Travel News

UPDATED April 30, 2020 11am

Due to concerns related to the spread of COVID-19, the University of Arkansas is reducing its on-campus operations. Certain limited university operations including public safety, health, dining and transit, will continue on campus at this time. Non-essential personnel have been instructed to work remotely. The Travel Office is continuing to provide support and we are available for communication via email and skype for business (and phone for urgent matters).


TRAVEL OFFICE STAFF:
The Travel Office staff is available for communication via email and Skype for Business.

 

How to Submit ALL Documentation Electronically to the Travel Office:
Due to the reduced on-campus operations, the Travel Office is working remotely and continuing to provide support. Please submit ALL DOCUMENTATION ELECTRONICALLY. Any documentation provided through normal campus mail WILL have delayed processing.
 

Question: What is the correct email address to send each type of document?
Answer: Because of the different auditing systems, there are TWO different email address and each document is email specific:


Question: What is the correct way to title and submit each type of document?
Answer: See below

  • ADMIN TCARD
    • Create ONE pdf of the complete documentation
    • Title the pdf the T number, e.g. T6543212
    • Email to tcdocs@uark.edu
    • Subject of the email MUST be the T#. If the subject does not start with a T your receipt will not be uploaded.
    • The receipt can be embedded in the email or attached. Any attachment/ all information in the email will be uploaded under the T number.
    • Only ONE T number per email (you cannot load multiple T receipts in one email).

  • TRAVEL CLAIM
    • Create ONE pdf of the complete documentation including the signed signature page, all required receipts, all required Traveler TCard receipts, all additional documentation (Official Function Form, mileage log, lost receipt form, etc.). If the traveler is not available to sign the signature page a copy of the emailed authorization from the traveler must be included in the Travel Claim.
    • Title the pdf the Travel Claim number, e.g. TC 267393 (make sure to leave a space between TC and the number)
    • Email to uatravel@uark.edu  
    • Subject of the email is the Travel Claim number, e.g. TC 267393
    • The Travel Claim must be attached to the email.
    • You can attach more than one Travel Claim to the email.

  • TRPOs
    • Create ONE pdf of the complete documentation
    • Title the pdf the TRPO number, e.g. TRPO 6543212 (make sure to leave a space between TRPO and the number)
    • Email to uatravel@uark.edu  
    • Subject of the email is the TRPO number, e.g. TRPO 6543212
    • The TRPO must be attached to the email.  
    • You can attach more than one TRPO to the email.

 Note: Continue to follow department/college process if it is outside of the above detailed instruction.  

 

Helpful Travel Related Links:

 

Question: With Workday scheduled to begin July 1, how does that affect when I create Travel Authorizations (TAs) for travel that will occur on or after July 1?

Answer: The purpose of a TA is to receive approval to spend funds. The answer varies depending on your need to spend funds before or after July 1.

  • If you do not anticipate spending any funds related to a TA before July 1, then wait until on or after July 1 to create a TA in Workday

  • If you DO anticipate spending funds on a TA before July 1, you should create a TA now in webBASIS so that you can receive approval for funding

  • If you create a TA before July 1, the same TA (essentially a duplicate) will need to be resubmitted in the new Workday system on or after July 1 as the original will not be carried over from the current BASIS system

     

Question: I am trying to submit a Travel Claim and have Administrative TCard charges attached, but receive the error "This claim cannot be submitted for approval. It requires some reimbursable expense or at least one Administrative TCard charge."

Answer: If there are ONLY Administrative TCard charges for a one time TA (no additional reimbursables such as Traveler TCard charges or reimbursement of personal funds) then you do not need to create a Travel Claim. Instead, email uatravel@uark.edu with the subject "Close/Cancel TA", the content "Please close TA 1234567 as there are not any reimbursables". 

Question: How do know if I need to Process a Travel Claim (TC) or if I should Request to Close/Cancel the Travel Authorization (TA)?

