INTRODUCTION 1) Employees may be paid travel expenses when they are required to travel away from their "official station" on university business. 2) The main function of the Financial Accounting Travel Office is: • To process travel requisitions in a timely and accurate manner • To follow regulations of the State of Arkansas 3) Travel may only be processed when all state-required and university-required approvals and/or documents have been completed and received by the Financial Accounting Travel Office.
Employees traveling on official business must complete and sign the Authorization to Operate State Vehicles and Private Vehicles on State Business VSP-1 form if they have not already done so when hired. All drivers should be provided with copies of their VSP-1 and the Driving Safety Tips. For more information, please see the Physical Plant website at http://pplant.uca.edu/ASVSP/ASVSP.htm VSP-1 Form (PDF) Arkansas State Vehicle SafetyProgram Rules & Guidelines (PDF) Multi-Passenger Van Safety Form (PDF) Vehicle Rental Rates Vehicle Operating Policies and Procedures Van Driver Training Class Schedule 2009-2010 To download Adobe Acrobat Reader, click on the icon below. The State of Arkansas requires all state agencies that participate in the state Master Fleet Insurance Policy to participate in the state Vehicle Safety Program. This program requires that all drivers of state vehicles, or drivers of personal vehicles on state business, maintain an appropriate valid driver's license. Beginning April 2, 2001, UCA will require all drivers of state vehicles, and all drivers of private vehicles on state business, to have on file with the Physical Plant a signed form VSP-1. Form VSP-1 authorizes access to driving records by certain UCA staff. The Vehicle Safety Program provides updates to UCA of any change in status of a current driver.
Student Driving UCA has no insurance to cover students driving personal or rental vehicles. If a car with a student driver is involved in a wreck, UCA could be sued. If a UCA employee is driving students and has a wreck, the employee's insurance is primary, but UCA has secondary insurance.
Mileages •The traveler’s insurance is primary. Rule 4 of the travel regulations says, “The state assumes no responsibility for any maintenance, insurance, operational costs, accidents, or fines incurred by the operator of the vehicle while on official business for the state.” •The license plate number must be noted on the TR-1. •Mileage can be found at: http://www.randmcnally.com/rmc/directions/dirGetDirections Input2Pt.jsp?cmty=0 •The shortest route must be selected. •If leaving directly from the residence, mileage shall be reimbursed between the travel site destination and the employee's official station or residence whichever is less. •Vicinity miles must be listed separately on the day it was incurred. •If using a UCA vehicle or a rental, mileage will not be paid. Gas is put on the credit card that is provided with the UCA vehicle.
Lodging •The daily maximum for lodging is limited by the federal per-diem rate found at http://www.gsa.gov/portal/category/21287 •An itemized receipt/s zero balance tax breakdown traveler’s name. •Special lodging authorization - over the maximum daily allowable rate. •Foreign travel - 10% must be deducted from the price of lodging that is listed on the federal per-diem rate. This is a state regulation. •As of September 1, 2011, one state employee can’t pay for another state employee’s travel expenses.
Sharing Rooms • A faculty or staff member should not share a room with a student. • Students may share rooms. • Faculty and staff may share rooms. • You may share a room with an adult from another university but not with a student.
Example of the Maximum Allowed in the US Missouri Max lodging by Month 2012 Primary Destination County Oct Nov 2013 Meals Dec Jan Feb Mar Apr May Jun Jul Aug Sep Standard Rate Applies for all locations without specified rates 77 77 77 77 77 77 77 77 77 77 77 77 46 Columbia Boone County 80 80 80 80 80 80 80 80 80 80 80 80 51 Kansas City Cass County, Platte County, Jackson County, Clay County 99 99 99 99 99 99 99 99 99 99 99 99 61 St. Louis St Louis County, Franklin County, Lincoln County, St Louis City, Warren County, Crawford County, 104 Washington County, Jefferson County, St Charles County 104 104 104 104 104 104 104 104 104 104 104 66 St. Robert Pulaski County 80 80 80 80 80 80 80 80 80 80 80 46 80 * Meals and Incidental Expenses, see Breakdown of M&IE Expenses for importan t information on first and last days of travel
Meals Regardless of the time you leave or return, the maximum a traveler can be reimbursed is 75% of the daily allowance for meals. Also, on the return trip Conway should be used to find the daily meal maximum permitted.
