Travel Policy

The following travel policy, which includes most of the provisions of the State Travel Regulations, are applicable to all members of the University of Arkansas staff, students, and official guests.

A Travel Authorization MUST be created in BASIS before an electronic Travel Claim may be submitted for reimbursement

Prior to traveling, a Travel Authorization should be entered in BASIS and approved by required cost center managers, with the Travel Office being the final approval.  When traveling internationally you MUST register your traveler with the Study Abroad Office PRIOR to processing any travel request to ensure that the destination is approved for travel.

Travel Cards (TCards) are for business use only!

Travel Cards issued by US Bank are special VISA credit cards. They work similarly to your personal credit cards, except the charges are billed directly to the University and paid by the University Business Office. The U of A supports two types of cards:

  • Administrative Travel Card
  • Traveler Travel Card (uploads as a receivable against the cardholder)

See TCard site for more information.

Claims for travel reimbursement will be allowed only for actual expenses incurred within the limits and restrictions of these regulations. Per State of Arkansas Travel Regulations, Travel Claims for individual trips are to be received in the Travel Office within 15 working days after return of the trip.

Travel Claims for domestic group trips are to be received in the Travel Office within 25 working days after the return of the trip.

Travel Claims for international group trips are to be received in the Travel Office within 50 working days after the return of the trip.

Exceptions to this procedure will be granted with written approval by the Travel Office.

Reimbursements are NOT at per diem. Except as otherwise noted herein, all claims for travel reimbursement must be made by the traveler, and payment will be approved only upon the basis of personal reimbursement, unless otherwise approved by the Travel Office. Travel reimbursements will be processed online via BASIS utilizing the Travel Claim function. 

The travel office makes every effort to process travel claims within 10 business days

For the purpose of these regulations, the travel day commences at 6:30 am, and includes breakfast, lunch, and dinner for a full day of travel. Per State Travel Regulations, we are only allowed 75% of the first and last day of travel for meals.  Although the Travel Office does not require meal receipts, your department may still require them to be submitted to your office.  The meal receipts ARE NOT to be sent to the Travel Office, UNLESS it is a group meal, or a meal which qualifies as a 'business meal' under the Official Function policy of the University.  In those instances, the meal receipt must be itemized.  Alcohol is not an allowable reimbursable expense.

When traveling on behalf of the university, reimbursement for meals and lodging while en route to and from your destination shall be limited to actual expenditures. While there is a maximum rate set by the federal government, reimbursement is for actual expenses up to the maximum. Total reimbursement for both travel and room and board shall always be based on the most economical means of travel.

Meals Included in Conference Registration

Meal reimbursement requests must be reduced for meals provided as part of the conference registration by deducting the appropriate amount as shown under the Meals and Incidental Expenses (M&IE) breakdown at http://www.gsa.gov/portal/content/104877.

Allowances may be made in writing to allow the traveler to claim meal reimbursement if any of the conditions below are met:  

  1. The traveler is unable to consume the meal provided because of medical requirements or religious beliefs;
  2. The traveler purchased substitute meal(s) in order to satisfy their medical requirements or religious beliefs;
  3. The traveler was unable to take part in the provided meal due to the conflict of official business.

Complementary Meals

Meals provided by a common carrier or a complementary meal provided by a hotel/motel does not affect the maximum meal allowance per the Federal Travel Directory.

 Meals with an Overnight Stay

 The maximum full day meal allowance will be the Federal-per-Diem rate. The Federal per-Diem rate includes tax and up to 15% tip). The traveler is only eligible for 75% of the daily allowance for meals on the first and last day of travel. The breakdown for breakfast, lunch, and dinner shall be calculated at a 25% breakfast, 25% lunch, and 50% dinner. Tips are allowable on meals not to exceed 15% unless a student group event, in which case the maximum tip is 20%. The Federal-per-Diem rates are located on the TDMM table in BASIS or by accessing the Federal-per-Diem site. When travel is overnight, reimbursement of meals en route and from the employee's official station will be subject to the following rules:

