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.

REMINDER:  It is the traveler's responsibility to create and submit their travel authorization (TA) well in advance to allow time for all approvers to view 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.

In order to be in approved travel status it is the responsibility of the traveler to:

1. Complete and submit for approval the travel authorization request found in FMS on the Estrella Mountain Website under Employees

Login to FMS

Navigate to: FMS>MainMenu>EmployeeSelfService>TravelandExpenses>TravelAuthorizations>Create/Modify>Add

Travel Authorization Instructions

2. Input actual dates of travel to include personal days, if any.  

3. Create expense lines for the following:

  • Airfare

  • Lodging

  • Registration

  • Baggage

  • Ground Transportation

  • Per Diem

  • Mileage (if driving)expense line calculates this automatically when completing mileage for travel authorization 

  • To view Expenses NOT Allowed click on the link to the left under Travel Authorization

4. Attach the following documentation to the travel authorization:

  • Conference information showing what, when and where

  • Conference hotel rate

  • Conference registration rate

  • Conference Agenda/Schedule/Itinerary (found in a brochure, website, email, etc.)

  • Airfare Quote (Note: Estimate number is allowed to include a 20% markup from attached document to accommodate the change in airfare)

  • 2nd Airfare Quote - may be required to include personal days, if taking personal days and using Professional Growth funds. Contact PG for requirements

  • Google Map or Map Quest showing miles of travel (If driving then Airfare Quote and Map showing miles will be included, then least amount will be used for reimbursement)

5. Click Save for Later - Remember to "SAVE" periodically

6. Click Summary and Submit

7. Click the notes icon or link and write the justification for travel (formerly “comments” section)

8. Check box “I certify the expenses claimed comply with Administrative Regulation 1.15 (Travel)”, click OK