The University's procedures for travel require considerable advance planning. No travel related purchases can be made prior to having your Travel Authorization approved (this includes purchases you make on your own and are expecting to be reimbursed for). This also includes travel you plan on paying out of pocket but are not expecting to be reimbursed from a club account or university account. All club and Greek Life travelers are required to submit travel packets, regardless of payment or paying out of pocket.You may request for "pre-authorization", which is explained below under "Travel Pre-Authorization (Option)" section.
Student organizations wishing to travel must complete and turn in the Student Travel Packet forms at least four (4) weeks prior to making ANY travel related purchases for domestic travel and twelve (12) weeks for international travel.
Note: Any travel related purchases made without the required approvals will absolutely NOT be reimbursed. No travel requests will be processed without a completed travel packet.
Clubs and organizations may provide funding for registration fees, transportation, lodging, meals (meals-excluding the number of meals included as part of the registration fees), taxi, and reasonable miscellaneous expenses deemed necessary by the student organization and in accordance with University purchasing procedures. Organizations must have funding available in their account for all requested expenses prior to submitting travel forms and must be a fully registered club/ogranization for the current school year.
1. Notify Student Clubs and Greek Life
Once your club has decided who will be travelling, please drop off a list of the travelers’ names and student ID numbers to Cody Buechner, Leadership Coordinator and/or Jane Mastre, Administrative Assistant. Bringing these items before the travel packet will help expedite the approval process.
2. Complete the Travel Packet
A completed Travel Packet will have these forms and be turned in at least four (4) weeks prior to domestic travel (this includes in-state travel) and twelve
(12) weeks prior for international travel.
Completed Student Travel Packets include:
In-State Travel: Alaska
(Traveling within Alaska, outside Anchorage Bowl area ONLY)
Completed Student Travel Packets include:
1. Student Travel Request: All travel information and estimated expenses must be listed and attached to the forms. The following forms are considered part of the Student Travel Packet and must be submitted together. Student Travel Forms must be submitted to the Student Clubs and Greek Life Office. – No travel will be processed unless the Student Travel Packet is fully completed. No partial/incomplete packets will be accepted!
Travel Pre-Authorization (Optional)
Travel Pre-Authorization is optional, but required to fill out at least six (6) weeks prior to making any travel related expenses and is only authorized for "domestic travel only". The Pre-Authorization form, if approved, will allow expenses to be paid in advance before full travel approval. Full travel approval is still required and all documentation must be turned in at least four (4) weeks prior to the date of travel status. To get pre-authorization approved, please see the check list below.
Travel Pre-Authorization Check List1. Pre-Authorization Form (click here)
Important Information regarding Car Rentals for Non-Employees (Students):
“University Regulation 05.02.06.A.4.d. (6) prohibits UA rental of motor vehicles for guests or persons who are not UA employees.” Please read the attached Transportation Safety Guide regarding student driving. We generally don’t recommend using rental for employees. The travel regulation mentions some requirements about Automobile Rental https://secure.alaska.edu/secure-files/travel/Travel-Regs---Final.pdf. We must be careful when dealing with student related travel regarding car rental. It’s not only about the upfront cost, but it’s more about risk and safety issue ( insurance and liability).
3. Mandatory Pre- Travel Meeting and TEMS Set Up
After completed forms have been submitted, all members of the traveling group seeking reimbursements are required to attend a Pre-Travel Meeting with the Leadership Coordinator and the Administrative Assistant from Student Clubs and Greek Life. Mandatory Pre-Travel Meeting must happen at least four weeks prior to making ANY travel related purchases for domestic travel and nine weeks for international travel. Final details of the trip will be covered during this meeting. From here the Administrative Assistant will go over the Travel Expense Management System (TEMS) process. For more information on TEMS, please see FAQs on the Student Travel Form FAQ page).
4. Approve TA and (if needed) Request Travel Advance.
A travel authorization (TA) is essentially a plan of where you are going, how you
are going to get there and the expenses you will be reimbursed for. Once our administrative
assistant inputs your TA into TEM you will receive an email from TEM requesting approval.
Once you log into TEM and approve your TA then it can be reviewed by and approved
by UAA’s travel administrators. This step is critical towards getting your reimbursements
and final arrangements approved.
NOTE: If you are planning to request a travel advance you need to request it before approving your TA. Step by step instructions on how to request a travel advance are here: https://secure.alaska.edu/secure-files/travel/tem_advances.swf
5. Retain All Receipts from Travel
Turn in all receipts within ten (10) days of your return. A travel expense form will be prepared for you to sign. Receipts must show proof of payment and the name of the purchaser; if a receipt does not have the name of a purchaser on it then the purchaser must provide the receipt with an accompanying credit card or bank statement with the purchase and name of purchaser. If you are travelling as a group (only 1 TA for the entire group) receipts must be turned in by all club members before anyone can be reimbursed.
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