Alaska, Hawaii, and Foreign Travel Breakfast divide the daily limit by 6 Lunch divide the daily limit by 3 Dinner divide the daily limit by 2 First & Last 75% of the daily limit and the last day of travel will normally be Day of Travel Conway.
UCA does not have a PER DIEM. A TRAVELER MAY ONLY CLAIM ACTUAL EXPENDITURES UP TO THE MAXIMUM. For the daily meal maximum permitted on travel, see the website address at http://www.gsa.gov/portal/category/21287. Allowable meal expenses are determined by the departure and return times. oA traveler must leave at or before 6:00 a.m. to claim breakfast oA traveler must leave before 1:00 p.m. to claim lunch. oA traveler must return at 11:00 a.m. or after to claim lunch. oA traveler must return at or after 6:00 p.m. to claim dinner.
For example, on a trip to Oklahoma City, OK the maximum allowed for meals is $49.50 (75% of $66.00) for a full day’s travel. Breakfast: You leave at 5:30 a.m. so the maximum for breakfast is $11.00, but only $10.25 is spent. Lunch: You spend $20.50 and the maximum for lunch is $22.00. Dinner: You spend $30.35 and the maximum for dinner is $33.00. Your actual total for the day was $61.10, but only be $49.50 may be claimed for reimbursement since this is the first day of travel (75% of the $66.00).
On the return trip from Oklahoma City, OK the maximum allowed for meals is $34.50 (75% of $46.00). Breakfast: You spend $7.50 and the maximum for breakfast is $11.00. Lunch: You spend $14.50 and the maximum for lunch is $22.00. You arrive home at 5:00 p.m. Thus you spent $22.00 for meals the last day of travel. You would be reimbursed only the $22.00 of your actual expenses for meals.
Direct Billing The direct billing request should be completed when requests for payments are for, but not limited to: • Staff Development • University Advancement • Activities of the Board of Trustees in fulfilling its responsibilities • Faculty and/or Student Recruitment • Faculty and/or Student Orientation • Student Training/Development
University of Central Arkansas State Employee Meals and Lodging Direct Billing Request Form Requisition Number: Date of request: Location of event: Date of event: Description of event: Reason for the Direct Bill Request: Name and Title of State Employee(s) attending: Benefit to College: Vendor: Total projected cost: Date: Request By: Date: Dean/Department Head Approval Date: Vice-President/Provost Approval Date: Travel Administrator Note: Send this approved form to the Travel Administrator, Marcia Girdler, Wingo Rm113 for Direct Billing Approval. It will then be forwarded to Purchasing.
