406
Official Travel for the University, the Travel Permit, and Travel Expense Reimbursement Process (See Use of University Vehicles and Travel Policy for specific details).
406.1 All official travel requires that a travel permit form be completed, approved and submitted one week in advance to the travel clerk in the Office of Financial Services. The travel permit authorizes travel and states the account number to be charged for the expenses of travel including registration. 6180 is the object code (last four digits of the account number). Most expenses relating to travel must be reimbursed after the expense has been incurred by the traveler. Exceptions are discussed below.
(a) If a private vehicle is used for the travel, the owner/operator will receive reimbursement and if a SAU vehicle is used, the charges are paid to the motor pool account. The reimbursement rate is the current rate authorized by the state of Arkansas.
(b) Common carrier travel requirements are purchased through one of the local travel agencies. Submit a travel permit and a purchase order (for common carrier charges only). Room, meals (unless in registration fee), and other transportation (vehicle rental, etc.) must be reimbursed on the travel reimbursement form (TR-1) and generally cannot be paid in advance. Faculty or staff members may obtain common carrier services from other vendors, but a quote must be obtained from the local travel agencies for comparison. The Office of Financial Services must approve, in advance, any vendor selected for travel other than local travel agencies. Charges from non-local travel agencies will be reimbursed on a TR-1 form as are most other travel expenses.
(c) Registration fees paid in advance require a purchase order and an approved travel permit. Registration fees should be paid out of object code 6180(last four digits of the account number).
(d) Rental vehicles – SAU maintains a contract with a car rental agency to provide vehicles for usage of SAU employees in conducting SAU business. The Office of Financial Services maintains rental vehicle information.
1. Submit an approved travel permit and a purchase order to the Office of Financial Services. The purchase order should indicate the vehicle class, daily fee, and the number of days the rental is required.
2. The Office of Purchasing will add the purchase order number and return the approved purchase order to the faculty or staff member so they may call in their vehicle request.
3. Call in the order to the rental agency with at least 2 (two) days notice.
4. Give the PO number, the date of the trip, driver’s name, expected departure time, return time, location of office for deliver of vehicle and its keys, and a phone number to call if questions occur.
5. Be prepared to either accept the keys or have someone available who is authorized to accept the keys and sign the rental agreement. The rental agency will require a copy of the renter’s drivers license before the keys will be issued. The vehicle should be inspected for damage prior to accepting delivery.
6. The vehicle will be delivered with at least ¼ tank of gas and the renter is expected to return the vehicle with an equal amount of fuel. Fuel purchases for rentals are the responsibility of the renter and will be reimbursed on a TR-1 similar to other travel expenses. Gas tickets will be required to receive a reimbursement.
7. Rental vehicles include the following classes:
(a) Compact, Mid-Size, and Full Size
(b) Mini Van, Pick-Up, SUV, 12 and 15 passenger Vans
15 passenger vans in section (b) require prior approval of the applicable vice president.
15 passenger van drivers must have a Commercial Drivers License
(e) For information on group travel contact the travel clerk in the Office of Financial Services.
(f) SAU vehicles are to be considered as a last option, after use of personal or rental vehicles. Requests for an SAU vehicle require approval of the President.
(g) Travel permits that request an SAU bus should be submitted directly to the Physical Plant.
406.2 A State of Arkansas corporate travel card is available to qualified faculty and staff for use on official travel. The card is issued to faculty and staff members who are totally and completely responsible for the account. If an employee has a travel card they must provide special authorization and justification from their Vice President in order to receive a travel advance. The Office of Financial Services has applications and further information.
406.3 Travel advances may be requested when needed with an approved travel permit. Advances for student travel are limited to 90% of the travel permit estimate of out-of-pocket expenses. Advances for individual travel are limited to 50% of the travel permit estimate of out-of-pocket expenses. The state limits the amount in this fund and, during peak times of student travel, it may not be possible to honor all requests. The TR-1 must be filed within five days of return from travel to replace the travel advance funds. If travel advance funds are not returned within the specified number of days, the advance amount will be deducted through payroll.
406.4 To obtain reimbursement for expenses of official travel, a
TR-1form must be completed and submitted to the Office of Financial Services. The state of Arkansas only allows reimbursement for actual expenses and in addition has established daily reimbursement limits for lodging and meals. Itemized receipts are required. Daily meal reimbursement is limited to the actual amount paid up to the maximum allowable amount with no exceptions. Meals are reimbursed only if there is overnight travel. Contact the travel section of the Office of Financial Services for current rates. Payment of taxes on meals requires receipts that list tax separately. The traveler and dean or director’s signature will be required on all TR-1 forms. A Vice President’s signature will only be required if the TR-1 claim exceeds the estimate listed on the travel permit. Travelers must request permission to exceed daily lodging limits when the travel permit is submitted. The president must approve this request.
406.5 Personal use of frequent flyer miles or bonus points earned
while on official travel is prohibited by the state of Arkansas. All miles or points must be used for future official travel. The state may recover the full fare value of tickets used for personal travel obtained through miles or bonus points.
