Transportation
Overview
The travel card can be used to purchase many methods of transportation. Please review the content below to see if there are any restrictions to your anticipated travel type.
Airline
When using a university t-card, airfare must be purchased using either the Concur Booking Tool or by contacting Anthony Travel directly (unless an exemption has been granted by the Travel Office). Information regarding the use of Anthony Travel or the Concur Booking tool is available here.
Per State of Arkansas Travel Regulations, an airline ticket is to be purchased a minimum of 14 days in advance of travel. In most instances, the U of A purchases coach/economy level tickets at the lowest nonrefundable rate, but DO NOT require or promote the purchase of BASIC economy tickets, which can present issues for travelers.
In many instances, a portion of the value of the ticket can be used on another trip.
The charge, whether on an administrative or traveler t-card, will need to be associated with an expense report in Workday, and an explanation of why the airfare was cancelled and any associated documentation must be attached. Otherwise, the cardholder will receive an invoice from the Treasurer's Office for the ticket.
This is also true for other prepaid items, such as registrations.
Car Rental
The Arkansas Office of State Procurement has awarded a mandatory contract for rental cars to Enterprise/National Rental Car or Hertz Rental Car . When renting a vehicle for University business departments are required to use this contract (including all business-related travel for employees, guests, and students).
Traveler t-cards can be presented when picking up the vehicle from the rental location.
Administrative t-cards can be used in the form of a billing number for Enterprise. Please visit the Enterprise contract website for more information.
Charter Bus
Charter bus rentals are reserved for group/team travel.
Charter busses often require a signed contract. The Agency Purchasing Official (APO) is the only authorized signatory for the University of Arkansas. It is the responsibility of the department to ensure the Legal Review process has been completed before sending the contract to the Travel Office. All contracts should be emailed to the Administrator for Contracts and Reimbursements prior to making ANY payment (on the travel card or through a purchase order).
Charter Flights
When it is necessary for employees to charter a plane, the total cost is reimbursable. If, however, the plane was chartered only for the personal convenience of employees, reimbursement shall be limited to the cost of airfare for a "scheduled" airline flight to the same location.
Other Transportation Methods
For transportation methods not outlined, a receipt and itinerary (if available) is required.
Privately Owned Aircraft
When a privately owned aircraft is used for travel on University business, the rate of reimbursement will be the rate as established by the Chief Fiscal Officer of the State. This rate is currently .52 cents per nautical mile. Please see Fayetteville Policy and Procedure 302.1 for mandatory requirements for approval of privately owned aircraft. Mileage calculator for privately owned aircraft.
Privately Owned Vehicle
If a private vehicle is used, mileage shall be reimbursed and computed using map mileage. Mileage shall be computed from the traveler’s official station or residence; whichever is less, to the destination. Reimbursement will be the rate as established by the Chief Fiscal Officer of the State, which is currently $.52 cents per mile (effective March 17, 2022).
The university will reimburse for official miles driven only. The university assumes no responsibility for any maintenance, insurance, operational costs, accidents, or fines incurred by the owner of the vehicle while on official business for the university.
Individuals driving their own private vehicles on university business are entitled to vicinity mileage reimbursement. This amount must be listed separately from ‘official’ mileage. If traveling from Fayetteville to Northwest Regional Airport (XNA) a traveler is entitled to 35 miles each direction, for a total of 70 miles to be reimbursed.
Rideshare Services / Taxi
Ridesharing services (such as Uber or Lyft) may be claimed on the Expense Report.