Tasks to complete before trip departure:

• Annual Travel Certification, completed 1x per fiscal year (July 1-June 30)
• Submitting a Travel Case – Quick Reference How-To
  • Travel Case Sub-States, What do they mean?
• NAU Authorized Driver, may take several weeks to complete full process
• Travel Policy Training, policy training should be completed once per fiscal year (July 1-June 30)

Forms to complete before trip departure:

• Travel Itinerary, required for every NAU business trip
• Lodging Multiple Occupancy Form, as applicable
  Required if lodging with 1 or more additional people. 
• Out-of-State Request for Multiple Representation
  Required if 3 or more persons from the same department attend a conference, meeting, training session, or seminar out-of-state.

Additional Resources:

• The 5-Rules of a Receipt 
• Cost Comparisons, How-To Run
• Documenting Missing Receipts, How-To
• Expense Claim Approval Task, How-To Approve
• Long-Term Travel Case Submission, How-To
  • Blanket Approval Memo for Long-Term Travel
• ServiceNow! Phone App Instructions,
  The ESC has an app that makes uploading receipts and managing your case easier while traveling.
• Traveler Mileage Log
  The log is used to document mileage in a personal vehicle for reimbursement claim. If this form is not used a Google map with travel departure and arrival addresses will be used in place of the log.
• Vehicle Rental Justification Worksheet
  This form is a resource to assist travelers in justifying the use of a rental vehicle, however is not required. This form does not apply if requesting an NAU fleet vehicle, if NAU fleet services is acquiring an outside rental for the traveler, or if you are requesting an NAU fleet rental for a conference (see policy).

Tasks to complete before trip departure:

• NAU Sponsored Travel: Community Member – Quick Reference How-To 
  • Travel Case Sub-States, What do they mean?

Forms to complete before trip departure:

• Travel Itinerary, required for every NAU business trip

Additional Resources:

• The 5-Rules of a Receipt 
• Cost Comparisons, How-To Run
• Documenting Missing Receipts, How-To
• Traveler Mileage Log
  The log is used to document mileage in a personal vehicle for reimbursement claim. If this form is not used a Google map with travel departure and arrival addresses will be used in place of the log.

• Travel Case Approval, How-To Approve
• Expense Claim Approval Task, How-To Approve

Additional Resources:

• The 5-Rules of a Receipt 
• Travel Case Approvals Process Flow

• Booking Travel Resource Guide
• Lodging and Meal & Incidental Expense Allowable Rates, (SAAM schedule) as of 1/27/2025
  • For out-of-country/Alaska and Hawaii lodging and meal index

Group Travel:

• NAU Sponsored Travel: Group Travel – Quick Reference
• Group Travel Roster, required
• Travel Advance – Cash or Zelle, restrictions apply
  • Travel Advance Repayment

Additional Resources:

• The 5-Rules of a Receipt 
• Cost Comparisons, How-To Run
• Documenting Missing Receipts, How-To
• Expense Claim Approval Task, How-To Approve
• Long-Term Travel Case Submission, How-To
  • Blanket Approval Memo for Long-Term Travel
• Policy and Compliance Review (PCR) Form
  • How-To Submit Resource
• ServiceNow! Phone App Instructions,
  The ESC has an app that makes uploading receipts and managing your case easier while traveling.
• Travel Case Approvals Process Flow
• Traveler Mileage Log
  The log is used to document mileage in a personal vehicle for reimbursement claim. If this form is not used a Google map with travel departure and arrival addresses will be used in place of the log.
• Vehicle Rental Justification Worksheet
  This form is a resource to assist travelers in justifying the use of a rental vehicle, however is not required. This form does not apply if requesting an NAU fleet vehicle, if NAU fleet services is acquiring an outside rental for the traveler, or if you are requesting an NAU fleet rental for a conference (see policy).

Additional Booking Resources:

Airlines

• Alaska Airlines
• American Airlines
• Delta
• Southwest
• United

Car Rental

• To book a rental car through the NAU Enterprise Car Rental Contract, submit a request through the Fleet Services  Vehicle Rental Request form.

Flagstaff-Phoenix Shuttle

•  Groome Shuttle

Lodging

• Choice Hotels
• Days Inn
• Embassy Suites
• Hilton
• Holiday Inn
• Howard Johnson
• Hyatt
• Inn Suites
• La Quinta
• Marriott
• Marriott – Fairfield Inn
• Marriott – Residence Inn
• Omni Hotels
• Radisson
• Ramada Inn
• Red Roof Inn
• Renaissance Hotels
• Sheraton Hotels
• Travelodge

Parking/Coupons

• Flagstaff Pulliam Airport Parking
• The Parking Spot – Sky Harbor Airport
• The Employee Network

Currency Exchange & Conversion

• Oanda
• XE

Document and Receipt Translation

• Google Translate

Maps & Directions

• Google Maps
• Mapquest
• Rand McNally

Weather

• The Weather Channel
• Weather Underground
• The National Weather Service