DATE: January 9, 2008
TO: Deans, Directors and Department Heads
FROM: Harry McDermott, M.D., M.P.H., Executive Director, Campus Health & Wellness, Steve Holland, Director of Risk Management and Safety and
Kirk Simmons, Ph.D., Executive Director, International Affairs
SUBJECT: UA related international travel recommendations and information.
Many faculty, staff and students are involved in international travel for research, teaching, study abroad, or service related activities affiliated with their work or studies at the UA. In order to support safe and healthy international travel, we would like to provide the following guidelines:
For general travel safety information and information regarding overseas travel preparations, we recommend the Center for Disease Control's Travelers' Health website located at www.cdc.gov/travel and the U.S. State Department's travel website found at www.travel.state.gov/travel.
We would also like to draw your attention to the UA Guidelines on Travel to Areas of the World Affected By Infectious Disease Epidemics. This document was reviewed and approved by the President's Cabinet on February 21, 2005 after being implemented as an interim policy in the spring of 2003. The guidelines can be found at http://policy.web.arizona.edu/~policy/disease. Please make sure that all faculty, staff and students in your department are aware of these guidelines, especially as they plan international travel. A policy development discussion is being initiated to address university travel into war zones and other hazardous situations. If you anticipate traveling to a country with a Travel Warning posted on the US State Dept. website, contact Risk Management and Safety to review the insurance implications before finalizing any university related travel arrangements.
If you or any of your employees or students has any questions regarding overseas travel safety or preparations, please feel free to contact Steve Holland at 621-1790 or Harry McDermott at 621-7428 or the Campus Health Service Immunization and Travel Clinic at 621-2292. Thank you.
TO: Deans, Directors, Department Heads
FROM: Mark McGurk, Comptroller
SUBJECT: Change to Policy Regarding Meal Reimbursement
Pursuant to an IRS Finding, effective September 1, 2007, the University will no longer be able to reimburse employees traveling on university business for meals without an overnight stay. This will bring the UA into compliance with Internal Revenue Service (IRS) regulations. Under the new policy, for example, if you travel to Phoenix for a meeting and come back the same day, meal per diem will no longer be paid.
The IRS audited the State of Arizona and concluded that the State and its agencies are in violation regarding same day meal reimbursement without an overnight stay. The State settled with the IRS and signed a closing agreement that included certain stipulations on uniform allowances, independent contractors, and meal reimbursements without an overnight stay. If an employee is reimbursed for a meal without an overnight stay, that meal reimbursement becomes taxable.
The State of Arizona is implementing a revised policy to adhere to the IRS finding. The UA's FRS Policy 14.13, Per Diem Reimbursement will be updated September 1, 2007 to reflect this change
The University of Arizona mileage, lodging and per diem rates have been increased to reflect those approved for the State of Arizona. Therefore, travel expenses incurred on or after November 15th, will be reimbursed at the new rates.
The Travel Expense Report eForm has been updated to reflect the new mileage rate of 44.5 cents per mile and the Travel sections of the FRS Departmental Manual have been updated to point to the new lodging and
per diem rates at: http://www.gao.state.az.us/publications/SAAM/SAAM-2d06-20061115.pdf
Please contact Jose Montante, Financial Services Office, atb
(520)621-7697 if you have any questions.
Financial Services Office-Operations continues to look for ways to improve service to our customers and we are pleased to announce that travel advances will be deposited into the traveler's bank account using Direct Deposit. FSO-Operations has been successfully using this new process for the last three months and it has proven to be beneficial to the traveler and their departments by eliminating trips to pick up advance checks and trips to the bank.
If the traveler does not have Direct Deposit, advances will continue to be issued via check.
When travel advances are deposited into the traveler's bank account, a notification is emailed to the traveler. To ensure timely notification, please verify that email addresses are correct.
Log into Employee Link https://emplink.arizona.edu.
Click "Personal Information" - left hand side.
Click "Update your e-mail or permission setting" link.
Update your information and click "SAVE."
To enroll in Direct Deposit or to modify existing Direct Deposit information:
Log into Employee Link https://emplink.arizona.edu.
Click "Online Services" - left hand side.
Click "Direct Deposit Service Online."
Update your information and click "Save."
NOTE: To deposit travel advances into an account that is different from the account where paychecks are deposited, enter the bank information in the "University Reimbursements (optional)" section.
All contents copyright © 2006. Arizona Board of Regents.