Meals without overnight stay Effective April 1, 2009, the University of Central Arkansas implemented a new policy related to meal reimbursements for day travel without an overnight stay. The following conditions apply: • The day travel period must be for a period of twelve hours or more. • Itemized meal receipts are required. Meals with itemized receipts may be reimbursed up to the federal per-diem rate for that particular location. • May have to be claimed on traveler’s W-2. • An explanatory memo must be provided that justifies the request for meal reimbursement. The memo form is on the Travel website and it is entitled “Memorandum for Day Travel without Overnight Stay”. • Must be signed by: o Employee o Dean, chair, or supervisor o Vice president
University of Central Arkansas Special Authorization Day Travel without Overnight Stay The benefit to the university for the travel away from my official station was: I am requesting reimbursement for meals associated with this travel as I was on university business from on (leave time) until (travel date). (return time) Signature of Employee Date Signature of Dean or Chair or Supervisor Date Signature of the Vice President/Provost Date Signature of Travel Administrator Date
CONFERENCE/REGISTRATION FEES Remember that reimbursements for meals that are provided by the conference are not allowed without documentation of: o Religious beliefs o Health reasons o Conducting official business
Ways to pay for Registration and Lodging: •Personal credit card/funds (reimbursed after submitting trip expenses on a TR-1) •Departmental Sponsored credit card •Ghost credit card Internet - you must come to the Travel Office Registration form that we can faxsend us the complete ghost credit card form and the registration form and we fax it in. •Separate PO - Cross reference the
UNIVERSITY OF CENTRAL ARKANSAS REGISTRATION PAYMENT REQUEST FORM UCA GHOST CREDIT CARD UCA Employee Name Banner's Department Accounting Index Guest of State Name Banner's Travel Account # Travel PO# E-mail address Phone # Conference Name Dates of Conference Contact Person Conference Phone # Conference Fax # Registration Amount Comment: Employee Signature Date Attached completed copy of Registration Form The Travel Office does NOT make registration for conferences. In order to pay for conference registrations over the Internet using the UCA Ghost Credit Card, you must come to the Travel Office and use one of the computers in the AP/Travel Office. Travel Office Use Only Date Confirmed _________________________________ Confirmation # _________________________________ Contact Person _______________________________________________________________________________ Signature of Travel Supervisor or Designee _________________________________________________________
UCA Employee Name Banner's Department Accounting Index Travel PO# Phone # Confirmation # Hotel Phone # Arrival Date Number of Rooms Total Cost UNIVERSITY OF CENTRAL ARKANSAS LODGING PAYMENT REQUEST FORM UCA GHOST CREDIT CARD Guest of State Name Banner's Travel Account # E-mail address Hotel Name Contact Person Hotel Fax # Departure Date Rate per night including tax Tax Rate Comment: Employee Signature Date Payment of a hotel deposit and/or lodging will only be paid with the UCA Ghost Credit Card when it is required by the hotel. The Travel Office does NOT make lodging reservations. In order to make reservations or payments over the Internet using the UCA Ghost Credit Card, you must come to the Travel Office and use one of our computers. Travel Office Use Only Date Confirmed _________________________________ Confirmation # _____________________________________ Supervisor or Designee Signature _____________________________________________________________________
AIRLINE TICKETS • Purchase at least 14 days prior to travel. • Airline tickets to be purchased less than 14 days in advance must have approval in writing from the President before purchasing airline tickets. • No first class ticket.
Ways to pay for airfare: •Ghost credit card • Internet - You must come to the Travel Office •Departmental Sponsored credit card •Conway Travel or any other travel agency Normally the fees are higher Conway Travel is $20.00
UNIVERSITY OF CENTRAL ARKANSAS AIRFARE PAYMENT REQUEST FORM UCA GHOST CREDIT CARD UCA Employee Name Banner's Department Accounting Index Travel PO# E-mail address Destination Departure Date Airline/Travel Agency Airline/Travel Agency Phone # Confirmation # Ticket Cost Booking Fee Airfare Total Employee Signature Date Guest of State Name Banner's Travel Account # Phone # City, State, County, & Country Return Date Contact Person Airline/Travel Agency Fax # Comment: $0.00 Attach copy of Itinerary The Travel Office does NOT make airline reservations. In order to make an airline reservation or payment over the Internet using the UCA Ghost Credit Card, you must come to the Travel Office and use one of the computers in the AP/Travel Office. Travel Office Use Only Date Confirmed _________________________________ Confirmation # _________________________________ Contact Person __________________________________________________________________________________ Signature of Travel Supervisor or Designee ____________________________________________________________
Cancelled Airline Ticket Most of the airline tickets are non-refundable. Usually a portion of the ticket’s value can be used on another trip. An explanation must be noted as to why the trip was cancelled. Document the attempts that were made to receive credit on behalf of UCA for the unused airline ticket. The cancelled or voided ticket should be attached to the sponsored credit card log.
