travel requisitions - uca - university of central arkansas...

Revised 2/20/17

Travel ProceduresTABLE OF CONTENTS

Introduction & Travel Staff Phone Number ------------------------------------------------- 2

Travel Requisitions ------------------------------------------------------------------------------ 2

Shared Travel Expenses------------------------------------------------------------------------- 4

Standing Travel Purchase Order--------------------------------------------------------------- 5

Lodging ------------------------------------------------------------------------------------------- 5Meals ---------------------------------------------------------------------------------------------- 7Direct billing -------------------------------------------------------------------------------------- 9

Meal Reimbursement without Overnight Stay ----------------------------------------------- 9

Conference/Registration Fees ----------------------------------------------------------------- 9

Transportation ----------------------------------------------------------------------------------- 10Airline Tickets ------------------------------------------------------------------------------------ 10Vehicle Rental ------------------------------------------------------------------------------------ 12Vehicle Rental Justification --------------------------------------------------------------------- 12Mileage--------------------------------------------------------------------------------------------- 13Miscellaneous Expenses------------------------------------------------------------------------- 14Non-State Employees --------------------------------------------------------------------------- 14Moving Expenses -------------------------------------------------------------------------------- 15Advances ------------------------------------------------------------------------------------------ 15Prepayment of Expenses------------------------------------------------------------------------ 16

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Settling Travel/TR1 ------------------------------------------------------------------------------ 17Non-Athletic Group Travel ---------------------------------------------------------------------- 18Athletic Group Travel --------------------------------------------------------------------------- 18General Information Summary ---------------------------------------------------------------- 18Items not Reimbursable ------------------------------------------------------------------------ 19Mileage from UCA to Conway schools--------------------------------------------------------- 20

INTRODUCTION & TRAVEL STAFF PHONE NUMBEREmployees may be reimbursed travel expenses when they are required to travel away from their "official station" on university business. The main function of the Financial Accounting Travel Office of the University of Central of Arkansas is to process travel requisitions in a timely and accurate manner, in accordance with regulations of the State of Arkansas (http://www.dfa.arkansas.gov/offices/accounting/Documents/travelRegs.pdf) for those who are authorized to carry out official duties. Travel may only be processed when all state-required and university-required approvals and/or documents have been completed and received by the Financial Accounting Travel Office. This manual's information will serve as basic travel processing guidelines for all university departments.

Any portion of expenses that is determined to be personal in nature will be the responsibility of the traveler and the state will not reimburse the traveler for such expenses. If the expense is paid by direct billing the portion that is determined to be personal will be prorated and the traveler will be required to reimburse the university. This includes but not limited to lodging, meals, and rental cars.

Employees traveling on official business must complete and sign the Authorization to Operate State Vehicles and Private Vehicles on State Business VSP-1 form if they have not already done so when hired. All drivers should be provided with copies of their VSP-1 and the Driving Safety Tips. For more information, please see the Physical Plant’s website.

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Travel staff and fax number:Pam Giblet 450-3182 Project Coordinator A/P TravelPeggy Robinson 450-5024 Travel SupervisorShannon Lucey 450-3620 Travel Clerk Fax 450-5319 Financial Accounting Area

TRAVEL REQUISITIONSWhen travel is anticipated, a Travel Requisition must be completed for the estimated total cost and dates. The Travel Requisition should be submitted as soon as possible to allow sufficient time for processing. Only one Travel Requisition per trip is needed unless a check needs to be made payable to a different vendor.

Example #1: The vendor does not accept payment with a credit card, but requires payment be wired or a check mailed to them. Two requisitions will be required when requesting Travel to cut a check to the vendor or to wire money to a vendor to pay for registration fees; one in the vendor’s name and one in the Traveler’s name. The vendor requisition number needs to be in the document text of the Traveler’s requisition.

WHERE – Orlando, FL WHEN – January 18-22, 2016 WHY – to attend the ABC Conference Airline will be paid with the ghost credit card Lodging will be paid with the ghost credit card Registration is being paid on another PO because the vendor will not

accept credit cards; thus the ghost credit card couldn’t be used. See R00123456

Example #2: Only one requisition is required when the vendor will accept payment with a credit card either online or by fax. This requisition needs to be in the traveler’s name.

WHERE – Orlando, FL WHEN – January 18-22, 2016 WHY – to attend the ABC Conference Airline will be paid with the ghost credit card Lodging will be paid with the ghost credit card Registration is being paid on a sponsored credit card

a. Payment may be made online by using one of the Travel Office’s computers. See “Conference and Registration Fees.”b. Payment may be made by bringing the registration form to the Travel Office. See “Conference and Registration Fees.”c. TR-1 will be submitted within five working days after the trip ends for reimbursement of other expenses.

