- Check with your mentor to confirm that the purpose and dates of travel are appropriate for your research and laboratory needs.
- Calculate your expected travel expenses and determine how you will cover expenses that exceed your $1,400 training grant award.
Note: Be sure to include all transportation, accommodation, conference registration, unique laboratory collaborator fees, and meals (check the Current State of AZ Meals/Lodging Reimbursement rates for the city you will visit https://policy.fso.arizona.edu/fsm/1400/1471).
- Determine if you will have any personal days before or after the approved travel event (one or more days before or after the event’s travel days needs to be included in the initial approval). If you take personal days you will need to submit a screenshot of a comparison flight that is the same or more as your actual flight.
- Go to the UA Financial Services Office website and download a unique, numbered-coded Travel Authorization Form https://www.fso.arizona.edu/.
- Fill out the top three sections of the form (see example below).
Note: If you are not travelling internationally or do not have other exceptions you can skip the Exceptions section. If you are travelling internationally, be sure to register your trip through the UA International Travel Registry prior to departure: http://ua-risk.terradotta.com.
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Email completed form to CVR Program Coordinator or to your PI's business manager if your PI will cover the majority of expenses.
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Buy your airfare, book your hotel, and register for the conference or event. If you are not taking personal days and would like the CVRP to pay for the flight or conference fees in advance with the UA PCard, contact the Program Coordinator.
Note: at the time of booking, be sure to get a comparison flight or accommodation screenshot to support any exceptions such as personal time or non-designated lodging.
