ASP Manual - Appendix J

Travel Process

Purpose: To document procedures for authorizing travel and providing travel reimbursement and/or motor pool vehicles for AHEC Scholar program travel. 

Scope: AHEC Scholar student travel related directly to the AHEC Scholar program within Arizona. This does not include travel for rotations or other RHPP travel.

Note: Each AHEC Scholar’s Home College RHPP will be responsible for ensuring the Scholar’s travel follows all applicable policies, including processing Travel Authorizations and Travel Expense Reports.

Out-of-State and Out-of-Country Travel: Any travel outside of Arizona or out of the country is not permitted using AzAHEC funds.

Process:

UA College RHPP:
ProcedureResponsible Area
Centers provide a draft agenda (timeframe and destination) with at least one address six weeks in advance. RHPPs notify active AHEC Scholars on all applicable College travel policies and procedures.AHEC Centers, Home College RHHPS and potentially others

Prepare Travel Authorization. Review the Travel System Training located in EDGE Learning for guidance on completing and electronically submitting the Travel Authorization Request.

Note that UA policy requires a completed Travel Authorization for all travelers on UA business exceeding 35 miles from the traveler’s primary duty post that requires overnight lodging, even if reimbursement will not be requested.  

Home College RHPP(s); route for approval as applicable

Fiscal Year Blanket Travel Authorizations are allowable and may be obtained for frequent in-state travel activities that meet the following requirements:

  1. Travel activities are consistent with the traveler’s duties
    1. Business purpose is consistently the same for each travel event
    2. Location(s) of travel are clearly documented
    3. Annual review and renewal by June 30th
Home College RHPPs

Where possible, encourage coordination of travel such as carpooling and sharing Motor Pool vehicles. Once coordination is complete, RHPP Director works with AHEC Scholars to reserve Motor Pool and/or other travel needs through applicable Home College RHPPs. Home College RHPP ensures AHEC Scholar(s) are authorized to drive on UA business.

*Please note: If a privately owned vehicle is utilized for travel, the traveler must have sufficient insurance coverage, a valid driver’s license, and a completed Personal Vehicle Use Form on file with Risk Management as a valid University driver.

AHEC Scholars and Home College RHPPs
After the trip, process Travel Expense Report in compliance with all applicable UA policiesAHEC Scholars and Home College RHPPs

 

ASU and NAU College RHPP:
ProcedureResponsible Area
Centers provide a draft agenda (timeframe and destination) with at least one address six weeks in advance. RHPPs notify active AHEC Scholars on all applicable College travel policies and procedures.AHEC Centers, Home College RHHPS and potentially others
Follow applicable university policies related to travel authorization (ASU: https://cfo.asu.edu/domestic-travel-guidance or NAU: https://nau.edu/university-policy-library/travel-policies/).Home College RHPP
Coordinate, reserve, and pay as needed to facilitate student travel in compliance with applicable university policies.Home College RHPP
After travel expenses are incurred, submit invoice through regular RHPP invoicing process to request reimbursement for AHEC Scholar travel expenses.Home College RHPP