Answer: See below:

  • If there are TRAVELER TCard charges for a one time TA or a blanket TA with or withoutadditional reimbursables to the traveler, you will need to create a TC. Also remember to attach the Traveler TCard charges as reimbursable expenses in the claim.
  • If there are ADMIN TCard charges for a one time TA withoutany additional reimbursables to the traveler, you do not need to create a TC. Email a request that we cancel the TA.
  • If there are ADMIN TCard charges for a one time TA with additional reimbursables to the traveler, you need to create a TC. Do not include the Admin Tcard charges in the reimbursable fields in the claim.
  • If there are ADMIN TCard charges for a BLANKET TA without any additional reimbursables to the traveler, you will need to create a TC. Do not include the Admin TCard charges as reimbursables in the claim.  NOTE: a step that is different for Blanket TAs:  You will need to attach the Admin TCard charges to the TC  (you do not have to do this when creating a TC for a one time TA).


Question: How will the traveler get their Travel Reimbursement if the University reduces/limits its on-campus operations?
Answer: See below

  • Question: When I submit Travel Claims, how do I know where the Travel Reimbursement will be mailed?
  • Answer: The address on the Travel Authorization (TA) is the same address the Travel Reimbursement will be mailed.

  • Question: The Travel Claim was created from a TA with an on campus address. How will the traveler get the check if the university reduces/limits its on-campus business operations?
  • Answer: See below options
    • Option 1:
      • Email supplier@uark.edu with the traveler’s name, vendor ID (Traveler ID not Employer ID), and new address, e.g. residential address/PO Box
      • On the physical Travel Claim, hand write the new address in the top left of the signature page and note to change mailing address
      • The Travel Office CANNOT change the mailing address until it has been updated by supplier@uark.edu
    • Option 2:
      • BEFORE creating a Travel Claim, the traveler needs to update their direct deposit information in webBASIS for “Account for Reimbursements and Advances”
        • If the option for “Account for Reimbursements and Advances” is not available in webBASIS, email supplier@uark.edu to notify them and they will update the vendor information

  •  Question: I am set up for direct deposit for my payroll. Does that mean I am also set up for direct deposit for Travel Reimbursements?
  • Answer: No. You will need to update your direct deposit information in webBASIS for “Account for Reimbursements and Advances”

  •  Question: I am NOT set up for direct deposit for my payroll. Can I still set up direct deposit for Travel Reimbursements?
  • Answer: No. You MUST be set up for direct deposit for payroll first. Then you can schedule direct deposit for Travel Reimbursements.

  • Question: How do I update my direct deposit for Travel Reimbursements?
  • Answer: You can update your direct deposit for Travel Reimbursements in webBASIS, Click here for instructions to set up Direct Deposit for Reimbursements
    • Log into webBASIS
    • My Pay
    • Direct Deposit Bank Accounts
    • Scroll down to “Account for Reimbursements and Advances” and select the bank account
    • Validate
    • Save

  •  Question: I update my direct deposit for Travel Reimbursements in webBASIS, will that affect any Travel Claims that are in process?
  • Answer: No. Any Travel Claims that are created will NOT be altered. The updates in webBASIS must be completed BEFORE a Travel Claim is created.

  • Question: Can guests set up direct deposit for Travel Reimbursements?
  • Answer: No. Only employees (faculty, staff, students) have the ability to set up direct deposit.

 *Note: continue to watch for updates from Mail Services for information re: their operating procedures if the university reduces/limits its on campus operations.

 

Question: I purchased airfare for university business, but my travel has been canceled due to complications from COVID-19. Will my airfare be refunded? Are there penalties for canceling my flight? Can I use the credit for a different traveler/passenger?
Answer: There is not a standard answer. Policies for refunds and penalties vary among the airlines.

