Issued March 2, 2012

All travel processed through the Division of Agriculture must adhere to University of Arkansas Travel Services policies with the exceptions listed on the following slides.

All travel expenses must be paid through either the BASIS or BANNER systems. The Agricultural Development Council (ADC) does not process travel claims. ADC funds may be transferred to BASIS or BANNER through an approved Payment Authorization to reimburse travel-related expenses.

No new Traveler TCards will be issued. Administrative TCards will be issued as always.

The Division of Agriculture has established a separate Vehicle Use Policy for all Division vehicles, found in Division Policies PMGS

Reimbursement of meals for one-day travel without an overnight stay is not allowed.

When choosing to drive rather than fly, the reimbursement for mileage may not exceed: Lowest airfare for a reasonable schedule booked more than two weeks in advance of travel PLUS $8/day airport parking PLUS Roundtrip mileage from home office to the nearest airport PLUS $50 for roundtrip taxi or shuttle to and from the hotel/airport. Document calculations in the F9 comments of the Travel Authorization.

For Example: Dr. Agricola is attending a conference in Orlando 6/4 – 6/7 and wants to drive. Fayetteville to Orlando is 2,286 miles round-trip. You access an on-line travel agency and find a round-trip fare departing 6/3 and returning 6/8. The lowest fare is $ $ Round-trip airfare Airport parking Airport mileage Roundtrip taxi $813.60Total allowed 2,286 miles x $.42 = $ Actual mileage Maximum allowed for mileage reimbursement is $

Exceptions to the maximum allowed for driving can be made when multiple persons are traveling together and savings are documented. Justifications for exceptions must be included in the Travel Authorization F9 comments and preapproved by the Associate Director for Finance and Administration or her designee.

For domestic travel, an employee is considered on travel status a maximum of one day before and one day after the official event.

Exceptions may be allowed when the most economical and advantageous method of travel requires more than one day of travel. Justifications for exceptions must be included in the F9 comments of the Travel Authorization and preapproved by the Associate Director for Finance and Administration or her designee.

To be consistent with state policy, the Division will not allow meals PLUS tax to exceed the maximum amount allowed for meals for the travelers location.

Questions regarding this policy may be directed to: AES Business Office,