{"id":1689,"date":"2025-11-06T18:23:37","date_gmt":"2025-11-06T18:23:37","guid":{"rendered":"https:\/\/in.nau.edu\/rpsu\/?page_id=1689"},"modified":"2025-12-08T22:37:46","modified_gmt":"2025-12-08T22:37:46","slug":"travel-forms-and-resources","status":"publish","type":"page","link":"https:\/\/in.nau.edu\/rpsu\/travel-forms-and-resources\/","title":{"rendered":"Travel Forms and Resources"},"content":{"rendered":"

Travel Forms and Resources<\/h2>\n
Documents and links are organized by individual traveler’s status, or by travel function<\/strong>, examples include approving<\/em> and booking<\/em> travel.<\/p>\n
For a quick reference, see the Required Pre-Trip Documentation by Traveler’s Status<\/a>.<\/p>\n\n\n\n\n\n
\n
\n
\n \n
\n
\n Student Traveler Tab Open<\/span>\n <\/h4>\n <\/div>\n <\/a>\n <\/li>\n
\n \n
\n
\n Employee Traveler Tab Closed<\/span>\n <\/h4>\n <\/div>\n <\/a>\n <\/li>\n
\n \n
\n
\n Community Member Traveler Tab Closed<\/span>\n <\/h4>\n <\/div>\n <\/a>\n <\/li>\n
\n \n
\n
\n Approving Travel Tab Closed<\/span>\n <\/h4>\n <\/div>\n <\/a>\n <\/li>\n
\n \n
\n
\n Booking Travel Tab Closed<\/span>\n <\/h4>\n <\/div>\n <\/a>\n <\/li>\n <\/ul>\n \n
\n \n
\n
Student Traveler Accordion Open<\/span><\/h4>\n <\/span>\n <\/div>\n <\/a>\n
\n \n\n\n
Tasks to complete before<\/em> trip departure:<\/strong><\/p>\n
\n
Annual Travel Certification<\/a>, completed 1x per fiscal year (July 1-June 30)<\/em><\/li>\n
Submitting a Travel Case – Quick Reference How-To<\/a>\n
\n
Travel Case Sub-States, What do they mean?<\/a><\/li>\n<\/ul>\n<\/li>\n
NAU Authorized Driver<\/a>, may take several weeks to complete full process<\/em><\/li>\n
Travel Policy Training<\/a>, policy training should be completed once per academic year<\/em><\/li>\n<\/ul>\n
Forms to complete before<\/em> trip departure:<\/strong><\/p>\n
\n
Academic Institutional Excuse Form<\/a>, as applicable
\nUse to request absence from class attendance due to a university-sponsored event.
\n<\/em><\/li>\n
Travel Itinerary<\/a>, required for every NAU business trip<\/em><\/li>\n
Lodging Multiple Occupancy Form<\/a>, as applicable
\nRequired if lodging with 1 or more additional people. <\/em><\/li>\n<\/ul>\n
Additional Resources:<\/strong><\/p>\n
\n
The 5-Rules of a Receipt <\/a><\/li>\n
Cost Comparisons, How-To Run<\/a><\/li>\n
Documenting Missing Receipts, How-To<\/a><\/li>\n
Expense Claim Approval Task, How-To Approve<\/a><\/li>\n
ServiceNow! Phone App Instructions,<\/a>
\nThe ESC has an app that makes uploading receipts and managing your case easier while traveling.<\/em><\/li>\n
Traveler Mileage Log<\/a>
\nThe 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.<\/em><\/li>\n<\/ul>\n\n\n <\/body><\/html>\n\n <\/div>\n<\/div>\n\n \n
\n \n
\n
Employee Traveler Accordion Closed<\/span><\/h4>\n <\/span>\n <\/div>\n <\/a>\n
\n \n\n\n
Tasks to complete before<\/em> trip departure:<\/strong><\/p>\n
\n
Annual Travel Certification<\/a>, completed 1x per fiscal year (July 1-June 30)<\/em><\/li>\n
Submitting a Travel Case – Quick Reference How-To<\/a>\n
\n
Travel Case Sub-States, What do they mean?<\/a><\/li>\n<\/ul>\n<\/li>\n
NAU Authorized Driver<\/a>, may take several weeks to complete full process<\/em><\/li>\n
Travel Policy Training<\/a>, policy training should be completed once per fiscal year (July 1-June 30)<\/em><\/li>\n<\/ul>\n
Forms to complete before<\/em> trip departure:<\/strong><\/p>\n
\n
Travel Itinerary<\/a>, required for every NAU business trip<\/em><\/li>\n
Lodging Multiple Occupancy Form<\/a>, as applicable
\nRequired if lodging with 1 or more additional people. <\/em><\/li>\n
Out-of-State Request for Multiple Representation<\/a>
\nRequired if 3 or more persons from the same department attend a conference, meeting, training session, or seminar out-of-state.<\/em><\/li>\n<\/ul>\n