  1. Breakfast may be claimed if the employee leaves their official station prior to 6:30 am.
  2. Lunch may be claimed if the employee leaves their official station prior to 11:30 am, and when returning to home station if he/she arrives after 12:30 pm.
  3. Dinner may be claimed if the employee leaves their official station prior to 5:00 pm; and when returning, they arrive after 6:30 pm. Claims shall not exceed the maximum daily allowance plus applicable sales tax. Reimbursement is to be claimed for actual expenses incurred. MAXIMUM MUST NOT BE CLAIMED unless expenditures were actually made.
  4. Note: regardless of time in transit only 75% of the daily allowance may be claimed for meals on the first and last day of travel.

Meals without an Overnight Stay

NO meals are allowable for a trip where there is no overnight stay, regardless of whether you are traveling instate or out of state. This change went into effect July 1, 2016.

Guide to Reimbursing Tips

Reimbursement for Meals While on Travel Status:

    1. Tip on meals for individual travel cannot exceed 15%.
    2. You are limited to the Federal-per-Diem Rate allowable.  This amount is to include your meals, incidentals, and the tip. 
      Example: A full day of meals in Dallas, TX is $59.00 plus applicable sales tax.  This will still be the maximum allowable, but now you can legitimately include your tip and incidentals as part of the expense. (example: taxi tip)
    3. If you are processing a ‘group’ trip where you are providing itemized meal receipts for the entire group (this will be mainly student functions such as athletic team events or other student oriented trips) the tip maximum is 20%.
    4. Departments can require all meal receipts be turned in, including those for individual travel, even though the state does not require meal receipts to be submitted when traveling, unless group meals, or meals that qualify under the "Official Function" policy.

Reimbursement for Meals that fall under the Official Function Policy

    1. When asking for reimbursement for meals that fall under the Official Function Policy of the U of A, an itemized meal receipt is always required.  Any gratuity, regardless of description, shall not exceed 20% of the total bill without authorization and approval by the Agency Procurement Officer, Business Manager, Associate Vice Chancellor for Business Affairs, or Travel Manager. An explanation of why the increased amount should be allowed must be included for consideration of an exception. 
    2. The completed Business Justification Form-Meals & Entertainment is required for each meal that is considered an official function. 
 

Reimbursement for lodging is limited to the single room rate, plus applicable taxes. If a safe is in the room, the cost of the safe, if applicable, may be included with the hotel amount.

If more than one person occupies a room, the single room rate must be noted on the receipt. If the room rate is the same regardless of number of people in room, then this too must be noted.

The maximum allowance, without Special Authorization will be limited to the Federal-per-Diem rate depending on the location for the entire trip.

In most instances, each employee staying in the room MUST claim their portion of the room expense.  Most hotels will split the cost of the room on the receipt.  Only in those instances where the Travel Office has granted an exemption may one person be allowed to claim the entire room expense.

If an employee or student has not originally requested a ‘Special’ on the Travel Authorization for lodging, and they exceeded the Federal-per-Diem Rate, for the entire trip, a ‘Special Code’ may be selected when processing the Travel Claim.

Itemized receipts for Lodging are required. A credit card receipt is not acceptable.

 

Travel may be achieved by plane, train, bus, taxi, private vehicle/aircraft, rented or state-owned automobile; whichever method serves the requirements of the University most economically and advantageously.

If choosing to drive rather than fly, the University of Arkansas will reimburse at the lower rate of flying verses driving. The comparison will include any additional fees associated with the type of travel (i.e. airport parking, gas, lodging costs due to extended travel, etc.) All comparisons must be done prior to travel and provided with the travel claim documentation. 

Common Carriers for Flights

Travel by commercial air shall utilize coach class fare.  In most instances, travelers purchase economy coach, non-refundable tickets, BUT if there could potentially be a conflict with your travel, you have the option of purchasing a fully refundable coach ticket.  Please Note;  these tickets are more expensive, so should only be utilized when there is the potential to change the flight dates and/or times or cancel the flight.

