NAU Business Travel FAQ

Who can travel on university business?

Any current university employee, student, affiliate, volunteer, or community member.

What is considered business travel?

Travel is defined as any trip (50) miles from an individual’s duty post and primary residence, or is out-of-state, OR any trip where an individual is requesting reimbursement for incurred travel related expenses.

Some expenses, like mileage and parking, can be reimbursed with department approval if travel is less than (50) miles from an individual’s duty post and primary residence.

All travel, per state and university travel policy, must be authorized prior to booking/purchasing event registration, airfare, lodging, ground transportation, etc. – even if expenses will not be paid by the university. This ensures that:

• travel plans have been authorized by the appropriate departmental approving authority.
• funds are available.
• the traveler can document their official travel status if needed for Risk Management purposes.
• the travel has a legitimate business purpose that is in the best interest of the university.
• the travel meets the IRS Accountable Plan.

The Employee Service Center (ESC) is the ticketing system used for requesting travel authorization and travel booking assistance. Cases are routed automatically through the system using pre-determined criteria to capture trip approvals. The ESC is the primary means for requesting and tracking reimbursement of all travel expenses.

Site security is maintained through a CAS-authentication process, so any NAU employee or student can initiate a case. Travel requests for affiliates, volunteers, and community members must be submitted by a current NAU employee or student.

For step-by-step instructions on how-to submit a travel request, please view the NAU Travel Case Submission – Quick Reference.

Submit your travel case as soon as possible!! It is NEVER too early to submit, but please keep within the current fiscal year or no more than 3-4 months beyond the current fiscal year (the fiscal year runs from July 1-June 30). Our general guidelines for submitting travel cases are:

• In-state travel: (10) business days prior to departure
• Out-of-State: (15) business days prior  to departure
• International: (20) business days prior to departure

If a travel case is submitted “last-minute”, less the guideline window, and booking assistance is needed, please follow-up with a phone call to your assigned Travel Specialist! This will ensure that your case is seen in time to get travel booked.

In our new COVID world-order, please realize that the longer you wait to submit and subsequently book, the less likely you will get the flights and lodging you want or need, and the cost will go up significantly. For example, industry standard for purchasing airfare use to be 21-days advanced purchase, now they recommend 2-3 months in advance to get the best deals.

Have the following information ready before you submit your Travel Support case.

• Who is the supervisor or responsible faculty/staff member who needs to approve this trip?
• What department will be paying for this trip and what is the funding source (local, state, or grant funding)?
• Where are you going? What is the primary business destination(s) – specifically city, state or city, country?
• When do you want to depart?
• Where are you departing from (home, work, etc.)?
• When do you need to arrive?
• When do you want to return (home, work, other)?
• If you are attending a conference or other event that has a website, what is the web address?
• Who will be booking your travel?
• What type of travel arrangements do you need?  examples: airfare, rental car, lodging, event registration
  • If you know the specific flights or hotel that you want to stay at, include that information as well!
• You will also need a public purpose – how does this trip further the mission of the department/university?
• Are you requesting to take personal time in conjunction with this trip? If so, what are the dates and to where?

Any NAU employee or student employee with a NAU PCard can book travel. If you do not have a PCard and no one in your department is able to book for you, the Reimbursement Processing Support (RPSU) staff will book and pay for your airfare, lodging, and ground transportation.

To request RPSU assistance in booking your travel, note your travel booking needs in the Travel Support case you open. Be sure to specify if you booked any arrangements yourself, or if someone else will be booking for you.

With permission from your immediate supervisor you can! But, your request and approval must be in writing, and no vacation expenses can be paid on the PCard or reimbursed by the university.

Be sure to note your vacation request when submitting your travel case.

We also advise, that before using the PCard to make any travel arrangement you contact your department’s assigned Travel Specialist to confirm what expense can be put on the PCard and what should be paid out of pocket and reimbursed. They can also assist with running cost comparisons and advise when they will be required.

Annual Travel Certification (ATC)

NAU employees are required to complete the Annual Travel Certification each fiscal year (July 1 – June 30), and NAU students must complete if traveling on university business and/or if receiving a reimbursement. A traveler’s reimbursement will not be processed until the Annual Travel Certification (ATC) is completed.

Authorized Driver Verification

The Authorized Driver Verification is a (3)-part process that includes completing an online training, registering your driver’s license in LOUIE, and a driving record background check. To start the process, you must first register on the Occupational Safety website. The Authorized Driver verification is good for (3) years.