Rental Vehicle •These are to be used for official business only and must be more economical than a taxi, airport shuttle, etc. •Enterprise has the state contract. o Tina Strickland in Physical Plant can help you with local rentals o For all other car rentals please use the Enterprise website •Justification for the rental vehicle must be completed to receive reimbursement and must include number calculations of the cost savings. Example: Cheaper by $8.40 to rent a car than to collect mileage on my own car. 484 miles round trip from Tulsa to Conway @ .35 a mile= $169.40. Rental and gas= $161.00, no University car available. •Any personal usage must be noted and deducted from the expense claimed.
Miscellaneous Expenses •These include only expenses necessary for performance of official duties. •Detailed receipts are required on all expenses. •List on the TR-1 under incidentals. •Reimbursement of phone calls/internet must be for official business and noted on the TR-1. •It is acceptable for dues to be included in a conference registration fee. Otherwise, dues must be paid on a Purchase Order.
Non-State Employees •Meals, lodging, and transportation, etc. may be paid when it is beneficial to UCA. •If non-state employees are claiming their own expenses, a Travel Purchase Order must be processed prior to the trip. The TR-1 shall be completed after the trip and include itemized receipts. •When claiming expenses for a Guest of State, include name of guest and provide explanation. Expenses for the guest should be listed under incidentals; therefore, itemized receipts for everything (as well as meals) must be included. •Other people who work for the State of Arkansas can’t be claimed as a Guest of State. They must have their own TR-1 and their itemized receipts.
Moving Expenses ·Approval in writing by the administrative head or vice president must be attached to the TR-1. ·The account code is 717202 ·The commodity code is 96256 ·An approved travel purchase order. ·Attach the itemized receipts to the TR-1 and forward them to the
All moving expenses are reported to Human Resources for recording on W-2’s. All meals relating to moving expenses are subject to tax withholdings. Storage expenses are not taxable if incurred within 30 days of the move. Transportation/lodging during the move is not taxable with receipts. See IRS publication 521 for more information on moving allowance.
Items reimbursable: ·Packing material with itemized receipts ·Crating by commercial moving company with valid invoice ·Loading and unloading by commercial moving company with valid invoice ·Actual transportation expenses with valid invoice ·U-Haul rental with valid invoice ·Mileage for personal vehicle driven (shortest route at $.35 per mile) ·Meals consumed on the road with itemized meal receipts (must abide by federal per diem rate and are subject to tax withholdings) ·One night’s lodging if moving more than 400
In order to do a Travel PO you will need to know: 1) WHAT type of travel in order to determine the correct account code to use. •Acct code 717100 - Commodity code 96287 Individual Travel-Official Business •Acct code 717115 - Commodity code 96289 Individual-Travel Conference/Conv •Acct code 717110 - Commodity code 96288 Group Travel •Acct code 717120 - Commodity code 96286 Recruitment Travel •Acct code 717200 - Commodity code 96285 Charter Services •Acct code 717201 - Commodity code 97113 Rental Cars •Acct code 717202 – Commodity code 96256 Employee Moving Expenses 2) WHERE - destination 3) WHEN – dates 4) WHY - purpose 5) WHO – if paying a registration directly to the vendor 6) One time or re-occurring 7) Allowable maximum rate to estimate expenses on lodging and meals. http://www.gsa.gov/portal/category/21287
These are the only things that are required. Document Text: WHEN: 10/16-20/2012 WHERE: Burlington, Vermont WHY: 20th Annual Legal Issues in Higher Ed. Estimated airfare- $500.00 Registration -$699.00 Lodging-$111 x 4 days = $444
Standing Travel Order – re-occurring •2 to 12 months •cannot cross fiscal years •when, where, and why are needed in document text. •TR-1 per month 5th working day of the month •settlement by the 23rd day of the month. •Daily maximum rates will apply to all lodging and meals