Please note: Lodging and registration may always be paid with the ghost credit card or a departmental sponsored credit card even when it is not listed

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in the document text of the travel requisition. Airline MUST always be direct billed to the university (can’t purchase airfare yourself unless it saves the university money. Documents showing the savings must be attached to the TR-1).

For example, if by purchasing the airline and hotel room together it saves money, the traveler may purchase the airline and hotel from Travelocity, but must print and attached to the TR-1 what the lodging cost would be as well as the airline cost. Note this should be done at the time the airfare and lodging is purchased from Travelocity. Do not wait until you are ready to turn in your TR-1 and then try to go back and figure it out. The cost of airfare vs lodging will be done by percent using the documentation the traveler provided. (See instruction for completing the TR-1 for more detail instructions and an example.)

A travel requisition is completed just like any other requisition (See the Purchasing manual for instructions) except that additional information must be included in the document text. Click the options drop down menu and then choose the document text. The following information must be included:

Destination/Location (Where) (required even on Standing Orders) Dates of the trip (When) (required even on Standing Orders) Purpose of the trip (Why) (required even on Standing Orders) UCA or State employee (required even on Standing Orders) If registration is being paid to a vendor on a purchase order, you must

list the traveler’s name (Who), dates, and their Travel purchase order number or state that no other expenses will be reimbursed.

If using a purchase order to pay a vendor for an employee’s lodging or meal expenses, a direct billing form must be completed.

When using more than one FOAPAL line, document accounting must be unchecked in the requisition process.

No tax on travel.

If an advance is needed, the following information must also be included in the document text:

Airline amount, if applicable Registration amount, if applicable Lodging amount, if applicable Car rental amount, if applicable, including fuel Meals amount (excluding the amount of meals provided at the

conference), if applicable Incidental amount, if applicable

The Banner travel account numbers and commodity codes are: 717100 - Commodity code 96287 Individual Travel-Official Business 717110 - Commodity code 96288 Student Group Travel

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717115 - Commodity code 96289 Individual-Travel Conference/Convention

717116 – Commodity code 96290 Webinars and On-Campus Seminars

717117 – Commodity code 96283 Dir Bill/Booth-Space Rent/Food 717120 - Commodity code 96286 Recruitment Travel 717200 - Commodity code 96285 Charter Services 717201 - Commodity code 97113 Rental Cars 717202 – Commodity code 96256 Employee Moving Expenses

A travel requisition only has to be created when funds will be disbursed. However, it will be the responsibility of the department to know when someone is away on official business.

SHARED TRAVEL EXPENSESOne employee may not include on his travel payment request the expenses of another employee.

For example: Joe Smith (state employee) pays for his hotel room and pays for the hotel room of Tom Jones (state employee). Joe can only get reimbursed for his room or his half of the room.

STANDING TRAVEL PURCHASE ORDERStanding Travel Purchase Orders should be used to eliminate excess paperwork for those travelers who anticipate traveling on a regular basis during a fiscal year. For example, a faculty member knows that he/she will be supervising student teachers in various Arkansas cities during the fall semester. He/she will submit a travel requisition for the period of September, October, November, and December instead of doing four monthly Travel Requisitions. An estimate of total expenses for these months should be included on the travel requisition. In the case of an overnight stay, the daily maximum rates will still apply. The TR-1 should be submitted to the Travel Office by the fifth working day of each month and will be settled by the 23rd day of the month. When the final TR-1 for a Standing Travel Purchase Order is filed, it should be marked FINAL. Standing Travel Purchase Orders can be prepared for the entire fiscal year, but they may not cross fiscal years. When, where, and why must be listed in the document text, even on a Standing Travel Purchase Order.

Example of what the document text should look like: Where: Various Arkansas Cities When: August 15, 2015 – December 31, 2015 Why: To supervise student teachers

LODGING

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The daily maximum for a hotel room is limited by the federal-per-diem rate and is based on the location for in-state, out-of-state, and foreign travel. To determine the maximum that a traveler may be reimbursed for lodging, please refer to http://www.gsa.gov/portal/category/21287 . If conducting foreign travel, 10% must be deducted from the listed lodging amount, as this is an incidental built into travel which the state doesn’t reimburse.

For example, the maximum allowed for Graz, Austria is $202.00 per day for lodging. Therefore, $20.20 would be subtracted from $202.00, allowing only $181.80 to be the maximum that could be paid for lodging in Graz, Austria.

Find the county or city of destination to determine the maximum lodging rate. If a county or city of destination is not listed, the standard rate is applicable. If the destination city is a suburb of a large metropolitan area, please note this on your TR-1.