  • Flight change penalties due to COVID-19 are not automatically waived and will vary among every ticket purchased
  • The trend has been that most airlines are waiving the $200.00 flight change fee for standard non-refundable airfare
  • American and United airlines TYPICALLY allow name changes on airfare for a $100.00 fee
  • American Airlines will most likely NOT waive the $200.00 change penalty waiver with a name change, i.e., the TOTAL standard charges may apply, $200.00 for change fee and $100.00 for name change for a total penalty of $300.00
  • Delta does not allow name changes at all for airfare credits
  • Your department needs to develop a standard for maintaining a record of all airfare credits
  • The following link from an external source provides information re: a number of airlines change and cancelation policies, https://www.forbes.com/sites/advisor/2020/03/11/master-list-of-airline-coronavirus-policies/#369320fc6827

 
ANTHONY TRAVEL/CONCUR CANCELATIONS:

  • If you booked your airfare in Concur you can cancel in concur.
  • If you purchased airfare from an Anthony Travel agent, in lieu of calling, you can send an email requesting cancellation to fly@anthonytravel.com.
  • IMPORTANT NOTE: When you want to rebook airfare using these credits, you will need to contact an agent directly (i.e. you will need to call).

Question: My travel has been canceled due to complications from COVID-19 (Coronavirus), but purchases have been made with either an Admin TCard, Traveler TCard, or Personal Funds. How do I reconcile my travel expenses? How do I cancel TRPOs and Travel Advances? 
Answer: Please see below for details instructions.

Note: Even when scheduled travel does not occur, you cannot create a travel claim until the return date listed on the TA.  This is due to a limitation of the system.  You will have to wait until the originally scheduled last day of travel before you can create a Travel Claim. 

 

TRAVEL ADVANCE

  • Question: I requested a Travel Advance for my out of state travel scheduled within the next 60 days. The check has not been cut yet. There are no reimbursables outside of the Travel Advance. Per the travel restriction, this travel will not occur. What do I do now?
  • Answer: Email the Travel Office uatravel@uark.edu to cancel your Travel Authorization. This will also cancel your Travel Advance.

  • Question: I requested a Travel Advance for my out of state travel scheduled within the next 60 days. The check HAS been cut, but I have not picked up the check yet. There are no reimbursables outside of the Travel Advance. Per the travel restriction, this travel will not occur. What do I do now?
  • Answer: Email the Travel Office uatravel@uark.edu. In the Subject line, note the TA#  and that there is a Travel Advance, e.g. “Cancel TA 6753098 with Travel Advance”. We will nofity the Treasurer's Office to apply the credit from the check that has not been picked up yet to the account to reconcile. Then we will cancel the TA.

  • Question: I requested a Travel Advance for my out of state travel scheduled within the next 60 days. I HAVE PICKED UP THE CHECK AND/OR IT WAS ALREADY DIRECT DEPOSITED in my account yet. There are no reimbursables outside of the Travel Advance. Per the travel restriction, this travel will not occur. What do I do now?
  • Answer:  See options below
    • You can return the orignal hard copy Travel Advance check to the Treasurer's Office in person in UNION 214, campus mail, USPS, or the after hours drop box outside their office.
    • When you received your Travel Advance, you were provided either an emailed direct deposit confirmation or a hard copy check. You will need your Vendor Number (Customer Number) and Invoice Number (Travel Advance Number) in order to pay and reconcile the Travel Advance online,  https://arsweb.azurewebsites.net/ 
    • If you do not have your Vendor Number (Customer Number) and Invoice Number (Travel Advance Number), then you can email Keitha Walker kcw012@uark.edu in the Treasurer's Office . She will provide you details in order for you to pay and reconcile online or pay via check/money order. 
    • You can also visit the Treasurer’s Office in UNION 214 to repay the Travel Advance (cash, credit card, check, money order).
    • After the Travel Advance has been paid and reconciled, email the Travel Office uatravel@uark.edu to request to cancel your Travel Authorization.

