Travel

Welcome!

Travel is a necessary component for the University's success and we strive to make it as smooth of a process as possible. Please use this site as a resource for all UAF travel questions and be sure to contact our office for additional information or assistance.

For information regarding foreign travel restrictions and alerts, please visit the Risk Management website.

Travel Reviewers Guide

UAF Travel Checklist

UAF Travel Approval Authority

UAF Self Travel Authorization

Step-by-Step Travel Process

Use the following as a quick-reference guide to traveling for University purposes. Your unit may have additional requirements, so check with your Travel Coordinator before making travel arrangements.

Before Travel

  1. Verify your TEM profile for accuracy. First-time users click HERE.
  2. Complete a paper TA form (In State, Out of State or InternationalOR enter travel information in TEM (depending on your Unit's procedure). 
  3. Review and apply the appropriate per-diem rates to your travel authorization.
  4. Upon approval, begin working with your Travel Coordinator to book airfare, hotel, and car rental (if necessary).
  5. Review the guidelines for Personal Travel Combined with Business, if applicable.

After Travel

  1. Submit original receipts to your Travel Coordinator.
  2. If your Unit requires a paper Travel Expense Report (TER), complete and submit with receipts to your Travel Coordinator.
  3. Reimbursement may be in the form of check payment or direct deposit, depending on your preference.

Note: If completing your own expense report in TEM, use the attachment feature for all backup. AT and ER detailed reports are still required in backup.

Risk Management Links:

Travel Accident - How to prepare and what to do in the event of an accident during travel status
Acknowledgement of Risk and Release of Liability for Family / Friend Accompaniment - The family member or friend must sign this release if accompanying a UA traveler
Student Accident/Travel - What to do in the event of an accident during a UA student's travel
Auto Liability
Auto Physical Damage
Volunteer Services and Liability 

International Travel with Research Equipment, Tools or Data - Export Control Regulations:

As a UAF faculty, researcher, or staff member traveling internationally on University business, you need to be aware that any data, software, or items, including research equipment and laptops, that you either bring with you or ship ahead to your destination, are subject to U.S. export control regulations. For most travelers and most destinations, this will not pose a problem.  However, you must be aware of the common types of activities that may require you to get an export license:

  • Taking protected or confidential data (NDA covered) or data not in the “public domain”
  • Taking sophisticated, sensitive, or high-tech research equipment or software, even if commercially available
  • Taking military or space application related research equipment, data or software
  • Traveling to any sanctioned or embargoed country:  Cuba, Burma/Myanmar, Balkans/Yugoslavia, Iran, Syria, Belarus, Sudan, North Korea, Democratic Republic of Congo, Liberia, Libya, Iraq, or Zimbabwe

Export Control regulations are very broad and complex, so please visit the UAF Export Controls web site for more information or if any of the above apply to your activities. Contact the Office of Research Integrity with any questions you have about your activities.

In addition, contact the Office of Grants and Contracts Administration if you are traveling on restricted funds.

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