If a lodging deposit and/or payment is required to be paid in advance, it can be done on a sponsored travel credit card or the UCA Ghost Credit Card. If payment is required prior to a traveler’s arrival, the UCA Ghost Credit Card or the Sponsored Credit Card may be used, but the Lodging Payment Request Form (See Accounts Payable/Travel web page) must be completed and forwarded to the Financial Accounting Travel Office if you want to pay with the UCA Ghost Credit Card. Please note that the Travel Office does not make reservations, only required payments. To make a reservation online using the UCA Ghost Credit Card, a traveler must come to the Travel Office and use one of the Financial Accounting Travel Office computers.

If a traveler shares hotel expenses with one or more other travelers, each traveler’s name must be on the receipt. If one person paid the room deposit for a room that is being shared, please make sure the room deposit amount is deducted from the portion of the person that paid the deposit.

Each state employee has to pay for his/her own lodging expenses. As of September 1, 2011, one state employee can’t pay for another state employee’s travel expenses. When it is beneficial to the University for one state employee to share a hotel room with another state employee, the following guidelines should be observed:

Names of both employees on itemized receipt. Sufficient funds on the traveler’s purchase order to cover the lodging

expense. A detailed receipt clearly showing the amount each traveler paid for

the room.

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Please note: A faculty or staff should not share a room with a student. Students may share rooms. Faculty and staff may share rooms. You may share a room with an adult from another university but not a student.

When the maximum allowed for lodging is exceeded the “Special Lodging Authorization” portion of the TR-1 must be completed. Reasons a traveler might be allowed to exceed the maximum allowance include, but are not limited to:

Conference hotel Safety & availability Networking – you must list why and/or with whom Recruiting – must list where and whom

"Travelers should note that most hotels require a personal credit card or cash deposit at check-in to cover the cost of incidentals. The University's ghost card DOES NOT cover this deposit. This deposit is the responsibility of the traveler. Travelers should check with the hotel prior to the dates of travel for information about specific requirements."

With the steadily increasing costs of motels and hotels, it is necessary for all UCA employees to make every effort to obtain the best rates available. Asking the appropriate questions to the reservation personnel can often negotiate better room rates. As a general rule, hotel personnel do not volunteer that these discounted rates even exist. The traveler must be responsible for specifically asking for any discounts by name. Examples of the questions that may be asked:

1. What governmental, educational, or commercial rates are offered?2. If governmental rates are available, do State of Arkansas

institutions of higher education qualify for them? (In most cases, university personnel are eligible. However, a UCA ID may be required for the traveler to be allowed to receive the discount.)

3. Are other discounts available such as AARP, AAA, Sam's Club, or Retired Military? If an employee qualifies for any or all of these, each rate should be requested. The best rate offered should then be selected before a commitment is made.

A traveler should not assume that an advertised "convention rate" is always the least expensive. Often the discounted rates mentioned above will result in lower rates. Also, rates at hotels not classified as the "convention site" are sometimes less expensive. Obviously, a traveler should give consideration to such factors as safety, proximity to meetings, costs of taxi fare, and whether it is beneficial for him/her to actually be at the"convention site" for networking purposes. Sometimes significant rate savings can occur if travelers can be slightly flexible with their plans and be willing to make an adjustment as small as staying at a hotel across the street

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from a designated "convention hotel". Most travel agencies are very knowledgeable and willing to provide alternative hotels. However, the traveler must provide the agent with the name and location of the "convention hotel" (or a nearby landmark) as well as the advertised convention rate upon which he is attempting to improve. For example, if a convention is being held in San Antonio at the Marriott Riverwalk and the advertised convention rate is $150.00 per night, a traveler can call the travel agent to make his/her airline reservations and also to identify any alternative hotels in the Riverwalk area that cost less than the stated rate of $150.00. Please keep in mind that these expenses may be direct billed to the university by using a purchase order or university credit card.

MEALSA TRAVELER MAY ONLY CLAIM ACTUAL EXPENDITURES UP TO THE MAXIMUM. To determine the daily meal maximum permitted, see the website address at http://www.gsa.gov/portal/category/21287. Find the city of destination to determine the maximum meal rate for that city which includes taxes and up to 15% tips. If the county or city of destination is not listed, the standard maximum meal rate is applicable which includes taxes and up to 15% tips. The only time you can exceed the 15% on tips is when you are paying for a student group and the restaurant adds a mandatory gratuity because of the size of the student group. If meals are provided by the conference you can’t be reimbursed for these meals unless there is documentation (written justification) of religious beliefs, health reasons or conduct of official business. Please attach the agenda to the TR-1 documentation showing which meals are provided as part of the conference package. If the meals that are provided are not eaten please attach documentation as to why meals provided by conference could not be consumed.

The state regulations state, “The traveler is only eligible for 75% of the daily allowance for meals on the first and last day of travel.” The number of meals for which one can be reimbursed per day is determined by the departure and return times of the traveler as listed on the TR-1. On the return trip Conway should be used to find the daily meal maximum permitted.

