Financial Management

Travel Policies

Northern Arizona University’s travel policies are set forth below. Entries in blue represent policies that conform to the new University Policy formatting standards and have been moved to the University Policy Library. Entries in purple link to policy materials that are awaiting the conversion process.

Section 500. Introduction and Definitions

• 500-01 Introduction
• 505-00 Definitions

Section 510. Responsibilities in the Travel Process

• 510-01 Department Leadership
• 510-02 Travel Specialist
• 510-03 Exception to Policy Signer
• 510-04 Traveler
• 510-05 Comptroller’s Office

Section 515. General

• 515-01 Reimbursement of Travel Expenses
• 515-02 Substantiation of Travel Expenses
• 515-03 Funding Sources
• 515-04 Processing of Travel Expenses
• 515-05 Efficient and Cost Effective Travel Practices
• 515-06 Annual Travel Certification
• 515-07 Personal Expenses
• 515-08 Non-State Sponsored Payments

Section 520. Travel Policy Exceptions

• 520-01 Exceptions to University Travel Policy
• 520-02 Exception to Policy Signers
• 520-03 Justification of Exception
• 520-04 Blanket Letter of Exception
• 520-05 Examples

Section 525. Ground Transportation

• 525-01 General Requirements for Transportation Expenses
• 525-02 General Requirements for Travel via Automobile
• 525-03 Use of NAU Fleet Vehicles
• 525-04 Use of a Personal Motor Vehicle
• 525-05 Mileage
• 525-06 Rental Cars
• 525-07 Parking
• 525-08 Shuttle Transportation

Section 530. Air Transportation

• 530-01 General Requirements for Transportation Expenses
• 530-02 Commercial Airline
• 530-03 Airline Travel Under Federal Grants
• 530-04 Chartered Flights
• 530-05 Privately Owned Aircraft

Section 535. Lodging

• 535-01 General Lodging Policy
• 535-02 Telephone and Communication Expenses
• 535-03 Designated Lodging for an Event
• 535-04 Shared Lodging
• 535-05 Shared Lodging Computations

Section 540. Meals

• 540-01 General Requirements for Meal and Incidental Expenses Reimbursement
• 540-02 Meals Involving Overnight Stays
• 540-03 Provided Meals
• 540-04 Special Dietary Needs
• 540-05 Daily Meal Reimbursement
• 540-06 Event Meals that Exceed the Maximum M&IE Reimbursement Rate
• 540-07 Single Day and Extended Day Meal Reimbursements

Section 545. Out-of-State Travel

• 545-01 General
• 545-02 Trip Approval
• 545-03 Multiple Representations
• 545-04 Other Out-of-State Restrictions

Section 550. International Travel

• 550-01 General
• 550-02 Travel to Sanctioned Countries
• 550-03 Travel to War Zones
• 550-04 Other International Restrictions

Section 555. Special Circumstances

• 555-01 Travel Advances
• 555-02 Travel within 100 Miles of the Arizona Border
• 555-03 Group Travel – Non-Athletic Team
• 555-04 Package or Group Discounts

Section 560. Avoiding the Appearance of Personal Benefit

• 560-01 Extension of Travel Time to Reduce or Save Cost
• 560-02 Business and Personal Travel Combined
• 560-03 Lodging at a Second Residence or Friend/Relative’s Home
• 560-04 Indirect or Interrupted Travel Itineraries
• 560-05 Optional Event Registration Fees
• 560-06 Travelers with Physical Disabilities

Section 565. Long-Term Travel

• 565-01 Travel Longer Than Thirty Days But Less Than a Year
• 565-02 Travel Longer Than a Year
• 565-03 Maximum Reimbursement Rates