Faculty Handbook: Business Affairs Regulations
4.3.G  Travel

The University of Arkansas travel policies are derived from the State of Arkansas Travel Regulations, University of Arkansas System Policies, University of Arkansas, Fayetteville, policies, and industry best practice. The travel website at https://travel.uark.edu/ provides an overview of the travel policy and process, including allowable expenses and restrictions, airfare advance purchase requirements, and pre- and post-travel requirements. The travel process starts with the traveler notifying the department of their travel plans and creating a Spend Authorization (SA). After traveling, the traveler or department creates an Expense Report (ER).

Employees who travel on university business and at university expense may apply for a travel advance. Before requesting a cash advance, be sure to review the Travel Advance Policy.

  • Per State of Arkansas Travel Regulations, expense reports for individual trips where a cash advance has been requested are to be received by the Travel Office within fifteen (15) working days after the return of the trip.
  • A cash advance is a loan to the travelers and thus is considered an outstanding invoice until it is reconciled. Cash advances are a privilege and must be utilized appropriately.

Per State of Arkansas Travel Regulations, expense reports for individual trips where a cash advance has been requested are to be received by the Travel Office within fifteen (15) working days after the return of the trip. Expense reports for domestic group trips are to be received in the Travel Office within 30 working days after the return of the trip. Expense reports for international group trips are to be received in the Travel Office within 60 working days after the return of the trip.

Airfare Advance Purchase Requirement

If utilizing an Administrative or Traveler TCard for airline purchases, the use of an Anthony Travel Agent or the Concur Online Booking Agent is required unless you have received an exemption from the Travel Office. Airfare should be purchased at least 14 days in advance of the trip. Any reimbursement submitted that does not meet this criterion will require additional justification as to the reason and necessity for the purchase less than 14 days in advance. Employees who purchase airfare or registration themselves (i.e. not with a U of A Purchase Order, Administrative T-Card, or Traveler TCard) will not be reimbursed until after return from the trip.

T-Card Eligibility

Employees who regularly travel on university business and/or who incur more than $2000 in travel expenses per year and/or who incur more than $2000 in travel expenses per year will be eligible for a Traveler T-Card; if the employee and their department elect. The employee will have the option of charging airfare, registration, hotel, car rental, meals, and other travel related expenses to their T-Card. The T-Card is not allowed to be used for local official functions (within their official station).

Meal Allowance

The State of Arkansas allows for an employee to be reimbursed for actual meal expenses incurred during travel (including 15% gratuity), but not to exceed the maximum allowance which is set by the Federal per diem limits.

Transportation Expenses

When a personal vehicle is used for university business, the employee will be reimbursed official mileage currently at the rate of $0.42 per mile. State regulations require use of the most economical means of travel (airfare, rental car, university vehicle, or personal vehicle). If a rental car is chosen as the means of travel, the State mandated Enterprise/National or Hertz contract must be used. The only exception made is in the event that one of the State contract dealers is unavailable at the destination or the type/size vehicle needed is unavailable from Enterprise/ National or Hertz.

Notes: First class airline tickets are not allowed. Business class airline tickets are allowed only in the event of foreign travel, and with prior approval of the Travel Office. The cost of preferred seating should not be selected by travelers unless no other seating is available and must be justified in writing with the reimbursement request. Reimbursement of bag fees is limited to one bag per trip unless documentation is made regarding the necessity of additional bags.

Required Receipts

Travelers are required to retain receipts as follows: detailed airfare itinerary, registration receipt, itemized hotel receipt, itemized car rental receipt, taxi/shuttle receipt (tips may be reimbursed, BUT the cost of the tip must be part of the meal expenses, with the total cost of meals and incidentals not to exceed the federal per diem rate), parking, gas receipts (if purchased for rental car), and for any miscellaneous items purchased (copies, materials, etc.).