Wrong Way Standing Travel PO Document Text: Various cities Various dates Research Correct Way Standing Travel PO Document Text: Various cities in OK and AR Various dates Oct 1, 2012 to April 30, 2013 Research for grant
Charter Service Travel PO Document Text: 56 passenger bus for the Women's Basketball team Destination: Tulsa, OK Departure Date/Time: 10-30-12 7:00 a m Return Date/Time: 10-30-12 11:00 p m Pick-up & Drop-off Location: Farris Center parking lot UCA bid#: UCA-12-345 Refers to Group Travel PO# P0043219 in Carla Red’s name
Document Text Where St Louis MO (lodging 104 - meals 66) When 12/2-6/12 Why ABC Educational Conference United Airlines $193.00 $193.00 Registration $300.00 $300.00 Lodging 4 days @ $150.00 without tax $700.00 Meals $186.00 $186.00 Shuttle $40.00 $40.00 Mileage $24.50 $24.50 Parking 5 days @ $10.00 per day $50.00 Internet 5 days @ $9.00 per day $45.00 $1,538.50
Advances •Advances are limited to 50% in the US. •75% in foreign countries. •90% group travel •No advances are allowed for airfare, registration, or lodging. •Advances must be a minimum of $50.00. Therefore, the Travel Purchase order will be a minimum of $100.00. •Advance checks may be picked up 1 to 2 working days prior to trip in Wingo, Room 113. •The traveler must sign a Travel Advance Agreement.
UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1 Name of Payee: Sponsored Credit Card Marcia Girdler Department Name: Financial Accounting Travel PO Number: UCA 450-3245 Department Index: Private Vehicle License # [email protected] Campus Address: Official Station: Campus Phone #: Email Address: UCA Student: Yes No x Yes x No P0012345 703000 Acct # 717115 MSLILLY Wingo 113 Individual: x Blanket UCA Employee: Yes x No If No List Employer: Was the traveler reimbursed from another funding source for any travel expenses being claimed on this form? If so provide details. Yes Are phone/internet charges business related? Yes X No Some X All Were meals provided by the conference? Mode of Travel: None Amount of the Advance: air No X $172.00 Special Lodging Authorization - (Total room rate - See UCA Travel Regulations) Reason why less expensive lodging was not selected: Cost Per Day $172.50 XXXXX Conference hotel Number of Days 4 Total $690.00 $0.00 4 $690.00 YOU MUST PUT THE COST PER DAY AND THE NUMBERS OF DAYS YOU ARE REQUESTING AUTHORIZATION TO RECEIVE FULL REIMBURSEMENT. Justification for Rental Car Comments The internet was used for business. Some meals were provided, conference agenda attached to the TR-1.
UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1 Name of Payee: Marcia Girdler DETAILED EXPENDITURES (OTHER THAN MILEAGE) Travel PO Number: P0012345 TRAVEL BY PRIVATELY OWNED VEHICLE MILEA AMOU GE RATE NT HOTEL INCIDENTOTAL DRIVE PER CLAIM ROOM MEALS TAXI TALS** PHONE PER DAY FROM TO N MILE ED Little Rock * 47.75 10.00 ** 57.75 Conway Airport 35 0.35 12.25 NAME OF Departure & return TOWN COMMON DATE times VISITED CARRIER In 7:00am 12/02/12 Out St Louis In 12/03/12 Out St Louis * 33.00 ** 33.00 In 12/04/12 Out St Louis * 34.50 ** 34.50 In 12/05/12 Out St Louis * 0.00 ** 0.00 In 50.00 Little Rock 12/06/12 Out 8:30 pm St Louis * 34.50 10.00 ** B 94.50 Airport Conway In Out * ** 0.00 In Out * ** 0.00 In Out * ** 0.00 SUB-TOT EXPENDITURES 0.00 0.00 149.75 20.00 50.00 0.00 219.75 SUB-TOT MILEAGE **A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of State F) Minor Purchases G)Meals for State Guests H)Other (Explain) *Hotel tax rate 35 0.35 12.25 0.35 0.00 0.35 0.00 0.35 0.00 0.35 0.00 0.35 0.00 0.35 70.00 XXXX 0.00 24.50 RECAPITULATION EXPENDITURE CLAIMED MILEAGE CLAIMED Approval Travel Office Signature $24.50 Signature of Traveler* Approval VP if over 10% of Travel Request $219.75 Title TOTAL CLAIMED $244.25 Amount Owed Traveler $72.25 *By signing this form you are stating that the figures are accurate and truthful to the best of your knowledge and that actual meal expenses, not per diem, are included on this form up to the maximum allowed.