The Authorized Driver verification must be completed by NAU employees and students who will be:

• reserving a NAU fleet vehicle
• renting a vehicle with a PCard
• requesting reimbursement for any personal vehicle expenses (mileage, parking, etc.).

Travel Policy Training

NAU employees and students traveling on university business must complete the NAU Travel Policy Training prior to their first trip. The training is a high-level review of university travel policy and documentation requirements. Training delivery is via Canvas web module. You will need to enroll and complete the training once per fiscal year.

For those employees with a NAU PCard who will be booking their own travel, Booking Travel Training is also recommended but not required.

Misc. Reminders and Tips!

• Don’t forget to pack your NAU PCard, if you have one!
• Set an ‘out of office’ notification in Outlook.
• Pack business cards and your NAU name tag, if you have them.
• If you will be unable to complete Employee Service Center (ESC) and/or PeopleSoft Financials approvals while in travel status, set-up a delegate for the time you will be gone. Requests can be made in the ESC by submitting a General Finance – Financial Administration and Technical Support case. Be sure to indicate who will be your delegate approver and start and stop dates. NOTE: You will still receive email notification to complete approvals but so will the delegate.

Most travel related expenses can be paid on the NAU PCard. Below is a list of the most common allowable expenses:

• Airfare and Baggage (within reason)
• Seats on Airlines, must be main cabin.
• Lodging
• Shuttle Services
• Rental Car, when policy allows
• Fuel for Rental Car or Fleet Vehicle
• Parking – at airport, lodging, and events
• Public Transportation: Bus, Ferry, Subway, Train, and Trolley Fares/Tickets
• Rideshare – Uber, Lyft, etc.
• Taxi
• WiFi, with a documented business need

Expenses NOT allowable on the PCard:

• Personal Meals
• Fuel for Your Personal Vehicle
• Upgrades – flights, lodging, vehicles
• Flight Insurance

Yes! In order to be reimbursed for out-of-pocket expenses, you must provide itemized receipts. The only exception is meal receipts, NAU employees and students are not required to provide receipts to be reimbursed for meals and incidentals (MIE). Community members (non-employees and students) travelers must provide receipts to be reimbursed meals and incidental expenses.

For additional information, please note the following resources:

• What must be included on a receipt?
• How-to document if a receipt is lost/missing?

You also need to keep receipts for any purchases made on an NAU PCard. Receipts are required for completing PCard reconciliations in PeopleSoft Financials, and should also be uploaded to the travel case.

You miss your flight or your flight is cancelled:

Immediately contact the airline and rebook your flight. It is much easier for you, as the traveler, to make these new arrangement than for anyone else. If you are forced to stay an extra night due to the flight cancellation, you can and should get a hotel room as close to the airport as possible. If you have an NAU PCard, use it to book yourself a room. If no PCard, pay with personal funds and keep the receipt in order to be reimbursed. Travel policy rules will still apply, so consider when booking your room.

Something is wrong with your lodging and you need to move locations:

If you have an NAU PCard, use it to book yourself a room. If no PCard, and it is during regular NAU business hours, you can call your department’s assigned travel specialist and request assistance in booking a new room. If not during regular business hours or you are unable to contact a Travel Specialist, pay with personal funds and keep the receipt in order to be reimbursed. Travel policy rules will still apply, so consider when booking your new room.
DONT FORGET TO…

1. Cancel the remainder of your stay at the original hotel so their are no additional charges.
2. Keep all receipts, credits, or vouchers and upload into your travel case when you return.
3. Document in the travel case why you needed to change rooms; this will be important for audit purposes.

Your planned ground transportation falls though:

You can use a rideshare company like Uber or Lyft but a taxi is always a safe and reliable mode of transportation to get from the airport to your hotel or event.
The NAU PCard can be used to pay for these expenses, or you can submit for reimbursement upon your return – be sure to keep a receipt! You will need it for the reimbursement or for reconciling your PCard.
NOTE: Taking a rideshare or taxi from city to city is not a cost effective mode of transportation. There are multiple other modes of transportation that should be secured first such as a shuttle, rental car, fleet vehicle, etc.

Public modes of transportation such as bus, subway, train, trolley, etc. are also acceptable modes of transportation that can be paid on a NAU PCard or reimbursed with an itemized receipt.

Paid shuttles, like Groome, are also acceptable modes of transportation between cities in Arizona, and can be paid on a NAU PCard or reimbursed with an itemized receipt.