Tickets should be purchased at least 14 days in advance when possible. Airline tickets purchased less than 14 days in advance require additional justification.  This justification can be supplied within the Concur Booking tool, OR if you used personal funds to purchase your ticket, the justification can be written on the itinerary or travel claim.  No business or first class tickets may be purchased unless an approved exception by the Travel Office prior to purchase. For international flights, fares up to business class may be purchased without prior authorization if the department allows it.

The purchase of travel insurance is not normally reimbursed unless there is a specific reason that the trip may have to be postponed.

When purchasing an airline ticket you have the following options for purchase:

  • TCard (either ADMN or Traveler)
  • Personal Funds

If using a University TCard, the 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.

If purchasing a ticket with personal funds you have the option using any reputable source, but you will not receive reimbursement until after you return from the trip.

Individuals whose travel is supported by federal funds should follow the guidance provided in the Fly America Act, in regards to using American flag carrier airlines.

Reimbursement of bag fees is limited to one bag per trip unless documentation is provided regarding the necessity of additional bags.

Preferred seating for airline tickets should not be selected by travelers unless no other seating is available, and must be justified in writing with the travel claim reimbursement request, or documented on the approval screen of the ADMN TCard stating that this was the only seating available.  With special authorization by the Travel Office, preferred seating may be allowable.  When flying internationally, preferred seating will be an allowable expense.

No upgrades in airline cost are permitted for the personal comfort of the traveler.  (example: upgrade from economy class just for additional leg room on flight)

TSA Pre-Check fees are not allowable.

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.

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.

Private 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 .42 cents per mile.

There are several tools available for use in determining official miles. If traveling from Fayetteville you may access the TDMM table in BASIS. You may also use http://www.mapquest.com/ for mapping trips from Fayetteville and other areas.

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. Individuals driving from Little Rock to the Little Rock Airport are allowed 10 miles each direction, for a total of 20 miles to be reimbursed. Remember mileage starts from your 'official station' unless you departed for your trip from your home and that location is closer.

Vehicle Rental

When renting vehicles within the State of Arkansas and where available within the United States, the mandatory Enterprise/National and Hertz rental car contracts must be utilized unless a documented exception is noted by the Travel Office. 

If renting a vehicle the administrative t-card or traveler t-card may be used.

For car rental use within the United States of America, its territories and possessions, Puerto Rico, and Canada, the optional collision Damage Waiver (Loss Damage Waiver) offered by car rental companies should be declined.  If renting from Enterprise/National the vehicle insurance is included in the rental price.  Also, the University’s Business Auto Insurance provides this coverage, if unable to rent from one of our mandated vendors. The University will not reimburse an employee for the cost of CDW or any other optional insurance offered by the car rental company UNLESS the car will be operated in a foreign country. The Enterprise rental car contract also provides insurance coverage, see the car rental section for details.

When renting a vehicle, you should take a copy of the U of A insurance carrier information with you. Renting Vehicles for University Business

IMPORTANT: When renting a vehicle, always pay special attention to the ‘walk around’ prior to renting the vehicle, which will identify any dents, etc. that may already be on the vehicle. If renting an SUV, van, or other large vehicles, make sure you inspect the top of the vehicle prior to renting in order to identify any imperfections.

Please visit the Car Links site for more information or contact the Travel Office.

Fuel cards (gasoline credit cards) are available for use by some departments when using either a rental or University vehicle.  Fuel cards should NEVER be used in a private vehicle.  Benefits of using the Fuel card is ease of use, no out of pocket expenses, lower gasoline prices, and the Federal excise tax is removed automatically.  If your department does not currently have a Fuel card you may contact the Office of Business Affairs at 575-2551 for further information on requesting a card. 

Moving expenses are considered taxable, and thus not processed through the Travel Office. See below for instructions for how to claim this type of reimbursement.

Relocation Expense Information  

 

Effective in October of 2017 the University of Arkansas will contract with Anthony Travel for the purchase of airline tickets IF an Administrative or Traveler TCard is going to be used for the purchase.

As part of this contract, we also have the option of utilizing the Concur Online Booking Tool for the purchase of our airline tickets, which would alleviate the need of contacting a travel agent directly.  Complete information regarding the contract and documentation for using the Concur Booking Tool can be found on the Travel Agency web page.