UCA's Travel Expense Reconciliation Form Expenses on the Ghost Credit Card, Sponsored Credit Card, or on a PO Name of Payee: Marcia Girdler DATE NAME OF TOWN VISITED Travel PO Number: PO # or CREDIT CARD TYPE TOTAL INCIDE REGISTRA DIRECT GRAND TOTAL HOTEL COMMON RENTA N- OTHE TION FEE BILLED PER TOTAL DAILY ROOM CARRIER L CAR TALS** R (C) DAY FROM TR-1 EXPENSES 150.00 12/02/12 St Louis * 22.50 9.00 193.00 ** 150.00 12/03/12 St Louis * * 22.50 ** 300.00 674.50 70.00 744.50 H 181.50 45.25 226.75 181.50 34.50 216.00 181.50 0.00 181.50 9.00 22.50 ** 150.00 12/05/12 H 9.00 150.00 12/04/12 St Louis P0012345 H 9.00 St Louis * 22.50 ** H St Louis * ** 0.00 94.50 94.50 0 * ** 0.00 0.00 0.00 0 * ** 0.00 0.00 0.00 0 * ** 0.00 0.00 0.00 12/06/12 01/00/00 01/00/00 01/00/00 SUB-TOT EXPENDITURES XXXX 690.00 193.00 0.00 36.00 0.00 300.00 1219.00 **A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of State F) Minor Purchases G)Meals for State Guests 8)Other (Explain) *Hotel tax rate 15% Internet-business related 244.25 1,463.25
*By signing this form (TR1) your are stating the figures are accurate and truthful to the best of your knowledge and that actual meal expenses, not per diem, are included on this form up to the maximum allowed.
UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1 Name of Payee: Marcia Girdler Department Name: Sponsored Credit Card Financial Accounting Travel PO Number: UCA Department Index: Official Station: Campus Phone #: 450-3245 Email Address: Yes 703000 x Individual: x Yes Are phone/internet charges business related? Yes Mode of Travel: None auto Acct # 717100 Wingo UCA Employee: Yes x No If No List Employer: Was the traveler reimbursed from another funding source for any travel expenses being claimed on this form? If so provide details. Were meals provided by the conference? No MSLILLY Campus Address: No x P0023456 Private Vehicle License # [email protected] UCA Student: Yes Some Blanket: No x x No All n/a Amount of the Advance: $0.00 Special Lodging Authorization - (Total room rate - See UCA Travel Regulations) $100 was on 11/5 West Memphis stay at the only hotel I felt safe. There was a convention in town and Reason why less expensive lodging was not most of the hotel room was taken. $85 on 11/13 was in Harrison AR closet to the school for recruiting. selected: Cost Per Day Number of Days Total YOU MUST PUT THE COST PER DAY AND THE NUMBERS OF DAYS $100.00 1 $100.00 YOU ARE REQUESTING $85.00 1 $85.00 AUTHORIZATION TO RECEIVE XXXXX 2 $185.00 FULL REIMBURSEMENT. Justification for Rental Car Comments On 11/14 the internet usage was business related, but all the other days was personal.