There is a major weather event or natural disaster – what to do and who pays:

First, consider your immediately physical safety! Get to a location where you are safe to ‘ride out the storm’. If that mean leaving early and coming home, make the necessary arrangements to make that happen.

Second, always notify your immediate supervisor of the situation and what your plan is and how you will execute it.

Travel Service Team staff are always happy to help so don’t hesitate to reach out to them for assistance.

Please do consider fiscal responsibility when making arrangements, and if a reasonable person would consider them excessive or extreme, the university may not reimburse for them and/or you may be required to reimburse the university if the NAU PCard is used to pay.

You have a personal/family emergency and have to return home early:

Life happens! If you need to cut short a business trip, please complete or and/or document the following:

1. Notify your supervisor immediately that you are ending your trip early and are returning home/etc.
2. Cancel the remainder of your stay and check-out of the hotel so their are no additional charges.
3. Adjust or cancel flights as needed.
4. Return the rental car or adjust/cancel any pre-booked ground transportation services, like pre-paid shuttle service.
5. Keep all receipts, credits, and vouchers and upload into your travel case when you return.
6. Document in the travel case that the trip was cut short due to a personal/family emergency. You do not need to specifically note why.

First, welcome back!
To be reimbursed, please upload and/or note the following in your travel case.

1. Trip Itinerary. You can use this itinerary template or create your own to include departure and arrival dates, times, and physical location(s) for your university business time; you do NOT need to include each time you stop for a meal and/or for events/destinations once your business day has concluded.
2. Itemized Receipts for all out of pocket expenses AND expenses paid on the NAU PCard. If you have lost or were never issued a receipt, this resource will show you how-to document a missing receipt.
3. For meal claim (M&IE), please note any meals provided free of charge by a lodging establishment or attended event, AND which meals you are claiming. Student’s and NAU employees do not need to provide receipts for meals, but community members are required to provide itemized meal receipts in order to get reimbursed.
4. If you were approved for personal vehicle use and are claiming mileage, please upload a completed NAU Mileage Log, or enter the physical departure and arrive addresses into your travel case and your Travel Specialist will run a Google map and calculate your mileage for you. As a reminder, NAU employees and students must be an Authorized Driver in order to receive mileage reimbursement.
5. See – What documents do I need to upload to my travel case? for additional documentation needs.
6. Once all documents have been uploaded, please leave a comment in your case that, ‘all documentation has been uploaded, and ready for reimbursement.’

• Trip Itinerary
• Itemized Receipts for all PCard and reimbursable out-of-pocket expenses
• NAU Mileage Log – as applicable
• Event Agenda, Flyer, Program, Schedule, etc. – as applicable
• Event Registration form or confirmations – as applicable
• Cost Comparisons – as applicable and if required per travel policy
• Out-of-State Request for Multiple Representation form – as applicable
• Any ad hoc approvals for travel or associated expenses

This resource provides step-by-step instructions on how-to upload documentation and how-to leave a comment in an Employee Service Center case.

Please provide all the ‘actuals’ from your trip:

• trip departure location, date, and time – should be part of your trip itinerary
• trip return location, date, and time – should be part of your trip itinerary
• meal claim – what meals were provided to you free of charge, what meals are you claiming?
• NAU PCard expenses
• out-of-pocket expenses
• any expense you are claiming that were not part of your original travel request – example: parking at the airport, etc.
• trip delays – examples: canceled or missed flights, weather issues, etc.
• changes in plans – example: did you drive instead of flying, or did you shorten or extend your trip
• if personal time was taken – start and stop dates, times and locations

Your reimbursement cannot be processed until your assigned Travel Specialist has received all required documentation – please see, What documents do I need to upload to my travel case?

Once all documentation has been uploaded, your expense claim will be created by your Travel Specialist and routed to you and your supervisor for review and approvals. Once all approvals have been returned, the Travel Specialist will initiate the reimbursement.

If you are an employee, once your expense report has been initiated, please allow an additional 2-3 business days for approvals to be completed and for the payment to be sent to your bank as an electronic funds transfer (EFT). Those receiving a physical check, please allow additional time for processing.

See – How does the payment come, for additional details.