A traveler must leave at or before 6:00 a.m. to claim breakfast. A traveler must leave before 1:00 p.m. to claim lunch. A traveler must return at 11:00 a.m. or after to claim lunch. A traveler must leave before 6:00 to claim dinner. A traveler must return at or after 6:00 p.m. to claim dinner.

To determine the maximum for each meal, locate the city of destination and its total daily limit on meals.

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Maximum Allowed

51.00 54.00 59.00 64.00 69.00 74.00

First Day of Travel

38.25 40.50 44.25 48.00 51.75 55.50

Breakfast 8.50 9.00 9.83 10.67 11.50 12.33

Lunch 17.00 18.00 19.67 21.33 23.00 24.67

Dinner 25.50 27.00 29.50 32.00 34.50 37.00

Last Day of Travel

38.25 38.25 38.25 38.25 38.25 38.25

Domestic Travel

For calculation the maximum for each meal for of Alaska, Hawaii, and foreign travel:

Breakfast; divide the daily limit by 6. Lunch; divide the daily limit by 3. Dinner , divide the daily limit by 2.

Example:

On a trip to Oklahoma City, OK the maximum allowed for meals is $59.00 for a full day’s travel.Breakfast: You leave at 5:30 a.m. so the maximum for breakfast is $9.83, but only $8.50 is spent.Lunch: You spend $16.50 and the maximum for lunch is $19.67.Dinner: You spend $28.35 and the maximum for dinner is $29.50.Your actual total spent for the day was $53.35, but only $44.25 maybe claimed for reimbursement since this is the first day of travel (75% of the $59.00).

On the return trip from Oklahoma City, OK the maximum allowed for meals is $38.25:Breakfast: You spend $7.50 and the maximum for breakfast is $8.50.Lunch: You spend $14.50 and the maximum for lunch is $17.00.

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You arrive home at 5:00 p.m. Thus you spent $22.00 for meals the last day of travel. You would be reimbursed only the $22.00 for your actual cost of meals.

DIRECT BILLINGThe direct billing request should be completed and the appropriate signatures obtained when requests for payments are for, but not limited to:• Staff Development• University Advancement• Activities of the Board of Trustees in fulfilling its responsibilities• Faculty and/or Student Recruitment• Faculty and/or Student Orientation• Student Training/Development

The form may be found on the AP/Travel website.

MEAL REIMBURSEMENT WITHOUT OVERNIGHT STAYA traveler may be reimbursed for meals up to 75% of the maximum daily allowance on day travel without an overnight stay. The following conditions apply:

1. The day travel period must be for a period of twelve hours or more.2. An explanatory memo must be provided that justifies the request for

meal reimbursement. It must be submitted with the TR-1. (The memo form is on the Travel website and is entitled “Day Travel without Overnight Stay”.)

3. Itemized meal receipts are required. Meals with itemized receipts may be reimbursed up to the 75% of the maximum daily rate of $51.00 which equals $38.25.

4. The form must be signed by:a. Employeeb. Dean, chair, or supervisorc. Vice president

5. May have to be claimed on traveler’s W-2.

CONFERENCE/REGISTRATION FEES

Conference and registration fees may be paid with a sponsored credit card or the UCA Ghost Credit Card. If you wish to have the registration paid with the UCA Ghost Credit card and if there is a place for a credit card payment on the registration form, the REGISTRATION PAYMENT REQUEST FORM must be completed and attached to the registration form and then forwarded to the Travel Office for payment with the UCA Ghost Credit Card Form. If registration via the Internet is needed, the traveler must use a sponsored credit card or come to the Travel Office to use the UCA Ghost Credit Card and use one of the Financial Accounting/Travel Office computers after the

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travel has been approved and the purchase order number has been assigned for the travel.

A copy of the conference agenda plus documentation showing which foods are provided at the conference must be attached to the TR-1. If meals are provided by the conference you can’t be reimbursed for those meals unless documentation (written justification) is provided of religious beliefs, health reasons or conduct of official business.

Note: No advances will be given for registration fees.

TRANSPORTATIONTravel may be conducted by plane, train, bus, taxi, private vehicle/aircraft, rented or state-owned automobile. Whichever method serves the requirements of the state most economically and advantageously may be selected. You should also consider costs of traveler’s time, safety, parking fees, baggage fees, hotel and meals, etc. in determining the most economical and advantageous method of traveling. Reimbursement for out-of-state travel will be the lesser of coach class airfare or the established rate of private car mileage, based on the shortest distance.