If the traveler uses personal funds, tickets may be purchased from any travel agency or online booking tool.  Reimbursement will be made to the traveler once the trip has been taken.

 

All miscellaneous expenses incurred in connection with travel reimbursement requests must be clearly identified and explained in detail on the travel expense statement.

Bag Fees and Shipping of Supplies

Reimbursement of bag fees is limited to one bag per trip at the standard airline bag rate.  Additional bags must have full documentation of the event that resulted in multiple bags.  Only those situations where additional materials were required for the event will be allowable.

Reimbursement for the shipping of supplies to the travel destination for the purpose of the trip may also be reimbursed.

Registration Fees

Cost of registration at conventions and meetings is an allowable item of expense when supported by a receipt, canceled check, or organization notice of meetings, which states the amount. When a registration fee payment includes the cost of such items as meals and lodging, the traveler must not claim the same items separately.

Registration fees can be paid on a Travel Related Purchase Order, Administrative or Traveler TCard, or with personal funds. A copy of the Registration form MUST be submitted to the Travel Office before the TRPO will be sent to the vendor. When the Administrative TCard is used for the purchase, a copy of the registration form must be sent to the Travel Office once the charge has been approved in BASIS.  If a Traveler TCard or personal funds are used, a copy of the paid registration receipt is required to be included with the Travel Claim.

Parking Fees and Toll Charges

Parking fees and toll charges for private, rental, or University-owned vehicles are reimbursable and may be claimed on the Travel Claim, with appropriate receipts attached.

Parking at XNA overnight is limited to long term parking without a justifiable reason for utilizing short term parking.  If short term parking is utilized without an approved justifiable reason, the amount will be decreased to the current long term parking fee.

Taxi Charges

Taxi charges may be claimed on the Travel Claim. Receipts are required for taxi charges over $25.00.  If a tip is included with the taxi, this tip charge must be considered as part of the meal expense as tips are part of the 'incidentals' of the federal per-diem rate for meals.

 

When a Non-University employee, official guest or job applicant travels on behalf of the University, he shall be allowed reimbursement for "actual expenses." 
It is the responsibility of each department to ensure these individuals are not being reimbursed from any other source for their travel expenses.  Federal employees who travel for the University shall be regarded as a University employee and shall be reimbursed as such.  The Travel Claim should show that this employee is on the payroll of the Federal Government and assigned to the University. 

Alcoholic beverages are NOT allowed to be reimbursed.

If your department utilizes the services of volunteer workers who perform duties similar to University employees, they are subject to the same rules and regulations governing University employees.  Unless specifically related to employment recruitment, or being part of the University of Arkansas official party at an event, reimbursement for spouse’s expenses will not be allowable.

Receipts are required for the following items when requesting reimbursement:

  • Lodging (itemized receipt). A credit card receipt is not acceptable. Reservation confirmation notice is not acceptable documentation.
  • Commercial Airfare: The complete itinerary with passenger name, dates of travel, date, and proof of purchase, seat class, and any service fees associated with ticket purchase. (Note: a confirmation notice is not acceptable documentation)
  • Train
  • Registration Fee
  • Car Rental (Note: reservation confirmation notice is not acceptable documentation)
  • Taxi (when cost exceeds $25)
  • Misc. items purchased while on travel status. (Example: film, ice, hardware, etc. Also a detailed explanation of why these misc. items had to be purchased.)
  • Parking
  • Communication expenses
  • Bag Fees
  • Meals IF group student meals, or a meal that qualifies under the 'Official Function' policy.
 

