Only UAF employees are covered by the TA liability insurance. Travelers who are requesting reimbursement from the university need to fill out a TA, regardless of employment.

Unfortunately the Business Office does not have time to obtain signatures for all the travel that comes in for processing. We must have all necessary signatures BEFORE we can process your TA (and purchase a ticket if requested). It is the responsibility of the traveler to get signatures:

• In-State Travel: traveler & supervisor (or program/dept chair/funding sponsor or dean/director)
• Out-of-State & Foreign Travel: traveler, supervisor/program chair & dean/director

If the dean/director is not available, please forward the TA to the Business Office to obtain appropriate signatures (this signature authority cannot be delegated to anyone at a lower level, like a department or program chair).

In an effort to reduce reduce costs and avoid repetitive faxing of documents (causes legibility issues), we request that you scan and e-mail all travel authorizations (and related backup). It is recommended that you prepare the TA, get the traveler's signature, scan the form and send it to the supervisor/program or department chair and/or dean or director (this may be accomplished through your administrative support personnel). Request that the signed TA be returned to you to submit to the Business Office, OR ask them to forward it to the Business Office after it is signed (not both).

We must have a signed final TA, itinerary, and the following (required by TSA) for any ticket purchase:

• Full name as it appears on your government-issued ID used for traveling
• Date of birth
• Gender

Remember the business office can only purchase tickets for the "Business Only" portion of airfare when Personal and Business trips are combined. Comparison itineraries (Business Only vs. Business + Personal) must be provided for any travel that combines "personal" days with business travel regardless of who purchases the ticket. The university allows for one travel day before the meeting/conference dates and one travel day after. Any other dates are considered "personal" days.

The Travel Expense Report (TER) is the document that details the full and final cost of the travel, how it was paid for, and any reimbursement due to Traveler. It should be submitted to the Business Office no later than 15 business days after travel is completed.

• Traveler and/or admin personnel prepare the TER
• Attach all supporting documentation (agendas, hotel folio, air itinerary, original receipts, etc.)
• Send complete original TER to Travel Tech for review & processing
• When TER is deemed accurate & complete, it is forwarded to the Executive Officer for review & signature
• Approved TER is sent to UAF Travel for final review and payment processing
• Payment processing is done by check (3 times a week M-W-F) or direct deposit (daily)

In an effort to streamline after-travel reimbursement processing, our executive officer, Raaj Kurapati, has authorization to sign TERs. You may now get the traveler's signature (required) and forward TERs directly to Travel in the Business Office for processing.

See After Travel is Completed from the UAF Travel Handbook for further details.

From UAF Travel Regulation R08.02.06

d.          Automobile Rental  

1. Automobile rental for employees on authorized university business may be utilized when such use is in the best interest of the university and approved in advance on a Travel Authorization.   (See item (6) of this sub-section regarding prohibition of renting vehicles for guests or non-employees in the name of the university.
2. The traveler must obtain the lowest and most economical rate offered to university or government agencies for the type of vehicle necessary to meet the business needs of the traveler. However, based on safety considerations, use of vehicles smaller than mid-size ("economy" or "subcompact" class vehicles) is not required. (See R05.02.06A.15(8) regarding expense reporting for full size or luxury vehicles.)   A standard sized car is to be rented or the business justification for a larger class vehicle must be attached to the expense report.

Click here for Rental Car Tips

Insurance/Government Rates and Discounts Form

Car Rental Discounts

• Enterprise Car Rental Agreement: UAF Travel Department would like to announce a new car rental agreement that can be used for business or personal travel. This agreement has several key advantages, including insurance and lowering the underage driver age to 18 and preferred rates in Alaska and the continental United States. When seeking a car rental rate please try our preferred customer number when making price comparisons. Our Enterprise customer number is XZ45UAF.
• Budget Rent  a Car: University of Alaska Discount Code R039500

• Claim Guide: The System Office of Risk Services covers physical body damage sustained to vehicles, up to seven years of age, in accidents occurring on official university business. Coverage occurs only when there has been an accident. An accident is a sudden, unexpected event, not purposeful, and not due to mechanical failure/breakdown or normal wear and tear. University departments are responsible for a deductible for each and every accident. The deductible is retained by the department responsible for the vehicle at the time of the accident.

• Accident Reporting: You must immediately report any accidents that occur during your work for the university to your supervisors, your vehicle fleet manager if you have a leased UA vechicle, and your campus risk management/safety department. Report should normally occur the same day, or no later than the next business day. Auto Accident Report and Claim Form

Click here for more on Auto Liability, UA System Office of Risk Services