• NAU Employees – receive reimbursements via direct deposit if that is how they receive their pay check. Otherwise, via physical check that can be mailed USPS or picked up, discuss check disbursement options with your department’s assigned Travel Specialist.
• NAU Students – receive reimbursements via direct deposit if a NAU student employee. Otherwise, via physical check mailed USPS.
• Community Members – receive reimbursements via physical check mailed USPS if a U.S. resident. All payments to non-U.S. addresses will be sent as foreign wire-transfer and will require completion of the Foreign Currency Wire Transfer Request form and the Foreign Vendor Authorization form.

NOTE: If receiving your payment via direct deposit, your financial institution determines the actual timing of the release of funds to your account. The university cuts physical checks only on Tuesdays and Thursdays and then are mailed the same business day. Once mailed, please allow 7-10 business days for receipt before following up with a ‘have not received’ information request.

Submit your travel case as soon as possible!! It is NEVER too early to submit, but please keep within the current fiscal year or no more than 3-4 months beyond the current fiscal year (the fiscal year runs from July 1-June 30). Our general guidelines for submitting international travel cases is (20) business days prior to departure.

If a travel case is submitted “last-minute”, less the guideline window, and booking assistance is needed, please follow-up with a phone call to your assigned Travel Specialist! This will ensure that your case is seen in time to get travel booked.

In our new COVID world-order, please realize that the longer you wait to submit and subsequently book, the less likely you will get the flights and lodging you want or need, and the cost will go up significantly. For example, industry standard for purchasing international airfare use to be 30-days advanced purchase, now they recommend 3 months in advance to get the best deals.

Any NAU employee or student employee with a NAU PCard can book travel. If you do not have a PCard and no one in your department is able to book for you, the Reimbursement Processing Support (RPSU) staff will book and pay for your airfare, lodging, and ground transportation (if possible).

To request RPSU assistance in booking your travel, select ‘RPS’ on the *Who is booking this trip? drop-down field of the Travel Support case you open. Be sure to specify in the *Additional Travel Information & Accommodation Requests field if you booked any arrangements yourself, or if someone else is booking for you.

With permission from your immediate supervisor you can! But, your request and approval must be in writing, and no vacation expenses can be paid on the PCard or reimbursed by the university.

Be sure to note your vacation request when submitting your travel case.

We also advise, that before using the PCard to make any travel arrangement you contact your department’s assigned Travel Specialist or email NAU-Travel@nau.edu to confirm what expense can be put on the PCard and what should be paid out of pocket and reimbursed. They can also assist with running cost comparisons and advise when they will be required.

No, NAU will not pay or reimburse passport, visa, or TSA Pre-Check expenses and fees. Policy reference.

Yes! Your NAU PCard will work when traveling outside of the United States. If you have specific PCard questions, please email PCard@nau.edu.

Below is a list of the most common allowable PCard expenses:

• Airfare and Baggage (within reason)
• Seats on Airlines, must be main cabin.
• Lodging
• Shuttle Services
• Rental Car, when policy allows
• Fuel for Rental Car
• Parking – at airport, lodging, and events
• Public Transportation: Bus, Ferry, Subway, Train, and Trolley Fares/Tickets
• Rideshare – Uber, Lyft, etc.
• Taxi
• WiFi, with a documented business need

Expenses NOT allowable on the PCard:

• Personal Meals
• Fuel for Your Personal Vehicle
• Upgrades – flights, lodging, vehicles
• Flight Insurance

To be reimbursed, please upload itemized receipts for all out of pocket expenses AND expenses paid on the NAU PCard. If you have lost or were never issued a receipt, this resource will show you how-to document a missing receipt.

Please note that state and university travel policy requires that all receipts be in translated to English and in US currency. Your Travel Specialist can assist with the translations and conversion, or you can upload the original receipt with translations/conversion attached using the following resources:

• Google Translate
• ONADA Currency Converter

See above – After the Trip: What documents do I need to upload to my travel case? for additional documentation needs.

