Pre-Trip Form and Booking Travel – Last Updated 9/2/21

Travel Updates
As communicated previously and included in the Fall 2021 Return Plan, UA-sponsored domestic travel is allowable, per UA travel policies and with supervisory approval.  Any non-essential UA-sponsored international travel continues to be prohibited, except as approved by UA’s International Travel Health and Safety Officer, Chad Berry at chad.berry@ua.edu.

Pre-Trip Approval Form
A new version of the Pre-Trip Approval Form is now available.  This version will automatically route to the traveler’s supervisor for approval.  This form is required for all out-of-state overnight trips for faculty and staff (unless fully funded by a contract or grant).  After the form is approved, the traveler and the delegate who entered the form, if applicable, will receive a PDF version of the approved form via email that should then be attached to all Expense Reports related to that trip.

Clarification for Booking Travel
Effective for trips booked on or after August 1, 2021, the Concur booking tool must be used to book all airfare.  The Concur booking tool is recommended for lodging and rental car when possible, but for all lodging and rental car reservations, the UA P-Card is the required method of payment.  If you need to obtain a UA P-Card, please complete the Concur-P-Card User Access Form.

Supervisor Error
Please contact Accounts Payable if you are completing the form and receive the error message that your supervisor is blank.  We are working through our employee lists to get these populated but can work with you individually to get this corrected. Please contact Accounts Payable with questions.

Approver Notes
Additionally, for individuals that are approving the Pre-Trip Forms, after clicking Approve, please wait until you see a pop-up message display stating that the PDF of the form has been created.  Doing so will allow the time for the PDF to generate and transmit to the traveler.