Name of Payee: DATE Marcia Girdler Departure & return times In 11/05/12 Out 11/05/12 In Out In 11/06/12 Out In 7:00am NAME OF TOWN VISITED West Memphis UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1 Travel PO Number: DETAILED EXPENDITURES (OTHER THAN MILEAGE) COMMON CARRIER HOTEL ROOM MEALS 100.00 * 18.00 24.67 INCIDENTAXI TALS** 5.00 ** B 45.43 West Memphis * Forrest City * ** 23.00 ** H PHONE TOTAL PER DAY FROM P0023456 TRAVEL BY PRIVATELY OWNED VEHICLE TO 147.67 Conway, AR W Memphis AR W Memphis vicinity 45.43 AR W Memphis 23.00 AR Forrest City AR RATE MILEAGE PER AMOUNT DRIVEN MILE CLAIMED 145 0.35 50.75 18 0.35 6.30 37 0.35 12.95 0.35 38.85 0.35 37.45 0.35 7.00 0.35 9.80 5:30pm 11/06/12 Forrest City or Forrest City Out Conway * ** 0.00 AR Conway, AR 111 In 85.00 7.00 11/13/12 Out 8:30am Harrison, AR * 12.75 34.26 ** B 139.01 Conway, AR Harrison, AR 107 In 10.00 11/13/12 Out Harrison, AR * ** H 10.00 Harrison, AR vicinity 20 In 11/14/12 Out Yellville, AR * 34.50 ** 34.50 Harrison, AR Yellville, AR 28 In Yellville, AR or 11/14/12 Out 8:00pm Conway * ** 0.00 Yellville, AR Conway, AR 101 SUB-TOT EXPENDITURES 0.00 215.75 116.43 0.00 67.43 0.00 399.61 SUB-TOT MILEAGE 567.00 **A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of State F) Minor Purchases G)Meals for State Guests H)Other (Explain) 35.35 198.45 $45.43 bought pizza and sodas for potential students , Internet business related *Hotel tax rate RECAPITULATION EXPENDITURE CLAIMED MILEAGE CLAIMED Approval Travel Office Signature $399.61 $198.45 Signature of Traveler* TOTAL CLAIMED Approval 0.35 XXXX $598.06 Amount Owed VP if over 10% of Travel Request Title Traveler $598.06 *By signing this form you are stating that the figures are accurate and truthful to the best of your knowledge and that actual meal expenses, not per diem, are included on this
UCA's Travel Expense Reconciliation Form Expenses on the Ghost Credit Card, Sponsored Credit Card, or on a PO Name of Payee: DATE Marcia Girdler NAME OF TOWN VISITED Travel PO Number: PO # or CREDIT CARD TYPE P0023456 TOTAL COMMO INCIDE DIRECT GRAND TOTAL HOTEL N RENTA N- OTHE REGISTRATI BILLED PER TOTAL DAILY ROOM CARRIER L CAR TALS** R ON FEE (C) DAY FROM TR-1 EXPENSES 11/05/12 West Memphis * ** 0.00 198.42 198.42 West Memphis * ** 0.00 51.73 51.73 Forrest City * ** 0.00 35.95 35.95 Forrest City * ** 0.00 38.85 38.85 Harrison, AR * ** 0.00 176.46 176.46 Harrison, AR * ** 0.00 17.00 17.00 Yellville, AR * ** 0.00 44.30 44.30 Yellville, AR * ** 0.00 35.35 35.35 0.00 598.06 598.06 11/05/12 11/06/12 11/06/12 11/13/12 11/13/12 11/14/12 11/14/12 SUB-TOT EXPENDITURES XXXX - 0.00 0.00 0.00 0.00 0.00 **A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of State F) Minor Purchases G)Meals for State Guests 8)Other (Explain) Internet-business related
Common Errors • Use the most current version of the TR-1 Form • Submit all three pages even if there are no charges. • List any charges that were put on the Ghost Card or Department Sponsored card or paid on a separate PO for the traveler . • If not employed by UCA put employer’s name. • Internet charge, check appropriate box. • Comment Section – Anything that you think would be helpful to process the TR-1. A good example is to explain why there is no hotel charge. • When claiming mileage on a personal vehicle be sure to put license plate number on the TR-1. • Vicinity miles must go on a separate line. • In and Out times (time left and time returned from your trip). • Correct line on hotel (white box for daily rate and gray box for taxes). • Correct line on incidentals (white box for amount and gray box for explanation code). • If you put foot note code H for an explanation code on your TR-1, then explain what it was for. • Moving Expenses – Approval Documentation for payment must be attached to the TR-1 and correct account code of 717202.