AIRLINE TICKETS All airline tickets must be direct billed to the university by using a sponsored credit card, a ghost credit card, or a purchase order. The only exception to the rule of having the airline ticket direct billed to the university is if it can be documented that it saves the university money when an individual pays for his/her own airline tickets. Example #1 - sometimes by using an airline credit card the baggage fees are waived. The traveler must have documentation that the most economical airline was used even with the discount on the baggage fees. Documentation will need to be provided to the Travel Office proving the airline tickets were cheaper if you purchased them yourself. Example #2 - if by purchasing the airline and hotel room together it saves money, the traveler may purchase the airline and hotel from Travelocity, but must print and attached to the TR-1 what the lodging cost would be as well as the airline cost. Note this should be done at the time the airfare and lodging is purchased from Travelocity. Do not wait until you are ready to turn in your TR-1 and then try to go back and figure it out. The cost of airfare vs lodging will be done by percent using the documentation the traveler provided. (See instruction for completing the TR-1 for more detail instructions and an example.)

Unacceptable excuses: I was at home in the evening and I was afraid if I waited until morning

the tickets would go up.

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It is the fourteenth day prior to my trip and if I wait until tomorrow I will have to get permission from the president.

I purchased tickets myself so I could be on the same flight as my family.

Acceptable reason: Airline tickets purchased at Southwest Airline are $310 each and the

same flight purchased through Delta was $315. When I used my Delta Credit card to purchase my airline ticket the baggage fees for myself and the other two faculty members traveling with me were waived. Therefore, by paying for my own airline ticket I saved the university $120.00 even though the other two faculty members put their airline charges on the departmental sponsored credit card.

o $315.00 + $0.00 = $315.00 Deltao $310.00 + $25.00 = $335.00 Southwesto Difference of $20.00 times three equal $60.00 each way.o Printouts of the cost of the Southwest Airline tickets must be

attached to the TR-1Airline tickets should be purchased at least 14 days prior to travel if possible. Airline tickets purchased with less than a 14 day advance shall be explained in writing to the head of the agency (the President) and approved by him/her in writing prior to purchase.Airline tickets from a travel agency must be paid with a requisition/PO, sponsored credit card, or the UCA Ghost Credit Card. To purchase a ticket through Conway Travel using UCA Ghost Credit Card, a traveler would call and make the airline reservations and provide Conway Travel with his/her requisition/PO number.

Purchase of airline tickets on the Internet must be processed with a department Sponsored Credit Card or a UCA Ghost Credit Card. When using the UCA Ghost Credit Card, a traveler must come to the Financial Accounting/Travel Office to use one of the computers located there to purchase the tickets. Caution should be taken to ensure that the Travel Requisition has been approved and the Purchase Order travel number has been assigned prior to incurring any expenses.

In the event a ticket cannot be refunded or used before it expires, a memorandum must be sent to the Travel Office from the traveler or guest of state's sponsor explaining why the airline ticket was not used and the procedures that he/she followed in an attempt to receive credit on behalf of the University for the unused airline ticket. The cancelled or voided ticket should be attached to the memorandum.

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The university is not allowed to pay for preferred seating or early-bird check-in. If the traveler chooses the preferred seating or early-bird check-in they will have to reimburse the university the day the charges occur. A traveler can only be reimbursed for one personal baggage fee per flight. This doesn’t include baggage for equipment necessary to perform your duties while on your trip. For example, the golf team will need their golf clubs in order to play in a golf tournament.

NOTE: One employee can’t pay for another employee’s airline ticket.

VEHICLE RENTALSince Enterprise and Hertz have the State contracts for rental cars, you must use Enterprise (Enterprise® Operating Alamo, Enterprise, National, and WeCar) or Hertz when renting a vehicle unless they do not service the area of your destination location. Please note ALL rental costs including fuel must now be included on the travel PO, including vehicles rented through Physical Plant.

In a few cases a purchase order will be required for a traveler who did not require one previously. For example if a traveler gets a rental car through Physical Plant to go to Little Rock, leaving at 9:00 and returning by 4:00 the same day, he/she will now require a purchase order for the cost of the rental vehicle and fuel.

Car rentals shall be limited to official business only and shall be allowed only for those rare occasions where it can be documented that this mode of travel is more economical than a taxi, airport shuttle, etc. For all local car rentals, contact Tina Strickland in the Physical Plant Department. For all other car rentals please use the Enterprise website located on the travel page under MyUCA. If you don’t use the website on the MyUCA page, you will not be guaranteed UCA’s discounted rates.

Benefits received from using state contract with Enterprise: Damage Waiver Includes:

o Vehicle protection up to a total loss when car is rented for business use

o Renter is not responsible for loss and/or damage to the vehicle on business use rentals

o Does not apply for personal use rentals Liability Protection:

o $1 million Combined Single Limit protection in the case of an accident between UCA employee on business and third party

o Primary protection for business use rentalso Does not apply for personal use rentals

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Coverage applies to business use rentals for Enterprise when using the State of Arkansas rental contract account.

VEHICLE RENTAL JUSTIFICATION

When the vehicle is rented through Physical Plant you will not have to complete the Justification for Rental Car portion of the TR-1. When a vehicle isn’t rented through Physical Plant the Justification for Rental Car portion of the TR-1 must be completed showing documentation of savings and the documents attached to the TR-1.