CLOSE/CANCEL TRPO

  • Question: How do I cancel/close a TRPO that was created for out of state travel scheduled within the next 60 days. 
  • Answer: The Travel Office cannot cancel/close a TRPO as we would a TA or TC. Instead, you will need to update the TRPO,  zero out the amount and the PO Max, F10 to save, then the system will default to a canceled status. See the below screenshot. 
    TRPOexample

PERSONAL FUNDS (Faculty, Staff, Students, Guests)

  • Question: My travel has been canceled and I purchased airfare/lodging/registration/etc. with PERSONAL FUNDS. How do I get reimbursed?
  • Answer: You will need to wait until the return date listed on the TA then create a travel claim. Include the airfare as a reimbursable expense. If you received airline credit when you canceled your airfare, BOTH THE TRAVELER AND THE DEPARTMENT need to develop a method of tracking the airfare credit for use of future University business related travel.

  • Question: Travel has been rescheduled due to complications from COVID-19 (Coronavirus). The new travel dates either have not been rescheduled or are rescheduled, but won’t occur until this fall. What do I need to do?
  • Answer: One thing to keep in mind is that while we can update TAs, we CANNOT change the date to a different fiscal year, e.g., if the original dates of travel are before 6/30/20 and the new travel dates will be 7/1/20 or after, you will need to reconcile current expenses to close this TA and then create a new TA for additional expenses. In addition to that concern, due to Workday, all TRAVELER TCARD charges need to be reconciled on or before 6/30/20. For any travel related purchases for expenses that will not be reconciled until after 7/1/20, use an Admin TCard. 
    • Approve all Admin TCard charges (including refunds) for this TA
    • Create a Travel Claim to reconcile Traveler TCard charges and any expenses from personal funds
    • Note in the TC the circumstances and a new TA will be created when the travel is rescheduled
    • Note the original TA in the new TA when created

 

TRAVELER TCARD (Faculty, Staff, Group TAs)
*TRAVELER TCARD charges are reconciled by attaching to a Travel Claim (TC).  An approved Travel Authorization (TA) is required to create a TC.  It is important to NOT MAKE ANY PURCHASES without having an approved Travel Authorization. 

  • Question: My travel has been canceled and I purchased airfare with my TRAVELER TCARD through Anthony Travel/Concur AND MAY HAVE ADDITIONAL REIMBURSABLES such as cancelation fee for lodging, registration, etc. How do I reconcile the TCard charges and close the travel?
  • Answer: You will need to process as a standard travel. Create a travel claim. Attach the Traveler TCard charges to the claim. Include the Traveler TCard charges as reimbursable expenses. Anthony Travel maintains a record of your airline credits. You will need to request that they apply the credit to your future travel. You can view your “Unused Tickets” in your profile in Concur.

  • Question: I purchased travel related items with my TRAVELER TCARD and will receive a FULL REFUND for ALL of those purchases. There will NOT be any additional reimbursement requestsHow do I reconcile the TCard charges and close the travel?
  • Answer: When we receive the CREDIT through US BANK, the REFUND  will cancel out the original TRAVELER TCARD charge. A Travel Claim  does NOT need to be created. 

  • Question: I purchased travel related items with my TRAVELER TCARD and will receive a PARTIAL REFUND for purchases and/or WILL HAVE additional reimbursement requests. How do I reconcile the TCard charges and close the travel?
  • Answer: When we receive the CREDIT through US BANK, the REFUND  will apply to the original TRAVELER TCARD charge.  The balance of the charge will need to be reconciled as well as any additional reimbursement requests. A Travel Claim  DOES need to be created. 

  • Question: Travel has been rescheduled due to complications from COVID-19 (Coronavirus). The new travel dates either have not been rescheduled or are rescheduled, but won’t occur until this fall. What do I need to do?
  • Answer: One thing to keep in mind is that while we can update TAs, we CANNOT change the date to a different fiscal year, e.g., if the original dates of travel are before 6/30/20 and the new travel dates will be 7/1/20 or after, you will need to reconcile current expenses to close this TA and then create a new TA for additional expenses. In addition to that concern, due to Workday, all TRAVELER TCARD charges need to be reconciled on or before 6/30/20. For any travel related purchases for expenses that will not be reconciled until after 7/1/20, use an Admin TCard. 
    • Approve all Admin TCard charges (including refunds) for this TA
    • Create a Travel Claim to reconcile Traveler TCard charges and any expenses from personal funds
    • Note in the TC the circumstances and a new TA will be created when the travel is rescheduled
    • Note the original TA in the new TA when created