Additional Resources:<\/strong><\/p>\n
\n
The 5-Rules of a Receipt <\/a><\/li>\n
Cost Comparisons, How-To Run<\/a><\/li>\n
Documenting Missing Receipts, How-To<\/a><\/li>\n
Expense Claim Approval Task, How-To Approve<\/a><\/li>\n
Long-Term Travel Case Submission, How-To<\/a>\n
\n
Blanket Approval Memo for Long-Term Travel<\/a><\/li>\n<\/ul>\n<\/li>\n
ServiceNow! Phone App Instructions,<\/a>
\nThe ESC has an app that makes uploading receipts and managing your case easier while traveling.<\/em><\/li>\n
Traveler Mileage Log<\/a>
\nThe 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.<\/em><\/li>\n
Vehicle Rental Justification Worksheet<\/a>
\nThis 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).<\/em><\/li>\n<\/ul>\n\n\n <\/body><\/html>\n\n <\/div>\n<\/div>\n\n \n
\n \n
\n
Community Member Traveler Accordion Closed<\/span><\/h4>\n <\/span>\n <\/div>\n <\/a>\n
\n \n\n\n
Tasks to complete before<\/em> trip departure:<\/strong><\/p>\n
\n
NAU Sponsored Travel: Community Member – Quick Reference How-To <\/a>\n
\n
Travel Case Sub-States, What do they mean?<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n
Forms to complete before<\/em> trip departure:<\/strong><\/p>\n
\n
Travel Itinerary<\/a>, required for every NAU business trip<\/em><\/li>\n<\/ul>\n
Additional Resources:<\/strong><\/p>\n
\n
The 5-Rules of a Receipt <\/a><\/li>\n
Cost Comparisons, How-To Run<\/a><\/li>\n
Documenting Missing Receipts, How-To<\/a><\/li>\n
Traveler Mileage Log<\/a>
\nThe 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.<\/em><\/li>\n<\/ul>\n\n\n <\/body><\/html>\n\n <\/div>\n<\/div>\n\n \n
\n \n
\n
Approving Travel Accordion Closed<\/span><\/h4>\n <\/span>\n <\/div>\n <\/a>\n
\n \n\n\n
\n
Travel Case Approval, How-To Approve<\/li>\n
Expense Claim Approval Task, How-To Approve<\/a><\/li>\n<\/ul>\n
Additional Resources:<\/strong><\/p>\n
\n
The 5-Rules of a Receipt <\/a><\/li>\n
Travel Case Approvals Process Flow<\/a><\/li>\n<\/ul>\n\n\n <\/body><\/html>\n\n <\/div>\n<\/div>\n\n \n
\n \n
\n
Booking Travel Accordion Closed<\/span><\/h4>\n <\/span>\n <\/div>\n <\/a>\n
\n \n\n\n
\n
Booking Travel Resource Guide<\/a><\/li>\n
Lodging and Meal & Incidental Expense Allowable Rates,<\/a> (SAAM schedule) as of 1\/27\/2025\n
\n
For out-of-country\/Alaska and Hawaii lodging and meal index<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n
Group Travel:<\/strong><\/p>\n
\n
NAU Sponsored Travel: Group Travel – Quick Reference<\/li>\n
Group Travel Roster,<\/a> required<\/em><\/li>\n
Travel Advance – Cash or Zelle<\/a>, restrictions apply<\/em>\n\n
Travel Advance Repayment<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n
Additional Resources:<\/strong><\/p>\n
\n
The 5-Rules of a Receipt <\/a><\/li>\n
Cost Comparisons, How-To Run<\/a><\/li>\n
Documenting Missing Receipts, How-To<\/a><\/li>\n
Expense Claim Approval Task, How-To Approve<\/a><\/li>\n
Long-Term Travel Case Submission, How-To<\/a>\n
\n
Blanket Approval Memo for Long-Term Travel<\/a><\/li>\n<\/ul>\n<\/li>\n
Policy and Compliance Review (PCR) Form<\/a>\n
\n
How-To Submit Resource<\/a><\/li>\n<\/ul>\n<\/li>\n
ServiceNow! Phone App Instructions,<\/a>
\nThe ESC has an app that makes uploading receipts and managing your case easier while traveling.<\/em><\/li>\n
Travel Case Approvals Process Flow<\/a><\/li>\n
Traveler Mileage Log<\/a>
\nThe 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.<\/em><\/li>\n
Vehicle Rental Justification Worksheet<\/a>
\nThis 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).<\/em><\/li>\n<\/ul>\n
Additional Booking Resources:<\/strong><\/p>\n
Airlines<\/strong><\/p>\n
\n
Alaska Airlines <\/a><\/li>\n
American Airlines<\/a><\/li>\n