 

  1. No reimbursement will be allowed to any traveler for personal entertainment, valet services (unless that is the only parking available at the hotel), flowers, alcoholic beverages, personal telephone calls, traveler's check service charges, laundry or cleaning, printing items, or any other items not considered to be official business expenses unless specifically authorized by the Travel Office and documented.  Tips associated with porter, room service, taxi, etc. are allowable per federal regulations related to the maximum meal per diems, BUT the tip must be associated with the meals, and the total of all meals and tips may not exceed the federal per diem rate allowable for meals.  (These tips are part of the 'incidentals' of the meal per diem)
  2. No expenses for meals or lodging will be allowed within the city or town of the employee's "Official Station"(unless specifically authorized by Travel Office and Department).
  3. All claims for travel by employee must be signed by the traveler and payment will be made only to the traveler. One employee may not include in their travel claim the expenses of another employee.
  4. Payment will not be approved for claims made out in the name of a hotel or any claimant other than the traveling University employee.
  5. No expenses will be allowed for rental of space, entertainment, or other arrangements in connection with banquets held solely for the benefit of employees.
  6. Trips involving the need for transportation to and from the airport and/or to and from place of lodging do not justify "car rental." It is the responsibility of each department to authorize the mode of transportation most economical before travel occurs. If a taxi is more economical than a car rental due to the limited number of miles to be traveled, then that should be authorized.
 
  • Individuals whose travel is supported by federal funds should follow the guidance provided in the Fly America Act, in regards to using American flag carrier airlines.
  • The Travel Office does allow the purchase of a business class ticket for international flights that are in excess of a normal domestic flight.  Preferred seating will also be an allowable expense when flying internationally.
 

Employee Travel Accident Insurance 
The University provides a group accident insurance policy to cover all active employees and directors of the University while on the business of the University during a bona fide trip. This policy provides coverage of $100,000 for Loss of Life and up to $100,000 for Loss of Limb, Sight, Hearing or Speech. The policy will pay double if the loss was incurred while wearing a seat belt or lap and shoulder restraint while operating or riding as a passenger in any private passenger motor vehicle designed for use primarily on public roads.

At age 70, the amount of the benefit is reduced based on age at Date of Loss.

Business Auto Insurance

The University's Business Auto Insurance Policy provides up to a combined single limit coverage for Bodily Injury and Property Damage liability losses of $1,000,000 for any automobile; medical payments of $5,000 per person; and comprehensive and collision coverage for specified fleet autos and for hired autos. The comprehensive and collision deductible is $1000 per occurrence for specific University vehicles. The comprehensive deductible for hired (rental) autos is $100 and the collision deductible is $1000. The rental coverage only applies to autos rented for official business use. The University of Arkansas should be shown as the renter in addition to the employee, if possible. Employees keeping a rented car for personal use after the business portion of a trip is completed are responsible for the vehicle and their liability for the personal use portion. They should arrange or verify their own insurance coverage for such use accordingly.

The University's Business Auto Insurance covers accidents or losses, which occur in the United States of America, its territories and possessions, Puerto Rico and Canada. Should you rent or operate a car in a country not covered by the University's insurance, an employee should purchase whatever insurance is needed to adequately cover damages or liability. The cost of such coverage will be reimbursed if the cost is within the maximum limits of an employee's travel authorization.

Employees using their personally owned vehicle for University business travel must carry at least the minimum limit of auto liability insurance as is required by law.

For car rental use within the United States of America, its territories and possessions, Puerto Rico and Canada, the optional Collision Damage Waiver (Loss Damage Waiver) offered by car rental companies should be declined by employees, since the University's Business Auto Insurance provides this coverage. The University will not reimburse an employee for the cost of CDW or any other optional insurance offered by the car rental company unless the car will be operated in a foreign country.

Student Travel Accident Insurance Policy

Risk Management provides an insurance policy for University departments to use (at their option) in providing travel accident insurance for students traveling on University sponsored/supervised trips. Departments wishing to insure students traveling under this policy should send or fax a memorandum showing the dates of the trip, the number of students traveling (preferably the name of each student) and a cost center to charge for the premium. This information should be sent no later than immediately after the trip begins (preferably before).

Insurance provides up to $2,500.00 for Medical/Dental expenses with a deductible of $25.00 and a $10,000.00 maximum amount for Loss of Life, Limb or Sight for each insured. The Aggregate Limit per any one accident is $500,000.00. Coverage begins at the actual start of the trip from the original point of departure and will end when the insured arrives at the return destination point. The policy is with Trustmark Insurance Company (a member company of the National Accident Insurance Group).