 

ADMIN TCARD (Faculty, Staff, Students, Guests)
*ADMIN TCARD charges are reconciled by approving to the correct Travel Authorization. There is NO ALTERNATIVE TO APPROVE these charges.  If a TReq was not created BEFORE the purchase for travel that will not occur due to the travel restriction, you will  STILL NEED TO CREATE ONE in order to approve the charge(s).  You will need to note in  "Explanation/Justification" that the approved TA is required in order to reconcile ADMIN TCARD charges. It is important to NOT MAKE ANY PURCHASES without having an approved Travel Authorization. 

 

  • Question: My travel has been canceled and I purchased airfare with an ADMIN TCARD through Anthony Travel/Concur and there are NOT ANY OTHER EXPENSES FOR REIMBURSEMENT. How do I reconcile the ADMIN TCard charges and close the travel?
  • Answer: Approve the ADMIN TCard charges as standard. You do not need to create a travel claim. Email uatravel@uark.edu and request that we close the TA. Anthony Travel maintains a record of your airline credits. You will need to request that they apply the credit to your future travel. You can view your “Unused Tickets” in your profile in Concur.

  • Question: My travel has been canceled and I purchased airfare with an ADMIN TCARD through Anthony Travel/Concur and there ARE ADDITIONAL REIMBURSABLES such as cancelation fee lodging, registration, etc. How do I reconcile the ADMIN TCard charges and close the travel?
  • Answer: Approve the ADMIN TCard charges as standard. You need to create a TC. Do not include the Admin TCard charges as reimbursables in the claim. Anthony Travel maintains a record of your airline credits. You will need to request that they apply the credit to your future travel. You can view your “Unused Tickets” in your profile in Concur. 

  • Question: I purchased travel related items with an ADMINISTRATIVE TCARD and will receive a FULL or PARTIAL REFUND for ALL or SOME of those purchases. There will NOT be any additional reimbursement requestsHow do I reconcile the TCard charges and close the travel?
  • Answer:  The original charge AND the credit need to be reconciled by approving the charges to a TA by the Administrative TCard cutoff date. A Travel Claim does NOT need to be created.  If they charges are approved to a BLANKET TA, then a Travel Claim DOES need to be created and the charge needs to be attached to the Travel Claim. 

  • Question: I purchased travel related items with an ADMINISTRATIVE TCARD and will receive a FULL or PARTIAL REFUND for ALL or SOME of those purchases. There WILL BE additional reimbursement requests from Traveler TCard and/or personal fundsHow do I reconcile the TCard charges and close the travel?
  • Answer:  The original charge AND the credit need to be reconciled by approving the charges to a TA by the Administrative TCard cutoff date. Travel Claim DOES need to be created and the additional reimbursables to be included the Travel Claim. 

  • Question: I purchased travel related items with an ADMINISTRATIVE TCARD, but a TA was not created. How do I reconcile the ADMIN TCard charges and close the travel?
  • Answer: Create a TReq with the appropriate travel dates. Include a note in the "Explanation/Justification" field that the approved TA is required in order to reconcile ADMN TCard charges. After the TA is approved, approve the ADMIN TCard charges as standard. You  do NOT need to create a TC. Instead, email uatravel@uark.edu and request the TA closed and there are no reimbursables. 

  • Question: Travel has been rescheduled due to complications from COVID-19 (Coronavirus). The new travel dates either have not been rescheduled or are rescheduled, but won’t occur until this fall. What do I need to do?
  • Answer: One thing to keep in mind is that while we can update TAs, we CANNOT change the date to a different fiscal year, e.g., if the original dates of travel are before 6/30/20 and the new travel dates will be 7/1/20 or after, you will need to reconcile current expenses to close this TA and then create a new TA for additional expenses. In addition to that concern, due to Workday, all TRAVELER TCARD charges need to be reconciled on or before 6/30/20. For any travel related purchases for expenses that will not be reconciled until after 7/1/20, use an Admin TCard. 
    • Approve all Admin TCard charges (including refunds) for this TA
    • Create a Travel Claim to reconcile Traveler TCard charges and any expenses from personal funds
    • Note in the TC the circumstances and a new TA will be created when the travel is rescheduled
    • Note the original TA in the new TA when created

