your receipts.
- Q: I'm under 25; is there a way to not pay extra each day for car rental, and if not, can I be reimbursed for that expense? (^)
- A: I don't think so, and I don't think so. If you are under 25, I suggest you take cabs for longer trips, or share a car with me or someone else. If you have questions about the trip duration and cost of transportation, contact me. Keep all your receipts.
- Q: How am I reimbursed for meals? (^)
- A: All persons traveling for me are reimbursed for actual expenses, up to the per diem rate. Keep all your receipts. If you do not have a receipt for a meal, you will not be reimbursed for it.
- Q: Where can I find out more about travel policies? (^)
- Q: How am I reimbursed for taxi fare? (^)
- A: Request a receipt from the taxi driver. S/he will handle you a blank receipt, which you should fill out with the actual amount you give the driver, not the fare (i.e., you should include your tip in the receipt). Also, please make sure you include the taxi driver's cab number on the receipt. If you do not get the taxi number, it is probably not a big deal, but it is best to have it. The final item for the receipt is the date and to/from locations. All of these are best to fill out before the taxi takes off, so you don't forget.