If you type in “taxi rates for (the town)” in the search engine you normally can determine if it is cheaper to rent a car or take a taxi/shuttle bus. Any travel other than to and from airports and place of lodging must be documented as official business before consideration for approval will be given. Any portion of car rental expense that is determined to be personal in nature will be the responsibility of the traveler, and the state will not reimburse the employee for such expenses. Example: Taking a taxi to go out to eat is considered personal use.

All expenses include tolls and gas put on a university credit card should be included on the travelers purchase order. Each expenses should be listed on the third page of the TR-1.

MILEAGEThe Office of Accounting, a Management Division of Department of Finance and Administration, has conveyed that a traveler can’t claim only gasoline expense, but MUST claim mileage when driving his/her personal vehicle. The current rate is $.42 per mile. Gasoline paid with a Sponsored credit card for use with a personal vehicle will be netted against the mileage reimbursement claimed. The university will reimburse for official miles driven only. Private vehicle mileage shall be reimbursed and computed, using the shortest distance in miles between the travel site destination and the employee's official station or residence, if leaving directly from the residence, whichever is less. Maximum mileage allowed for private vehicle use will be reimbursed at the current rate designated by the University of Central Arkansas. Any vicinity mileage claimed should be listed separately from "To and From" mileage and noted as such. If more than one traveler is transported in the same vehicle, only the owner can claim mileage reimbursement. Official mileage will be verified via the Rand McNally website located at http://www.randmcnally.com.

When an UCA employee travels, his/her insurance is primary. Rule 2 of the travel regulations states, “The state assumes no responsibility for any maintenance, insurance, operational costs, accidents, or fines incurred by the operator of the vehicle while on official business for the state.” Rule 2

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also addresses the period of time the employee(s) spends “en-route” or in “travel status” reaching their destination. If the miles traveled exceed 400 miles, a minimum of 400 miles must be traveled to be eligible to collect a night’s lodging. An exception can be made if the traveler performs official duties that caused a delay in departure time.

Please note: Mileage should be listed on the TR-1 in whole numbers. We use the standard rounding for whole number, .50 or higher will round up and anything less will round down.

MISCELLANOUS EXPENSESAlthough reimbursement for miscellaneous expenses may be allowed with adequate justification when they are necessary in the performance of the official duties, detailed receipts are required. Reimbursement for phone calls/internet shall be limited to those pertaining to official business and must be stated as such on the TR-1 form. If membership dues are associated with a conference registration, they also may be claimed on the TR-1 by attaching a proper receipt, but must be reimbursed under account code 710101; otherwise, dues should be paid on a separate purchase order.

The following expenses are not allowed: Personal entertainment (except for student groups) Flowers Valet services Laundry (except for official student groups) Alcoholic beverages Cleaning Movies (except for official student groups) Other similar services Any meal expenses for another state employee Any expenses not directly related to University business

o Personal phone calls or internet useo Transportation to go to dinner

Receipts that are not itemized

NON-STATE EMPLOYEESA non-state employee whose activities or services benefit the University shall be allowed reimbursement for actual reasonable expenses for meals, lodging, transportation, and other miscellaneous expenses when actual receipts are provided.

Guest of State claiming his/her own expenses:Each Guest of State must complete a Travel Requisition prior to the trip and a TR-1 must be completed after the trip showing their actual

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expenses. Per diems are not allowed for guests of state. The Guest of State must have receipts for lodging, airline, phone calls, and miscellaneous expenses, but not meals. They must sign their own TR-1 or approve it by an email stating the expenses listed on the TR-1 are what they actually spent. The email should then be attached to their TR-1.

Guest of State being claimed on an employee’s travel:When a state employee is claiming the expenses of a Guest of State, he/she must include the name of the Guest of State and the estimated expenses for the Guest of State on the employee’s travel requisition. A TR-1 with the Guest of State’s expenses listed under incidentals and labeled as Guest of State must be submitted to the Travel Office five working days after completion of the trip. The employee must have receipts for all expenses for the Guest of State including meals.

MOVING EXPENSESThere is an account code for moving expenses, 717202. The commodity associated with moving expenses is 96256. Once you have an approved travel purchase order, attach the itemized receipts to the TR-1 and forward them to the Travel Office. The portion of the contract stating the amount allowed for moving expenses should also be attached to the TR-1. If there is no contract a letter stating the amount the new employee is allowed for moving expenses and signed by a vice–president must be attached to the TR-1.

