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Travel Request

The Travel Request is submitted under the group leader and includes all trip expenses for themselves and their group members.

If a group member will act as a co-group leader (e.g. they intend to use their own UA travel card during the trip), they must also submit a Request for the trip. The travel office or CTM can coordinate air and lodging bookings for the group.

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Booking

The group leader (or their delegate) contacts the travel office or CTM for travel bookings. We can book a trip for an entire group under a single Travel Request.

1. The group leader can use the “Group Travel Booking” spreadsheet to keep track of the information. If used, the spreadsheet is submitted to the travel office or CTM for processing. 
2. If the spreadsheet is not used, a list of traveler names as they appear on their ID as well as their birth date will be needed for booking. 

Lodging

The group leader should use their UA Travel Card to pay for the group’s lodging. That way, all lodging expenses feed directly to their Concur account.

Alternatively, the travel office can coordinate payments on your behalf. Especially in situations where costs may exceed the available credit limit on your travel card. 

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Meal & Incidental Expenses (M&IE)

The group leader has two options for handling M&IE for themselves and the group during the trip. They are reimbursed at actual costs with an itemized receipt OR the authorized per diem allowance, not both.

Per Diem Allowance

1. The group leader can request a travel cash advance to cover the per diem for their group members
   1. Requires Cash Advance enabling before the Travel Request is submitted (contact the travel office for more information)
   2. Once enabled, Cash Advance is available on the Request Header
   3. If the advance is not requested with the trip Request, the group leader can still request one by directly contacting our office
2. The group leader can also have Cash Advance enabled on their travel card
   1. Allows them to use their travel card to withdraw money from an ATM
   2. This is an option if the travel advance amount does not exceed credit card limits. Contact our office for more information
3. Group per diem requires a sign off sheet specifying the amount of cash disbursement received by each group member; group leaders manage this during travel
4. Group per diem is limited to the allowable amount for each group member at the business location rate
5. The group leader can use their UA Travel Card during the trip for M&IE purchases
   1. All M&IE charges are considered “Per Diem Offset Meal”
   2. If they provide a member with per diem AND purchase them a meal, that meal is still considered “Per Diem Offset Meal”

Actual Meal Costs

1. The group leader uses their UA Travel Card or personal form of payment to pay for all M&IE at actual cost up to the daily per diem allowance in the destination. 
2. Group leader must obtain and attach itemized, detailed receipts for all M&IE purchases that lists meal costs and gratuity; cannot include alcohol purchases
3. A sign off sheet is not required so long as the Request or expense Report clearly documents the names of group members on the trip

Pro Tip: Contact the travel office to precalculate the allowable M&IE rate before travel commences. 

Note: If a group member who is not the group leader has a UA Travel Card, they cannot use it to cover any travel expenses. 

Contact the travel office for assistance completing the Expense Report

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Lodging

1. The group leader’s lodging costs are expensed as “Lodging” and itemized accordingly
2. The group members’ lodging costs are expensed as “Group Lodging”
   1. If the group leader’s lodging is included in the group members’ lodging, the entire cost is expensed as “Group Lodging"
   2. Use single itemizations to separate any non-lodging costs (e.g. “Parking”)
3. Use Payment Type “Prepaid by University” to document lodging paid through Procurement

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Per Diem Allowance

1. If the group leader distributes cash per diem to the group members, use Expense Type “Group Per Diem” to document the amount(s) provided
   1. Requires a sign off sheet specifying the amount of cash disbursement received by each group member
   2. Limited to the allowable per diem for each group member at the business location rate
   3. Cannot exceed the total from the sign off sheet
2. The group leader's per diem is applied via Expenses & Adjustments in the Travel Allowance, instead of included in “Group Per Diem” (since it is their allowable per diem and not part of the cash disbursement)

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Actual Meal Support

1. The group leader claims all M&IE purchases as reimbursable actual meal costs using Expense Type “Actual Meal”
2. Each expense requires an itemized receipt that lists meal costs and gratuity and cannot include alcohol purchases
3. The Report must include a Travel Allowance to calculate the allowable M&IE rate for the business location
   1. The total paid in meal actuals cannot exceed the total allowable per diem for the group
   2. Any overage is deducted from the group leader's reimbursement

Group Travel Booking

Sign-Off Sheet for Per Diem