Accidents and Insurance Questions

Reports of any travel related accident and any questions regarding insurance coverage should be directed to 
the Department of Risk Management & Insurance, ADMN 321, Phone 575-5314, Fax 575-3128.

All accidents must be reported without delay so that claims can be handled as promptly as possible.

 In order for an individual to obtain reimbursement of authorized travel expenses, a Travel Claim must be entered in the BASIS system and submitted for approval.  A complete How To guide for processing Travel Claims may be found here.  Travel Claims for individual domestic trips are to be processed within 15 working days after the return of a trip.  Domestic Group trips and individual international trips are to be processed and in the Travel Office within 25 working days after return of the trip in order to be paid by the Travel Office within 30 days.  International group trips are to be processed and in the Travel Office within 50 working days after return of the trip in order to be paid by the Travel Office within 60 days.

Exceptions to this process will only be made with written approval by the Travel Office.  

The travel office makes every effort to process travel claims within 10 business days

 
  • The signed, approved Travel Claim is to be forwarded to the Travel Office for processing along with all required receipts.
  • The Travel Office will examine the Travel Claim for correctness and propriety in accordance with travel regulations. Improper items or excessive amounts will be removed or amended, as appropriate, by the Travel Office. Travel Claims improperly completed or lacking required receipts will be returned to the department for corrective action.
  • The Travel Administrators within the Travel Office approve and process Travel Claims for payment.  The claimant should receive a University check,  ACH, or notice from the Treasurer’s Office within 7-10 days after submitting the Travel Claim to the Travel Office, unless corrective action is needed.
  • The travel office makes every effort to process travel claims within 10 business days
What constitutes ‘Group Travel’?

In order to process group travel through the

Travel Office, the event for which the group is

participating in normally occurs away from their ‘official station’, which for most groups will be Fayetteville, AR.  The one exception is the athletic sports teams, where athletic events held in Fayetteville may be grouped for ease of processing of expenses for these events. 

 

In accordance with ACA 19-4-904 (d) state

supported institutions of higher education may

provide travel expenses for a group or number of students who, when accompanied by those who instruct the students in the fundamentals of a competitive sport and direct team strategy, must travel and be recognized as a cohesive unit representing not only their institution, but exemplifying the State of Arkansas in their behavior, attitudes, interests, presentation, and conduct.

 

Group Travel may also include a number of

guests along with a university employee traveling together for a particular event or circumstance.

 

In these circumstances the payment of group

travel expenses, including those of students and employees, may be authorized.

 

Some examples of group travel functions:

  • Study Abroad
  • Intramural Sports
  • Archeological digs
  • Athletic team events

 

For instructions on how to create the Travel Requisition, which becomes the Travel Authorization upon approval, go to:  https://basis.uark.edu/training_information/processing_travel/index.php

 

 

Please Note:  Group Travel MUST include student representation.  A group of employees going to the same function DOES NOT constitute group travel.

 

Requirements when purchasing airline tickets

!!!IMPORTANT!!!

Anthony Travel is the U of A’s contracted travel agency IF you are utilizing an ADMN or Traveler TCard.  There are exceptions for STAB, ARCH, and Athletics (who has their own contract with Anthony)

You have the option of utilizing the Concur Booking tool or contacting Anthony Travel directly when purchasing airline tickets   Please see http://travel.uark.edu/travel-agencies.php for information, phone numbers, and login information.

State Regulations prohibit the purchase of First Class tickets.  In addition, University policy also prohibits the purchase of Business Class tickets unless traveling internationally with an extended flight schedule.  Other exceptions to the purchase of a Business Class flight will only be granted with written approval by the Travel Office.

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 class tickets at the lowest nonrefundable rate, but DO NOT require or promote the purchase of BASIS Economy Tickets, which can present issues for travelers.

Preferred Seating is NOT ALLOWABLE per State Regulations UNLESS it is the only seats left at the time of booking and that must be notated on documentation.