Items that are reimbursable: Packing material with itemized receipts Crating by commercial moving company with valid invoice Loading and unloading by commercial moving company with valid

invoice Actual transportation expenses with valid invoice U-Haul rental with valid invoice Mileage for personal vehicle driven (shortest route at $.35 per mile) Meals consumed on the road with itemized meal receipts (must abide

by federal per diem rate) One night’s lodging if moving more than 400 miles (itemized receipts

required)

Items that are not reimbursable include: Recreational vehicles Boats Other items not normally used in the home

Check https://www.irs.gov/publications/p521/ for a complete list of deductible expenses.

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ADVANCESA traveler may receive an advance up to 50% of the estimated out-of-pocket expenses for domestic travel and 75% of the estimated out-of-pocket expenses for international travel, excluding airline tickets, registration fees, vehicle rental and hotel. No advances will be given for any expenses that are paid or may be paid by direct billing. The advance check can be obtained in the Financial Accounting/Travel Office 1-2 working days prior to the trip. The amount will be calculated by taking an estimate of allowable expenses times the percent determined by the destination and type. The form to calculate the expenses can be found on the Travel website. The amount of the advance will be the lesser of the advance calculated and the balance available for advance on the traveler’s PO. See below for an example of how advances will be calculated. In this example the amount of the advance will be $179.00 because there is not enough money on the PO for an advance of $268.00.

Check # Advance Number

Traveler: Dates of Trip

Meals First day at 75% of the daily maximum allowed 75% X 66.00 = 49.50 Number of full days 5 X 66.00 = 330.00 Last day at 75% of the official station daily rate 75% X 46.00 = 34.50

Estimate miscellaneous expenses for all days 100.00 Mileage 64 X 0.35 = 22.40 Total estimated expenses 536.40

Advance 536.40 X 50% = 268.00

PO total 1,900.00 Lodging 750.00 Airfare 493.00 Registration 300.00 1,543.00 Balance available for advance 179.00

I acknowledge that I have received from the University of Central Arkansas a travel advance in the amount of 179.00$ to be used for payment of travel expenses on official business for the University of Central

Sept 15-21, 2013

University of Central ArkansasTravel Advance Agreement

Travel Request # P0099999Marcia Girdler

99999999

When the traveler receives the advance, he/she must sign a Travel Advance Agreement. This agreement states that the traveler will file a TR-1 within five working days after returning to his/her official station after completion of travel. Failure to do so may result in suspension of future advance privileges.

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University personnel who have received a sponsored credit card are discouraged from receiving a travel advance. Should it be necessary for a cardholder to apply for a travel advance, a letter of request from the traveler's immediate supervisor must be submitted to the Travel Administrator, justifying the advance by explaining why the anticipated expenditures cannot be charged to the traveler's sponsored credit card. State regulations prohibit the traveler from receiving an advance without proper justification. Doing so may cause the loss of use of a sponsored credit card on a future trip.

PREPAYMENT OF EXPENSESFor travel that will take place in a subsequent fiscal year (travel booked on June 30 or prior that will occur on July 1 or later) there are restrictions on what may be purchased in advance. Conference fees may be paid for travel in a subsequent fiscal year in the case of an “early bird” rate or other savings to the University, which must be documented. In such cases, airfare related to the conference may also be purchased in advance. These expenditures must come from current year funds, however, as the State does not allow us to obligate future revenues for current expenditures related to travel.

Other expenses may be allowed in a current year for travel in a subsequent fiscal year if there are savings or other benefit to the University, which must be documented.

ALL prepayment of expenses for travel in a subsequent fiscal year, including conference fees and airfare, MUST BE APPROVED by the Travel Office prior to purchase.

SETTLING TRAVEL/TR-1Upon completion of the trip, the traveler is to submit the most current version of the TR-1. The TR-1 should be submitted within five working days after returning to his/her official station. (As of December 1, 2011 reimbursement prior to your trip is not allowed.) All applicable fields must be completed on the TR-1. This form is used to claim reimbursement for actual travel expenditures up to the maximum allowed by state law and shows expenses for which reimbursement is requested. The maximum must not be claimed unless actual expenditures for such purposes are actually incurred. It is the traveler responsible for obtaining itemized receipts that should be stapled to the TR-1. Dates and places on the TR-1 must match those on the Travel Purchase Order. If a change is necessary, a written explanation, signed at the VP level, must be given. If there is more than the greatest of a 5% or $25.00 difference between the dollar amounts claimed on the TR-1 and the approved Travel Purchase Order, a change

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order to increase the Travel Purchase Order must be processed in Banner before the reimbursement can be processed.

The traveler should also inform the travel office of any expenses included on the TR-1 that will be reimbursed by other parties (i.e. the UCA Foundation, civic organizations, etc.)

The TR-1 must be signed by his/her supervisor. (The TR-1 form has been revised, adding a line to the TR-1 for the supervisor to sign.) The supervisor will have a better awareness of actual dates traveled and trips cancelled. The supervisor should check for excessive expenses be claimed including claiming per diem rate, personal use, and other sources of funding.

