Travel Tips & Information

This information is being updated. If you have any questions, please contact the Travel Customer Service office at uaf-travel@alaska.edu.

  • The preferred method of transmitting travel documents (TERs and backup documents) is via scan/e-mail: uaf-sts@alaska.edu. Original receipts are no longer required for travel reimbursement.
  • Mileage reimbursement rate for vehicles on or after 1/1/19 is $0.58/mile. The mileage form needs to be completed using actual odometer readings or Mapquest-type mileage substantiation (NO trip odometer readings). Signature on bottom of form is not required. Please note: Mileage driving to a workstation is not a reimbursable expense. An employee is not considered to be in travel status when traveling from home to a workstation regardless of when going to work. Historic rates: 2018=$0.54.5, 2017=$0.535, 2016=$0.54.
  • Do not use white-out on paper TERs. Cross out incorrect information and rewrite.
  • All electronic travel authorizations (TA) need the following signatures: traveler, supervisor, person authorized to expend funds, and Director if travel is out-of-state. 
  • Use UA ID numbers instead of SSN on forms. If traveler does not have a UA ID (3XXXXXXX), provide full name, birth date and address.
  • Conference/meeting/event agendas need to be sent with your travel authorization and travel expense reports. If an agenda is not yet available, send the official announcement that indicates dates and place.
  • No acronyms on the travel authorization. For example, if you are attending the WXYZ, please spell out the full name of the meeting/conference/event.
  • If you are taking personal days on your trip, include actual dates of the entire trip on the travel authorization. When submitting the travel expense report, you will complete it and be reimbursed based on the 鈥渂usiness only鈥 itinerary.
  • Remember to keep and submit copies of each itinerary change with your travel expense report (boarding passes will work). If you change a leg of your STS-purchased ticket, let our office know, so that credits can be accounted for and used.
  • Boarding passes no longer need to be submitted with the travel expense report unless you are using them to show changes in your itinerary.
  • Total un-receipted expenses may not exceed $25 per expense report.
  • You must have receipts for everything you want reimbursed (e.g., taxi, parking, baggage, registrations). If you pay by personal check, please have vendor note the check number on your receipt. Scan all receipts to be claimed and send to uaf-sts@alaska.edu, including what meals, if any, were provided and any other travel notes (e.g., deviations from the TA, special circumstances, etc).
  • Per diem is based on where you lay your head.
  • Sign up for direct deposit through UAOnline to get your travel reimbursement faster! This is only available to students and employees. The average delay for paper check runs is 2 weeks.