 

HOW TO PROCESS A TRAVEL CLAIM WHEN CANCELED DUE TO COMPLICATIONS OF COVID-19 (see screenshot example below)

Question: I didn’t actually travel, but I do need to create a travel claim. How do I proceed?
Answer: Even when scheduled travel does not occur, you cannot create a travel claim until the return date listed on the TA.

  • Begin travel claim as standard
  • “Travel Purpose” field, enter the following NR_COVID-19
  • “Number of Legs (Destinations)” change the number of legs to 1
  • “Departed” enter the originally scheduled departure date and the time of 8:00am (example: 030920200800am)
  • “Departure City, State” leave as Fayetteville, AR
  • “Destination” enter Fayetteville, AR
  • “Means” leave blank (you will see n/a outside the field)
  • “Trip Ended” enter the originally scheduled departure date and the time of 8:01am (example: 030920200801am)
  • Enter the reimbursable expenses in the applicable fields for TRAVELER TCARD and/or PERSONAL FUNDS
  • “Required Receipts Provided?” enter Y
  • “Comments or Required Explanations” enter Travel did not occur due to impact of COVID-19
  • Select Traveler TCard charges associated with the claim
  • Save, print, obtain signature of traveler, send completed and signed travel claim with all documentation to the Travel Office ADMN 321

 example COVID

 

 

TRAVEL OFFICE UPDATE January 2020; updated March 2020

Communication with the Travel Office and Roles of Travel Team Members

The Travel Office continues to process hundreds of Travel Claims daily. We receive so many questions, we wanted to take a moment to share with you the best way to communicate with the Travel Team so you can receive prompt responses. All members of the Travel Office monitor the uatravel@uark.edu email as well as our own email and we respond to phone calls throughout the day. For all future emails, please send your email to only ONE email address. Many times when several of us are included in the same email, we find that we are all working on the same email task. With such a limited staff processing over 20,000 travel claims with over $16,000,000 expenses each year as well as approving new TReqs and updates to TAs, processing TRPOs, auditing and updating TCards, processing travel related contracts, providing training, and so much more, we would greatly appreciate your assistance to decrease duplicate work in our office so we can continue to be as efficient as possible.

 

  • uatravel@uark.edu is always the most appropriate email to address for:
    • General Travel questions
    • Emailing claims ONLY if you are allowed to email claims (you have an office outside the campus mail system or some other special circumstance)
      • Subject of the email as the TC ######
      • Attached TC saved as a single PDF and name TC ######
    • Emailing TRPOs
      • Subject of the email as the TRPO #######
      • Attach TRPO as a single PDF and name TRPO #######
    • Admin TCard or Traveler TCard charge declines or limit raises
    • Status of Travel Claim/TRPO/TREQ/TA/Approvals (remember to attach a complete copy of the document type you’re asking about)
    • Concur/Anthony Travel questions including password changes or profile creation (self-registration)
    • Enterprise profile questions
  • Greg Holiman Manager of Travel Services:
    • Contracts and Legal Review (please email Greg directly and ONLY email Greg)
  •                             , Manager of Travel Support: (reach out to Greg Holiman temporarily as the position is currently open)
    • Traveler TCard date change/Move forward
    • Outstanding Traveler TCard charges questions/concerns
    • Wire Transfers
    • Credit Card ordering/cancelation/suspension
    • Credit Card Fraud or disputed charges
    • Can raise credit card limits or check on declines
  • Elena Degago Travel Analyst:
    • Backup for TRPO processing
    • Can raise credit card limits or check on declines
  • Greg Holiman 
    • To schedule Training
    • Can raise credit card limits or check on declines
  • Sherrie Caballeros Travel and Document Specialist (does not process/provide status of Travel Claims):
    • Admin TCard questions
    • To provide TA numbers for late approvals
    • To check on the status of an Admin TCard receipt image code (N or Y). Please always provide a copy of the original email you sent through tcdocs.
  • tcdocs@uark.edu is the email address to send Admin TCard documentation ONLY

 

The Travel Office works diligently to process all Travel Claims for the University within 10 business days of receipt in our office. Checking on the status of a Travel Claim before 10 days will typically disrupt our efficiency and ability to process Travel Claims timely.  