If UCA is reimbursing the traveler for additional travel expenses above the amount of his/her advance, the funds will be direct deposited into the traveler’s bank account. It is now mandatory that all reimbursements be direct deposited. If the traveler's advance exceeds the reimbursable expenses, the Travel Office will e-mail him/her that the travel is ready to settle and the date by which it must be settled. Travel advances must be repaid within 23 days of the traveler returning to his/her official station. Failure to settle travel with or without advances by the due date may result in suspension of future travel privileges.

NON-ATHLETIC GROUP TRAVELState-supported institutions of higher education may provide travel expenses for groups when those who instruct the students accompany them. The sponsor/instructor must complete a Travel Requisition to estimate expenses for the entire group. A written explanation of the activities for these individuals should be noted on the Travel Requisition in the document text block. Expenses for flowers, alcoholic beverages, tobacco or other similar expenses may not be claimed. A group advance is calculated as 90% of total estimated expenses. Several faculty, staff members, or students traveling together does not constitute group travel. Student group travel may be used only for off-campus events and is restricted to students and official faculty/staff members only.

ATHLETIC GROUP TRAVELState-supported institutions of higher education may provide travel expenses for groups when those who instruct the students in fundamentals of a competitive sport and direct team strategy accompany them. In these circumstances, the payment of group expenses (including meals, lodging, travel, entertainment, gratuities, laundry, cleaning, and favors within reasonable limits) is allowed to ease the pressure on students of their objectives. A Travel Requisition should be submitted with estimated expenses for the group with the team coach as the traveler and the team listed as the Guests of State. An athletic group advance is calculated as 90%

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of total estimated expenses. Advances are given only to those coaches who have not yet received their sponsored credit card. Group travel may be used only for off-campus ATHLETIC events and is restricted to team members and official staff members.

A Group Travel Expense Reimbursement Form with proper detailed receipts including meal expenses must be submitted to the Travel Office within five working days after the completion of the trip. After the detailed receipts have been reviewed, the Travel Office will contact the coach to settle, if the coach owes UCA money. Otherwise, the balance that is owed the coach will be direct deposited into his/her bank account.

GENERAL INFORMATION SUMMARY

DETAILED (ITEMIZED) RECEIPTS ARE REQUIRED FOR THE FOLLOWING:1. Lodging receipt - MUST have the following:

Traveler's name Individual room rate for each night Tax amount per night Show payment

2. Registration receipt - Must have traveler's name, amount paid, and its purpose.

3. Airline ticket receipt - Must have traveler's name, amount paid, confirmation number and be purchased fourteen days in advance of traveling.

4. Parking - Must have receipt for all parking expenses incurred including at airport, hotel garage, etc.

5. Rental Car - Must have traveler's name and amount paid. The Justification for Car Rental portion of the TR-1 must be completed as to why a rental car was needed and calculation showing it was more economical to rent a car then other forms of transportation.

6. Charges for business-related telephone calls/internet - It must be stated on TR-1 form that calls/internet were for business purposes.

7. All incidental expenses must have detailed receipts.8. Any expenses claimed for a Guest-of-State must have detailed

receipts. Name of the guest must be included on the TR-1.

RECEIPTS NOT REQUIRED FOR INDIVIDUAL TRAVELERS:1. Taxi - Inner city travel2. Meals receipts aren’t required for individual travel only

Although there is a maximum daily allowance, only actual expenses are to be claimed.

A traveler can’t get reimbursed for meals that are provided as part of the conference fee

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NOTE: IT IS BETTER TO HAVE A RECEIPT AND NOT NEED IT THAN TO NEED A RECEIPT AND NOT HAVE IT!

ITEMS NOT REIMBURSABLE:The following expenses are not allowed:

Personal entertainment (except for official student groups) Flowers Valet services Laundry (except for official student groups) Alcoholic beverages Cleaning Movies (except for official student groups) Other similar services Any meal expenses for another state employee Any expenses not directly related to University business

o Personal phone cells or internet useo Transportation to go to dinner

Receipts that are not itemized All expenses deemed to be personal

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Mileage from Mashburn to Conway SchoolsELEMENTARY SCHOOLS

Carolyn Lewis Elementary 4

Ellen Smith Elementary 2

Florence Mattison Elementary 5

Ida Burns Elementary 2

Jim Stone Elementary 3

Julia Lee Moore Elementary 3

Marguerite Vann Elementary 1

Sallie Cone Preschool Center 1

Theodore Jones Elementary 6

Woodrow Cummins Elementary 5

MIDDLE SCHOOLS

Bob Courtway Middle School 6

Carl Stuart Middle School 1

Ruth Doyle Middle School 4

Simon Middle School 4

HIGH SCHOOLS

Conway Junior High School (8-9) 2

Conway High School (10-12) 1

PRIVATE SCHOOLS

Conway Christian School 2

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