Travel

Travel Authorization

Travel for Maricopa employees is governed by  Administrative Regulation 1.15, a subsection of the Fiscal Management Administrative Regulation.  Maricopa employees are required to be in approved travel status before traveling. The information below will provide a roadmap to the travel authorization process.

Approved Travel Status:

For a college traveler to be in approved travel status, the person must be conducting official college/district business with authorization as stated in section 1.15.3 Approval Authority and have an approved FMS travel authorization completed and approved prior to travel.  No college/district obligation exists to reimburse any employee for travel costs unless traveler is in an approved travel status prior to trip departure.  Approved travel status begins when the employee receives the FMS generated email approval TA notification.

Per Administrative Regulation, a FMS travel authorization (TA) is required for all of the following:

  1. In-County travel with expenses
  2. Out-of-County travel
  3. Out-of-State travel
  4. International travel

Allowable Travel Expenses:

  1. Registration
  2. Airfare
  3. Lodging
  4. Mileage
  5. Baggage
  6. Per Diem
  7. Ground Transportation
  8. Parking

Non Allowable Travel Expenses:

  1. Alcohol
  2. Airfare - preferred seating, early check in
  3. Additional bags
  4. Expenses related to personal days
  5. See Expenses Not Allowed for complete list

Travel Authorization Supporting Documentation

FMS TAs are required to have supporting documentation (PDFs) attached identifying the details of the travel including the what, when and where. Supporting documentation include:

  1. Conference/Business/Training brochures, program, schedule, agenda or itinerary, etc.
  2. Lodging information including rates, pre-conference, additional fees, etc.
  3. Airfare information including rates, destination, dates and times
  4. Mileage information including justification for driving versus flying

REMINDER:  It is the traveler's responsibility to create and submit a FMS travel authorization (TA) well in advance to allow for all approvers to review and approve the TA in time for reservations and travel. 

Procard

Procard is a purchasing credit card that each division/department administrative assistant has to assist employees with covering travel expenses. It is the traveler’s responsibility to book their own travel while working with the Procard holder to pay the expense.

Unauthorized Travel

It is the traveler's responsibility to create and submit a FMS travel authorization (TA) well in advance to allow for all approvers to review and approve the TA in time for reservations and travel. 

It is considered an unauthorized travel if an employee travels before their TA has been approved and they have received the approval email.