You can complete the Travel Claim Checklist BEFORE you turn in the Travel Claim to reduce possible issues and/or questions we may have about the Travel Claim. If you want to check on the status of a Travel Claim AFTER you have turned it in, there are a few things you can look into quickly to see what might be causing the delay:

  • BEFORE you send the Travel Claim, make sure you review the Travel Claim Checklist. Many times, the delay of payment is due to an item on this checklist, such as the Travel Claim has not been submitted/approved, the Official Function Form is not included for guest meals, a flight comparison is not provided, the lodging states 2 guests, etc.
  • AFTER you process the Travel Claim, the delay may not be directly from the Travel Office:
    • Has it been 10 business days?
    • Confirm that the Travel Claim has been Submitted and Approved  
      • “In Process” is the first stage, the one creating the claim needs to submit the claim
      • “Submitted” is the second stage; the department’s target chain needs to approve the Travel Claim. You can look for the status of the DESK it is on for approval
      • "Approved" is the next stage; after the Travel Claim has been "Approved" by the department, the Travel Office has received the complete documentation, the receipts are audited, then the claim is processed for payment.
    • Confirm all Admin TCard documentation has been imaged (a Travel Claim cannot be paid if not) 
    • Was the Travel Claim returned to you for questions and have you provided the updates and returned the Travel Claim to the Travel Office? 

 

We also recommend you take the time to read through The Travel Process link on our webpage as it explains how all the moving parts of Travel fit together.


 

TRAVEL OFFICE UPDATE December 2018; modified January 2020

 

