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Definitions

The following definitions are per the Arizona Department of Administration which is the official governing office for state travel.

Commute Miles – The distance between an individual residence and his and her post of duty.

Conference Designated Lodging – The hotel at which the conference is being held or the hotel(s) specified in the conference brochure. Accommodations at alternate hotels in the immediate vicinity of the conference may be considered as conference designated lodging when no vacancies exist at the recommended hotel(s). In other words, if all of the hotels listed in the conference brochure are full, then the traveler may use a nearby hotel whose cost is no greater than the lowest single room rate for the actual conference or the allowable rate for that city.

Duty Post

Employee – The place an officer or employee spends the largest portion of his regular working time or the place to which he returns on completion of a special assignment. An employee who has more than one place of work on a regular basis is deemed to have multiple duty posts. A duty post may also be a geographical area, such as a patrol area or beat, different campuses or teaching locations or where the same routes are traveled frequently on one day trips.
Others – Members of boards, commissions, authorities, councils and committees who are not full time employee of NAU served by the board, commission authority council or committee shall be deemed to their place of residence.

Frequent Traveler – Generally defined as a traveler who incurs meals and lodging expenses and who is an overnight travel status at least once quarterly.

Meals and Incidental Expenses – The cost of meals and incidental costs, including gratuity, laundry, tips etc. while in travel status that will be reimbursed in accordance with NAU and State Travel Policy.

Residence – The actual dwelling place of an individual without regard to any other legal or mailing address. An individual required to reside away from their primary residence due to official travel away from their duty post may continue to claim such domicile as their residence if said residence is either inhabited by their dependent, or is held vacant at tangible expense. No reimbursement for lodging or other expense shall be allowed on the premises of an individual’s residence. In the event an individual is on field assignment away from his designated duty post in a location in which he maintains a second residence, for the period of the assignment, designate such residence as the primary dwelling place.

Telecommuter – An individual with one or more alternative duty posts, one of which generally includes his or her home. Telecommuters are not in travel status when working at or traveling to or from one of his her alterative duty posts.

Travel Liaison – Personnel assigned to process travel (NAU “Travel Specialists) will be responsible for understanding travel policy and guidelines and ensuring compliance by the traveler.

Travel Status – For an NAU employee to be in travel status, the employee must be conducting necessary NAU business requiring approved travel.

Except as otherwise may be herein provided, to be eligible for reimbursement for meals and incidental expense and lodging, the traveler must be 35 or more miles away from both his or her residence and duty post when the services are purchased and consumed (in the case of meals and other tangible goods) or used (in the case of lodging and other services).
2 While conducting NAU business away from one’s home and duty post, an individual may (subject to an adjustment for commute miles, when having departed from one’s home) be entitled to mileage reimbursement.