1. UCA Travel Workshop Policies & Procedures
Welcome
UCA Travel Workshop
Policies & Procedures

2. Staff Information Jeremy Bruner 450-3183 Controller
Travel Administrator
Pam Giblet Project Coordinator AP/Travel
Rae Miller Mensah AP Analyst
Sheila Williams AP Specialist
Angela Haynie AP Specialist
Dharmi Patel AP Specialist
Carissa Castleberry Travel Supervisor
Sandy Nilz Travel Analyst
Jordan Kellybrew Travel Specialist
Fax

3. A travel requisition must be completed and approved for the estimated total cost BEFORE the 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 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. Required document text:
Individual student Travel requisitions: must use account code , 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
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 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 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. The ONLY exceptions for purchases less than 14 days:
Prior approval from a Travel Administrator was obtained OR by 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

32. Document Text:
Why
XYZ Conference
When
March 25-29, 2017
Where
Dallas, TX
Airline
UCA credit card
American Airlines $
Registration
Early bird $
Lodging
Conference hotel 150 x 4 days $
Meals
($71 x 75% x 2) & ($71 x 3) $
mileage to airport
35 miles x 2 x $.35 $
parking 5 days
$10 x 5 $
shuttle
$15 x 2 $
TOTAL
$ 1,754.50

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. The traveler must claim actual expense up to the maximum allowed
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?

48. Approval in writing by the administrative head or vice president must be attached to the TR-1
Account commodity 96256
An approved travel purchase order
Attach the itemized receipts to the TR-1 and forward them to the Travel Office

49. Where does my original receipt go?

50. Attached to Travel Card Log
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

51. Receipts must list the detail of the purchase in order to be considered adequate documentation

52. What are the most common reasons for the amount on my
TR-1 being marked down?

53. Vicinity miles not listed separately (make line item on requisition)
Claiming meals provided by the conference (list in comments if no meals were available or special needs required)
Incorrect amounts for meals on first and last days of travel (double check per diem chart when completing TR1)

54. What are the most common reasons for a delay in receiving my travel reimbursement?

55. Not attaching a conference agenda
Not providing receipts for incidentals
Not listing departure and return times
Not listing actual travel dates on the PO
Not completing the Special Lodging Authorization (page 1 of TR1 for over per diem) or Rental Car Justification sections (page 1 of TR1 for inability to rent at UCA)

56. All travel dates should be listed on the second page even if you don’t have charges for that particular date

57. What are some valid reasons a traveler might exceed the maximum lodging allowance?

58. Conference hotel
Safety & availability
Networking – you must list why and/or with whom
Event held at the hotel

59. Why is it important to complete the third page of the TR-1?

60. To ensure PO has enough money to reimburse the traveler and pay the credit card

62. When are TR-1s due in to the Travel Office?

63. Five working days after the last day of the trip

64. Please, do not contact the Travel Office to inquire about TR-1 reimbursements until 3 weeks after submission.
Please allow us time to review and work in the order TR1’s are received

65. Does a guest of state have to sign their own TR-1?

66. Important: note on the TR1 to see an email approval attached
Yes, if at all possible
If not, the guest the completed TR-1 and they may approve it with an
Important: note on the TR1 to see an approval attached

67. What should the sponsored credit cards be used for?

68. Meals with a team/group of students.
The Sponsored credit card can be used for, but not limited to:
Airline tickets
Conference fees
Lodging
Meals with a team/group of students.
Incidentals within the scope of normal group travel
Must have itemized receipts

69. Can department credit cards be used for meals?

70. Only when purchasing meals for student groups while traveling
If you anticipate needing regular group meals, contact the Travel Office to have this access added

71. *NEVER change the formatting of your TR1
Always go to MyUCA or the Travel Page for the latest version of the TR-1
*NEVER change the formatting of your TR1

72. Questions?
Thank you for coming!