  1. Reasonable Accommodation Requests with Travel: Please remember that if you or your traveler need special travel accommodations such as preferred seating, higher class tickets or closer parking, you must first seek approval from Toya Williams in the Office of Equal Opportunity and Compliance. To do this is as follows:
    1. Contact Toya and let her know what accommodations you are seeking. She will help guide you in the process to gain that approval. If you are granted that approval, you will receive a letter from her specifying that approval and the time frame it applies to.
    2. Any time a travel claim includes an expense tied to that accommodation, you must attach the notice from Toya with the rest of the claim documentation.
    3. Please note that no accommodations for travel expenses are permitted without that approval.
  2. Required Forms: Please remember to include the following forms with your travel claims when applicable.
    1. Business Justification for Meals and Entertainment Form: Required any time a meal involves an official business function and is outside the normal personal meals of travel. These are not required for normal group travel meals, though in that case, the itemized receipt would still be needed. Examples of Official Business Functions include Meals with Donors or Recruits, Admissions, Fellow Researchers, etc., in which you are paying for the meal in its entirety. Please note that alcohol is still not allowed in this case.
    2. Membership Justification Form: Any time a membership is purchased in conjunction with a conference registration, this form must be attached with the other claim documentation. This includes Memberships purchased through personal funds, TCards or TRPOs.
  3. Anthony Travel: When using a University TCard, use of our Travel Management Company is required. Please note that use of the TCard for flights outside of that contract will result in loss of flight purchasing privileges on that card.
    1. If you feel an exception to this policy is needed, you must email the travel office prior to purchase to receive approval in writing.
    1. If you have not yet registered for the online booking platform Concur, you can do so at the following link: https://www.concursolutions.com/registration/register_form.asp?regcode=UARK1234
  1. One Day Meals: Please remember that meals on one-day trips (meaning ones that do not include overnight stays) are no longer reimbursable. The exception to this is official business functions, which require that form, as well as certain types of group travel. If you are unsure if your trip applies, please contact us prior to traveling to confirm what is allowable.
  2. Travel Claims: There are a few things to keep in mind that will help speed the review and payment process for your travel claims.
    1. Submission: Please make sure you are submitting your claim in BASIS before mailing it to us. We have been receiving quite a few claims that are still ‘in process’, meaning this further delays payment. 
    2. Claim Status: an ‘Approved’ claim simply means that the claim has been approved for payment by your internal department approval chain. The Travel office is not part of the Claim approval chain. For a claim to move to ‘Paid’ the physical copy must be in our office.
    3. Mailing Claims: All claims from departments with access to campus mail must be sent that way and cannot be emailed to us. If you choose to walk your claims to our office rather than mailing them, please turn them in at the front desk in ADMN 321 so that they can be date stamped.
    4. Please, always staple claims, instead of paperclipping. We receive very large quantities of paperwork and there is a high chance that receipts can be lost if they are not stapled together.
    5. Our office receives hundreds of claims every day, and we are working as quickly as possible to process them! That being said, please hold off on emailing us to check the status of a claim until it is at least a week past the date you mailed it. At that point, please attach a copy of the claim so that we can quickly expedite review.
  3. TREQs and TAs:
    1. When submitting, remember that only 1 day of travel is allowed on either side of an event for domestic travel, or 2 days for international. If you include more, you must include an explanation, otherwise, your submission will be rejected. If the extra time is personal, you must also adjust the eligible meal and lodging days to reflect that.
    2. Please be sure to include more detail in your purpose description. If the purpose is a conference, list the name or acronym for the conference. If the purpose is research, please give a brief descriptor of that research.
  4. Personal Time added to a Business trip is allowed, but certain steps must be followed:
    1. If travel involves airfare, please remember to provide a quote of the flight for just the business dates/destinations to compare to the flight purchased. The comparison must be done at the time of the reservation. If the change results in a higher cost, the traveler will only be reimbursed up to the quote.
    2. If the transportation costs are higher with personal time added in, please do not use the Tcard to pay for those costs.
  5. Moving Expenses: Remember, while moving expenses are reimbursable if outlined in the offer letter, they cannot be processed through travel as they are taxable. They must be filed through Procurement. Please also note that this means any flights for moving or house hunting are not allowed to be purchased on the TCard.
  6. Admin Tcard:
    1. Always send receipts separately from the Travel Claims, rather than waiting to send them until you send the claim to us.
    2. Receipts should be emailed to tcdocs@uark.edu 
    3. Please always note the T# on the receipt.
    4. This card is for use on Airfare (through the contract), Registrations (and associated memberships), Car Rentals and Lodging (Room and Tax only). Incidentals such as parking, internet, taxis, shuttles and especially meals, are not permitted. If these purchases occur they are documented and can result in suspension of the card.
  7. Incorrect P/TCard Purchases: These cards have 2 distinct functions. Please remember that the TCards should only be used for purchases related to an actual travel. Any local purchases must go on the PCard. This includes local conferences for which you will not be incurring travel expenses.
    1. If either card is used incorrectly, you will be invoiced. Only once the invoice is paid back will you be able to seek reimbursement, either through Travel or a Personal Reimbursement.
    2. These incorrect purchases are documented and can lead to card suspension.
  8. Sharing Expenses: Remember, one traveler cannot pay for another traveler's expenses without prior approval under any circumstances if the travel is an ‘individual’ travel. The only circumstance where this is permitted is if the travel is designated as a Group travel, which must involve students. The following steps will be followed if this does occur:
    1. Both claims related to the shared expense must be emailed directly to myself or Shavawn Smith.
    2. We will review the claims at the same time to ensure no double payment.
    3. The shared expense is allowed the 1st time this occurs, but we will email both travelers, along with their Admins, to notify them that this is against policy.
    4. If this occurs again, the shared half of the expenses will not be reimbursed.
    5. If a traveler Tcard is involved, this will be documented and can result in the loss of card privileges.