• Pack your PASSPORT!
  • The Center for International Education (CIE) offers US passport application assistance: https://calendly.com/apply_passport_nau/us_passport_nau
• Don’t forget to pack your NAU PCard, if you have one!
• If traveling with NAU tech. such as a CPU, laptop, tablet, etc. – please contact NAU Information Technology (IT) to have your device backed-up and secured for international travel.
  1. Submit a ticket to IT requesting a computer be set up for international travel.
  2. IT will assist in backing up data (or feel free to back up on your own) and reimage the computer to set it up for international travel.
  3. Once the computer is ready to travel, IT will return it, make sure everything is working, and advise on best practices – see International Travel Recommendations and Procedures.
  4. Post travel, return the computer to IT to be set back up with a normal configuration.
• Prior to leaving the US, it is a good idea to have some money exchanged from US dollars to the currency of where you will be traveling, specifically if you will be traveling to non-urban areas.
• Set an ‘out of office’ notification in Outlook.
• Pack business cards and your NAU name tag, if you have them.
• If you will be unable to complete Employee Service Center (ESC) and/or PeopleSoft Financials approvals while in travel status, set-up a delegate for the time you will be gone. Requests can be made in the ESC by submitting a General Finance – Financial Administration and Technical Support case. Be sure to indicate who will be your delegate approver and start and stop dates. NOTE: You will still receive email notification to complete approvals but so will the delegate.

Submit group travel cases as soon as possible!! It is NEVER too early to submit, but please keep within the current fiscal year or no more than 3-4 months beyond the current fiscal year (the fiscal year runs from July 1-June 30). Our general guidelines for submitting travel cases are:

• In-state travel: (20) business days prior to departure
• Out-of-State: (30) business days prior  to departure
• International: (30) business days prior to departure

If a travel case is submitted “last-minute”, less the guideline window, and booking assistance is needed, please follow-up with a phone call to your assigned Travel Specialist! This will ensure that your case is seen in time to get travel booked.

In our new COVID world-order, please realize that the longer you wait to submit and subsequently book, the less likely you will get the flights and lodging you want or need, and the cost will go up significantly. For example, industry standard for purchasing airfare use to be 21-days advanced purchase, now they recommend 2-3 months in advance to get the best deals.

Complete a Group Travel Roster

A Group Travel Roster is required to be completed and uploaded at case submission, no matter what the status of the individual travelers. A link to the template is also located on the top of the group travel form. The Roster should be updated and reuploaded as traveler are added and/or cancel. Be sure to notify the Travel Specialist when travel arrangements need to be updated – cancelled or expanded, i.e. additional rooms booked or flights purchased, etc.

NOTE: If you need assistance booking flights for travelers, the AIRFARE NEEDED tab must be completed on the excel spreadsheet.

Determine who the trip sponsor/responsible NAU employee will be.

A designated Faculty/Staff Member Responsible for the Trip must be a NAU employee who has immediate knowledge of the purpose of the trip, knows who the travelers are, and will be the primary contact for any questions pertaining to travel arrangements.

NOTE: The Faculty/Staff Member Responsible for the Trip is the only individual who will be notified by the NAU Travel Registry if an alert or threat arises in any of the locations where the group is traveling. It is their responsibility to notify all travelers of the alert or threat. If the responsible faculty or staff member is NOT traveling with the group, be SURE they understand and accept this responsibility. Their case approval verifies the business need for the trip and acknowledgement that they will be the primary emergency contact for the Travel Registry.

Preliminary Travel Itinerary

Please upload a preliminary travel itinerary, you can make your own or use our template, to let your approvers know what expenses to expect and to assist in booking your groups travel. The RPSU Travel Coordinator will contact you prior to making any travel arrangement, but having a preliminary itinerary greatly assists with the booking process.

Any NAU employee or student employee with a NAU PCard can book group travel. If you do not have a PCard and no one in the sponsoring department is able to book for the group, the Reimbursement Processing Support (RPSU) staff will book and pay for airfare, lodging, and ground transportation.

For room blocks and chartered bus services, please contact NAU Contracts, Purchasing, and Risk Management (CPRM) for all contracted services. You will need to submit a Purchase Request in the Employee Service Center (ESC) to get started.

To request RPSU assistance in booking general group travel, note the booking needs in the Travel Support case you open. Be sure to specify if any arrangements your booked, or if someone else will be booking for you.

For individual travelers to be reimbursed, please upload and/or note the following in the group travel case.