Delta<\/a><\/li>\n
Southwest<\/a><\/li>\n
United<\/a><\/li>\n<\/ul>\n
Car Rental<\/strong><\/p>\n
\n
To book a rental car through the NAU Enterprise Car Rental Contract, submit a request through the Fleet Services Vehicle Rental Request form<\/a>.<\/li>\n<\/ul>\n
Flagstaff-Phoenix Shuttle<\/strong><\/p>\n
\n
Groome Shuttle<\/a><\/li>\n<\/ul>\n
Lodging<\/strong><\/p>\n
\n
Choice Hotels<\/a><\/li>\n
Days Inn<\/a><\/li>\n
Embassy Suites<\/a><\/li>\n
Hilton<\/a><\/li>\n
Holiday Inn<\/a><\/li>\n
Howard Johnson<\/a><\/li>\n
Hyatt<\/a><\/li>\n
Inn Suites<\/a><\/li>\n
La Quinta<\/a><\/li>\n
Marriott<\/a><\/li>\n
Marriott – Fairfield Inn<\/a><\/li>\n
Marriott – Residence Inn<\/a><\/li>\n
Omni Hotels<\/a><\/li>\n
Radisson<\/a><\/li>\n
Ramada Inn<\/a><\/li>\n
Red Roof Inn<\/a><\/li>\n
Renaissance Hotels<\/a><\/li>\n
Sheraton Hotels<\/a><\/li>\n
Travelodge<\/a><\/li>\n<\/ul>\n
Parking\/Coupons<\/strong><\/p>\n
\n
Flagstaff Pulliam Airport Parking<\/a><\/li>\n
The Parking Spot – Sky Harbor Airport<\/a><\/li>\n
The Employee Network<\/a><\/li>\n<\/ul>\n
Currency Exchange & Conversion<\/strong><\/p>\n
\n
Oanda<\/a><\/li>\n
XE<\/a><\/li>\n<\/ul>\n
Document and Receipt Translation<\/strong><\/p>\n
\n
Google Translate<\/a><\/li>\n<\/ul>\n
Maps & Directions<\/strong><\/p>\n
\n
Google Maps<\/a><\/li>\n
Mapquest<\/a><\/li>\n
Rand McNally<\/a><\/li>\n<\/ul>\n
Weather<\/strong><\/p>\n
\n
The Weather Channel<\/a><\/li>\n
Weather Underground<\/a><\/li>\n
The National Weather Service<\/a><\/li>\n<\/ul>\n\n\n <\/body><\/html>\n\n <\/div>\n<\/div>\n\n <\/div>\n\n
<\/p>\n
<\/p>\n\n
\n
\n
Employee Service Center<\/a>\r\n Find Your RPS Contact<\/a>\r\n<\/pre>\n
\n\n \n \n $\"Before$ \n \n NAU Travel FAQs<\/span>\n <\/span>\n <\/span>\n \n \n \n\n\nVisit for the most Commonly Asked Questions\n\n<\/span>\n <\/span>\n <\/span>\n <\/a><\/span>\n<\/h4>\n
\n
Resources<\/h3>\n
\n
Comptroller Policies<\/a><\/li>\n
Travel Policies<\/a><\/li>\n
Travel Knowledge Base<\/a><\/li>\n<\/ul>\n
\n
Additional Travel Contacts<\/h3>\n
\n
NAU PCard<\/a>, 928.523.4557<\/li>\n
Bank of America PCard, 888.449.2273<\/li>\n
NAU Fleet Services<\/a>, 928.523.2469<\/li>\n
NAU Parking Services<\/a>, 928.523.6623<\/li>\n
NAU Risk Management Services<\/a>, 928.523.4557<\/li>\n<\/ul>\n
\n\n
\n
\n
Contact Us<\/h3>\n <\/div>\n
\n
<\/p>\n
ESC General Travel Inquiry\u00a0<\/a><\/p>\n
<\/div>\n <\/div>\n <\/div>\n\n
<\/div>\n<\/div>\n<\/pre>\n
<\/p>\n
<\/pre>\n","protected":false},"excerpt":{"rendered":"
Travel Forms and Resources Documents and links are organized by individual traveler’s status, or by travel function, examples include approving and booking travel. For a quick reference, see the Required Pre-Trip Documentation by Traveler’s Status. <\/p>\n","protected":false},"author":2762,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","ring_central_script_selection":"","footnotes":""},"class_list":["post-1689","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/in.nau.edu\/rpsu\/wp-json\/wp\/v2\/pages\/1689","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/in.nau.edu\/rpsu\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/in.nau.edu\/rpsu\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/in.nau.edu\/rpsu\/wp-json\/wp\/v2\/users\/2762"}],"replies":[{"embeddable":true,"href":"https:\/\/in.nau.edu\/rpsu\/wp-json\/wp\/v2\/comments?post=1689"}],"version-history":[{"count":38,"href":"https:\/\/in.nau.edu\/rpsu\/wp-json\/wp\/v2\/pages\/1689\/revisions"}],"predecessor-version":[{"id":1863,"href":"https:\/\/in.nau.edu\/rpsu\/wp-json\/wp\/v2\/pages\/1689\/revisions\/1863"}],"wp:attachment":[{"href":"https:\/\/in.nau.edu\/rpsu\/wp-json\/wp\/v2\/media?parent=1689"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}