Method of payment when purchasing airline tickets

There are 3 ways of purchasing your airline tickets:

  1. Administrative TCard
  2. Traveler TCard (for group trips IF the employee responsible for the trip has a Traveler TCard, ALL tickets for group can be purchased using this card)
  3. Purchase with own funds and claim reimbursement after trip

 

Most departments on campus have an Administrative TCard in the name of a support staff member who is responsible for processing travel. 

Note:  Payment made for an airline ticket using the Administrative or Traveler TCard includes $500,000 life insurance in the event of an airline disaster.   

IMPORTANT

If you purchase your airline tickets with personal funds, you must be aware that you will not be reimbursed for this amount until AFTER the trip has ended.  This is very important to know as many times these tickets are purchased well in advance of your trip.

Registrations

The payment of registrations is another item that is normally paid with an Administrative or Traveler TCard.  If the conference does not accept credit cards, then a Purchase Order will be issued along with a check for pre-payment.

Parking

When traveling to and from XNA you are to utilize Long Term Parking NOT Short-Term Parking when overnight travel is involved. If Short Term parking has been utilized, reimbursement will be limited to the cost of Long Term Parking. 

VEHICLE RENTALS

Vehicles should be rented only when it is more cost advantageous than driving your personal car or taking a taxi or shuttle when out of town.  When a vehicle is rented, unless you are renting the vehicle on foreign soil, you are not to take out the additional car insurance that will be offered to you at the rental agency. 

We have a mandated State Contract for Car Rental with the following companies:

       Enterprise   XZ51R10

       National     XZ51R10

       Hertz         CDP301115

 

Enterprise/National rentals include the additional vehicle insurance with each rental as long as you are renting using our contract numbers above.

Travel Advances

Group Trips may receive up to a 100% advance.  A Travel Advance for a domestic group trip is to be reconciled within 30 days after the return of the trip.  To meet the 30-day requirement, the Travel Claim is to be in the Travel Office for auditing within 25 days after the return of the trip. 

A Travel Advance for an international group trip is to be reconciled within a maximum of 60 days after the return of the trip.  To meet the 60-day requirement, the Travel Claim is to be in the Travel Office for auditing within 50 days after the return of the trip. 

Exceptions to the Travel Advance Policy will only be granted with written approval by the Travel and/or Treasurer’s Office.

Traveler TCard Charges

All Traveler TCard charges associated with the group trip are to be reconciled either by the processing of the Travel Claim or by repaying the TCard charge. Failure to process the Travel Claim for a domestic group within 30 days after the return of the trip may result in a payroll deduction and suspension of Traveler TCard. 

Required Receipts

 

  • Airfare itinerary showing amount of tickets along with any service fee charged.
  • Registration receipts showing amount of registration along with name of conference.
  • Itemized hotel receipts
  • Itemized car rental receipts
  • Taxi and/or shuttle receipts if cost for taxi is over $25.00
  • Parking (ex: hotel, airport, etc)
  • Gas receipts if gas was purchased for a rental car
  • Any misc. item purchased.  (Ex: internet, bag fees, copying for presentation)
  • Itemized meal receipts for group meals (Remember, group meals are limited by Federal Per diem rates with the exception of Athletics, where NCAA regulations are taken into consideration).

If money is disbursed to students and other members of the group (federal per-diem limits are enforced for all recipients) the following information is required:

  • Signature sheet legibly (preferably typed) listing of all students and staff who received funds
  • Amount received broken out by Breakfast/Lunch/Dinner
  • Student ID or Employee ID (exception-ATHL where we have access to a team roster)
  • Signature of the recipient of the funds
Effective February 1, 2017 any request for travel accommodation due to a disability, must be approved prior to making any travel related purchase.  Employees requesting an accommodation, must do so by submitting an accommodation request to the Office of Equal Opportunity and Compliance (OEOC).  Travel accommodations include, but are not limited to requests for:  extra leg room, bigger seat, or larger car.  If the accommodation is approved, the OEOC will provide the Traveler with a notice of approval that must be attached to the travel claim submitted to the Travel Office.