Travel


Your main point of contact is:

Adam Dewey     Part-Time Accounts Technician/Travel CES & SNRAS-AFES

907-474-2734, aldewey@alaska.edu

or

Debbie Gonzalez     Travel Back-up, Accounts Technician CES & SNRAS-AFES

907-474-7269, djgonzalez@alaska.edu

Please use our travel e-mail when transmitting travel documents (paper TAs/TERs, backup for TEM documents) is via scan/e-mail: uaf-ces-snras-travel@alaska.edu.

Responsible for: Travel (Travel Authorization & Travel Expense Report Processing, Ticket & Registration Purchasing, Travel Advances & Reimbursements)


General Guidelines & Travel Procedures

The CES & SNRAS-AFES Business Office follows the UAF established travel regulations for requesting and reimbursing travel. It is the responsibility of the traveler to submit travel authorizations (TA) and travel expense reports (TER) within the established timeline. Please contact the travel coordinator at the Business Office if you have any questions concerning these procedures.

Please note that UA Travel Regulation R05.02.060 has been updated effective May 1st 2013. For travel commencing on or after May 1st 2013 use: R05.02.060

Click here for the 5/30/13 memo regarding travel regulation changes.

Click here for a printable version of the current CES & SNRAS-AFES Business Office Travel Procedures.


CLICK on each header below for detailed information on related procedures.


Travel Authorizations (TA)

Purchasing Travel

While Traveling

Travel Expense Report (TER)

Per Diem, Meal and Incidental Expenses (M&IE)

Travel and Expense Management (TEM) System

Other Travel Issues

Rental Car Information

Enterable Paper TA

Travel Tips & Info


NEW: CES Faculty and Staff Travel Policy 3/25/13

Please review the new policy for CES Faculty and Staff Travel


PLEASE avoid sending DUPLICATE and/or INCOMPLETE TAs & TERs



TEM Travel and Expense Management System

The University is currently implementing a new Travel and Expense Management System, also known as TEM. This expense system will eliminate most of the paper used for staff travel and it will provide a better capture of actual costs for airfare, hotel, per-diem and other expense categories. University-wide there are a number of departments that have successfully transitioned to using TEM and we are ready to expand the usage.

SNRE (SNRAS-AFES & CES) were part of the pilot test group for TEM and have helped to make improvements and get clarifications on the new process. Thanks to all who participated for their patience and feedback.

UA Statwide has an ambitious goal—provide training to the remaining university employees so that they are using TEM by July 1, 2014.  SNRE would like  to have all employees who travel to be using TEM by May 1, 2014, with all approvers trained to use TEM by July 1, 2014. TEM use is required for FY15 travel (on or after July 1).

Those who have been signing the travel authorizations and expense reports (travel approvers), as well as those who prepare and book travel for others (known in TEM as delegates), must attend an instructor-led 3 hour training session. Travelers can view on-line training videos that were created for a smooth transition.

Statewide Travel is happy to announce that the TEM training videos are now available on UAOnline! This will eliminate the need for travelers to be on the UA Network in order to view the videos.  All the travelers will need to do is:

  •     Login to UAOnline
  •     Access the Finance Tab
  •     Click on On-Line Training
  •     Click on Travel & Expense (TEM)
  •     Click on whichever video they wish to view

The first five videos are live on UAOnline currently, and the other six will go live shortly.  Hopefully this will make the process of getting our travelers trained up that much easier.

TEM documents and training videos can also be accessed at UA Statewide's site:

Travel TEM Training & Documentation

SNRE TEM RESOURCES

SNRE TEM Brochure 3/19/14

SNRE TEM Checklist for Travelers 3/19/14


TRAVEL TRAINING

Travel Training Power Point from UAF Travel: This Power Point presentation provides great information for those who help process travel. See pages 7-14 for detailed Travel Authorization instructions and pages 22-28 for details on how to prepare a TER. Click on Links for the Travel Coordinator:  Travel Training Guide on UAF Travel page.