UCA Travel Workshop Policies & Procedures

1. Welcome UCA Travel Workshop Policies & Procedures

2. Staff Information • Jeremy Bruner 450-3183 Controller • Travel Administrator • Pam Giblet 450-3182 Project Coordinator AP/Travel • Travel Administrator • Rae Miller Mensah 450-5028 AP Analyst • Sheila Williams 450-5025 AP Specialist • Angela Haynie 450-3245 AP Specialist • Dharmi Patel 450-5023 AP Specialist • Carissa Castleberry 450-5024 Travel Supervisor • Sandy Nilz 852-0249 Travel Analyst • Jordan Kellybrew 450-3620 Travel Specialist • Fax 450-5319

3. A travel requisition must be completed and approved for the estimated total cost BEFOREthe travel

4. Always list dates of travel • (not conference dates) • in the document text of the requisition

5. Travel account codes are listed in the Travel Procedures Manual

6. Account code 717115 should be used for all conference travel unless the requisition is in the individual student’s name

7. Grant Funds • State and UCA regulations apply to travel paid with grant funds. • List grant funds and department funds on separate line items if you want to use all of one funding source first.

8. Individual student Travel requisitions: must use account code 717111, commodity code 96281 • Required document text: • Where, when and why of travel • List estimated expenses • State if travel is related to course credit

9. Account code 717120 is only used for student recruitment 717117 Direct Billing is no longer used (code is being terminated June 30, 2019)

10. Memberships • (Paid on T Card) • May be paid with registration if required • Must be paid on 710101 account • Second line on travel PO • Separate membership PO

11. You will receive a message in Banner screen GUAMESG if your requisition is denied • You can also go to self-service to see if the requisition was disapproved • When a requisition is disapproved, we also try to send the requester an email with explanation

12. Expenses not allowed: • First-class airfare and other upgrades • Alcoholic beverages • Personal Purchase • Non-travel related purchases

13. Employees must never share a room with a student!

14. Two state employees may share a room • BUT state Employees cannot be reimbursed for another person’s expenses • Airbnb

15. A Change of Date form is required if travel dates are outside of the date range listed on the PO (located on Travel Website)

16. When is a Special Travel Authorization form required?

17. The Special Travel Authorization form should be completed when paying a vendor directly for a state employee’s food or lodging. For example, but not limited to: • Staff Development • University Advancement • Student Recruitment • Student Orientation • Student Training/Development

18. If you create a PO to Enterprise you will also need a PO to WEX for gas • Physical Plant provides the WEX card at the time of rental

19. Tips on Booking Flights & Hotels • You may use your preferred travel site • Your confirmation receipt must include the dates of trip (departure & return), reflect basic travel fare, show the date flights were booked, and purchase total • If booking hotel with department card OR ghost card, a pre-authorization form is often required • Department Card - It is your responsibility to contact the hotel and ensure you have completed necessary documentation to charge the card upon arrival. • Ghost Card - Travel Staff will contact the hotel. • Per state regulations, all incidental charges in a hotel such as misc items or room service must be charged to a personal card

20. Can you ever purchase your own airline ticket?

21. Only with prior approval from a Travel Administrator • (Jeremy Bruner or Pam Giblet)

22. How many days in advance should an airline ticket be purchased?

23. 14 days The ONLY exceptions for purchases less than 14 days: Prior approval from a Travel Administrator was obtained OR by email request from the VP/Provost

24. What if I want to include extra days for vacation?

25. No reimbursement on personal days • Must have airfare comparison for official business dates ( You will be required to reimburse UCA for the difference)

26. Comparisons must be printed on the same day as purchase

27. What are the percentages for travel advances?

28. 50% in the US • 75% in foreign countries • 90% student group travel

29. Which travel expenses are not eligible for an advance?

30. Airfare • Registration • Lodging • Rental Car • *Anything you can put on Travel Card

31. The more information you provide in document text of requisitions, the easier we can assist you in determining whether enough funds are available for satisfying an advance request

33. Who may pick up a travel advance and how many days in advance may it be picked up?

34. The advance may be picked up 2 working days in advance by the traveler

35. Does UCA pay per diem rates?

36. No, never! • The traveler must claim actual expense up to the maximum allowed

37. Per state travel regulations: • Meals on the first and last day of travel are limited to 75% of the maximum allowance

38. Per diem rate is always based on the destination city

39. The destination on the last day of travel is always Conway, AR

41. When can a traveler be reimbursed for meals without an overnight stay?

42. Traveler must have been away from their official station 12 hours or more • Must attach completed “Day Travel Without Overnight Stay Form” and the itemized receipt(s) to TR-1

43. Am I allowed to pay tips?

44. Only on meals • Not taxis, Uber, or Lyft!

45. Is there any time that I am allowed to pay more than 15% tips?

46. Only on student groups when a mandatory gratuity was added by the vendor due to the size of the group

47. What is required for moving expenses?

49. Where does my original receipt go?

50. Attached to the TR-1 • Ghost Card Receipts • Individual sponsored card receipts • Expenses paid with personal funds • No personal meal receipts except day travel • Attached to Travel Card Log • Original receipts for all charges