Settling Travel/TR-1 •TR-1 must be completed and in the Travel Office within five working days after return to Official Station (UCA). •Travel advance must be settled in 23 days after return to Official Station. •If an advance has been given: o If expenses exceed the advance, the Travel Office will direct deposit your reimbursement. It is now mandatory that all reimbursements be direct deposited. o If expenses are less than the advance, the Travel Office will notify the traveler of how much is owed and the date that it is due. •Dates and destinations of travel must match Travel Purchase Order. •If expenses are more than 10% over the Travel Purchase Order, a change order must be completed. (See Purchasing Manual for instructions.)
Group Travel •A written explanation of the purpose of the trip with a list of group members must be included. •Account code 717110 & commodity code 96288 •Several faculty, staff members, or students traveling together do not constitute group travel. •If there is no sponsored card, a 90% advance is given 1 to 2 working days prior to the trip. •Itemized receipts for EVERYTHING including meals •The Group reimbursement form with itemized receipts stapled to the back must be in the Travel Office within five working days upon the return of the trip. •If expenses exceed the Travel Purchase Order for the trip by more than 10%, a change order form must be processed through the Purchasing Department. •Expenses not covered are flowers, alcoholic beverages, tobacco or other similar expenses.
GROUP TRAVEL EXPENSE REIMBURSEMENT FORM Name of Payee: Travel PO Number: Department Name: Department FOAPAL: Name of Group: Total Persons in Group: Campus Phone #: Number of Staff: Email Address: Number of Students: Campus Address: Amount of the Advance: Mode of Travel: Vehicle License Number: Date Totals *Please explain Incidentals and you must have itemized receipts. City, State N/A Lodging Meals $0.00 $0.00 Incidentals * TOTAL $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Difference ITEMIZED RECEIPTS ARE REQUIRED FOR ALL EXPENDITURES, INCLUDING MEALS. Signature of Responsible Party $0.00
You can set on any document number and select “Options” and then select the screen associated with the type of transaction of the document number where the curser is setting. For example, if you set on P0062861 and select Purchase Order Information [P0062861] you can see the purchase order details.
The “F” means the check has cleared the bank. Please keep in mind that it take about a month from the time the check clears the bank before it i updated in Banner. If there is a need to know if a check as cleared the bank before then contact the Financial Accounting Office.
GUIDELINES FOR USE OF SPONSORED CREDIT CARDS The Sponsored credit card can be used for, but not limited to: • Airline tickets • Charter buses if not required to be bid (refer all questions relating to bids to the Purchasing Dept) • Hotels • Meals can only be charged while with a team/group of students. • Incidentals within the scope of normal group travel • Conference fees • Must have itemized receipts as well as the credit card receipts stapled together.
The card holder will be expected to reimburse the University for all improper receipts and/or items purchased that are not allowed per UCA or State of Arkansas travel procedures Improper use of the card could jeopardize you and/or the department from keeping a UCA sponsored credit card. For example: (but not limited to) Purchase of tobacco and/or liquor Purchase of group apparel – T-shirts, jackets, shoes, etc. Not providing itemized receipts