All CALES employees who travel for business must adhere to University Financial Policy 14.00 and the policy below.
Travel Authorization
Travel Authorizations are required by all employees traveling for university business over 35 miles away from Duty Post, regardless of whether there is overnight stay. Approval for travel is required at least 5 days before departure for official University travel activities, regardless of funding source to ensure funding availability and appropriate business-related activities. Each travel instance must have its own travel authorization number, unless related to an approved blanket travel authorization.
One-off, in-state same day travel over 35 miles away from Duty Post and not involving overnight now requires a Travel Authorization, per University policy as of July 1, 2026. Any reimbursement requests must indicate single-day travel on an expense report.
Fiscal Year Blanket Travel Authorizations may be obtained for frequent in-state travel where the travel activities are consistent with the employee’s job duties, may involve overnight stays, and the business purpose is consistently the same for each travel event. All known/anticipated travel locations must be listed on the Travel Authorization.
Note: If an employee does not have an approved travel authorization prior to travel when it is required, it is within the College’s right to deny any/all reimbursement requests related to that travel for failure to follow institutional policy.
Personal Vehicle Travel
All CALES employees driving a privately owned vehicle on university business must have:
- current vehicle insurance on file with their unit’s Business Office
- signed Personal Vehicle Usage Form on file with their unit’s Business Office
- a valid driver's license with a good driving record
- documented completion of Driver Certification in EDGE Learning (Course ID: 0000021861)
- meet Risk Management Fleet Safety requirements.
Failure to have all above requirements completed can result in being banned from driving on university business and denial of any/all reimbursement requests.
Travel Mileage Reimbursement Requests
Reimbursement for mileage when a personal vehicle is used for university business is computed at 67 cents per mile based on the most direct route between two points computed by official highway maps.
All CALES employees must provide screenshots of a map showing beginning and end location(s) identifying the most direct route and odometer readings with their reimbursement request paperwork. Examples: MapQuest, Google Maps, Apple Maps, etc.
- If multiple trips to the same location are submitted within the same reimbursement request, only one map is required.
- It is recommended that travelers save maps from their duty post to frequently traveled business sites to reduce burden of obtaining the map every time a new reimbursement request is submitted.
Reimbursement for transportation expenses within a local area (less than 35 miles from duty post) may be requested when it is a necessary function of an employee's position and approved by the department. This must be documented clearly in the reimbursement request notes.
A traveler using their privately owned vehicle for university business may receive mileage reimbursement regardless of eligibility for lodging or per diem reimbursements, as long as the travel is not to a permanent duty post from their residence. Travel will be calculated from the permanent duty post to the destination; travel expenses are not allowed to and from the employee’s personal residence.
- Exception: A traveler assigned to multiple duty posts is eligible for mileage reimbursement for travel between duty posts when a personal vehicle is used.
A traveler using their own vehicle for university business may receive mileage reimbursement or gasoline reimbursement, but not both. A receipt for fuel and a screenshot of a map showing beginning and end locations must be submitted with reimbursement paperwork.
If business travel requiring an airline flight begins during normal (8-5 Monday through Friday) business hours and includes travel to and from Tucson International airport, reimbursement mileage will be based upon 20 miles round trip (to and from the airport from the University). If travel begins before 8am or after 5pm, on holidays or weekends, a traveler will be reimbursed for total miles to and from the airport from their place of residence. A map from residence to the airport must be included, as well as supporting documentation confirming travel outside of normal business hours.
If a traveler is being dropped off at the airport, parking costs are not reimbursable. When the traveler is picked up at the airport, one (1) hour of economy parking may be reimbursed as applicable. A confirmation/justification statement must be included with the employee’s reimbursement paperwork.