1. Trip Itinerary. Use this itinerary template, or create your own, to include departure and arrival dates, times, and physical location(s) for the group’s university business time; you do NOT need to include each time the group stop for a meal and/or for events/destinations once the business day has concluded. You can submit (1) itinerary for the full group if departure and arrival date, times, and locations are the same. Individual itineraries will need to be uploaded for outliers.
2. Itemized Receipts must be uploaded for all out-of-pocket expenses to be reimbursed, AND don’t forget to upload the receipts for NAU PCard expenses. If receipts have been lost, this resource will show you how-to document a missing receipt. IMPORTANT!! Write on each receipt WHO made the purchase!!
3. For meal claim (M&IE), please note any meals provided free of charge by a lodging establishment or attended event, AND which meals individual travelers in the group are eligible for or are claiming. Student’s do not need to provide receipts for meals, but community members are required to provided itemized meal receipts in order to get reimbursed.
4. If travelers were approved for personal vehicle use and are claiming mileage, please upload a completed NAU Mileage Log for each driver, or enter the physical departure and arrive addresses for each driver into the travel case and the Travel Specialist will run Google maps and calculate their mileage reimbursement. As a reminder, NAU students must be Authorized Driver in order to receive mileage reimbursement.
5. See above – After the Trip: What documents do I need to upload to my travel case? for additional documentation needs.
6. Once all documents have been uploaded, please leave a comment in your case that, ‘all documentation has been uploaded, and ready for reimbursement.’

NOTE: Students and Community members will be reimbursed via physical check mailed to their address on the Travel Roster – please verify the address is complete and accurate!

Please work with NAU Contracts, Purchasing, and Risk Management (CPRM) for all contracted services.
You will need to submit a Purchase Request in the Employee Service Center (ESC) to get started.

Long-term (LT) travel cases make managing regular, reoccurring travel a breeze! The employee opens (1) Employee Service Center travel case for a specified duration of time – usually a month, semester, or the entire fiscal year (July 1-June 30). Travel expenses and reimbursements are tracked for multiple trips in the same case. That is only (1) case to submit, have approved, and manage!

Did we mention that reimbursements on LT cases tend to be processed quicker?!

Long-term (LT) Travel, is reoccurring travel that is of the same:

• type or purpose, and
• is completed in-state.

Examples include but are not limited to: ABOR meetings, clinical or practicum site visits, field research, meeting with donors, teaching at a different NAU campus, etc.

NOTE: Conference, workshop, training, and out-of-state travel cannot be a long-term case.

Submit your travel case as soon as possible!! It is NEVER too early to submit, but please keep within the current fiscal year (the fiscal year runs from July 1-June 30). The exception is if you need an LT travel case for just the summer, May-August.

NOTE: If your designated Travel Specialist sees you have multiple cases opened for the same purpose, they will suggest you open a LT-travel case or may open one on your behalf!

This ESC Long-Term (LT) Travel Case Submission how-to will take you through step-by-step on how to submit a LT travel case.

The long-term travel memo is a blanket approval from your department Chair/Director or Dean/AVP approving regular, reoccurring travel. The memo can be a word document or email that as been signed and uploaded to your travel case as a .PDF.

Your immediate supervisor does not need to sign the memo because your ESC travel case will be routed to them for approval.

NOTE: If your immediate supervisor is the Chair or Director, then you should have the Dean or AVP sign the blanket approval memo.

After you have submitted a long-term travel case, and it has received all approvals, you can book your own fleet vehicles or rental vehicles through NAU Fleet Services. Or, you can reach out to your designated Travel Specialist and they can reserve on your behalf.

As a reminder, NAU employees and students must be an Authorized Driver in order to book fleet and/or rental cars.

Once you have returned, please upload and/or note the following in your travel case.

1. Trip Itinerary. You can use this itinerary template or create your own to include departure and arrival dates, times, and physical location(s) for your university business time; you do NOT need to include each time you stop for a meal and/or for events/destinations once your business day has concluded.
2. Itemized Receipts for all out of pocket expenses AND expenses paid on the NAU PCard. If you have lost or were never issued a receipt, this resource will show you how-to document a missing receipt.
3. For meal claim (M&IE), please note any meals provided free of charge by a lodging establishment or attended event, AND which meals you are claiming. Student’s and NAU employees do not need to provide receipts for meals.
4. If you were approved for personal vehicle use and are claiming mileage, please upload a completed NAU Mileage Log, or enter the physical departure and arrive addresses into your travel case and your Travel Specialist will run a Google map and calculate your mileage for you. As a reminder, NAU employees and students must be an Authorized Driver in order to receive mileage reimbursement.
5. See above – After the Trip: What documents do I need to upload to my travel case? for additional documentation needs.
6. Once all documents have been uploaded, please leave a comment in your case that, ‘all documentation has been uploaded, and ready for reimbursement.’

Travel reimbursements for long-term cases are usually processed bi-weekly, once per month, or after each trip if travel is less frequent than monthly. Please indicate in your LT travel case your reimbursement preference.