STAFF and PHONE NUMBERS
Marcia Girdler
450-3245 Project Coordinator AP/Travel
Peggy Robinson 450-5024 Travel Supervisor
Shannon Lucey
450-3620 Travel Clerk
Fax
450-5319
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 Safety
Program 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/dirGetDirectionsInput
2Pt.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.
For Alaska, Hawaii,
and US Territories
rates
For international
rates
Example of the Maximum Allowed in the US
Missouri
Max lodging by Month
2012
Primary
Destination
County
2013
Meals
Oct
Nov
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
important information on first and last days of travel
.
Example of the Maximum Allowed on Foreign
Country: CHINA
Publication Date: 09/01/2011
Country
Name
Post Name
Season
Begin
Season End
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
CHINA
Beijing
Changchun
Chengdu
Chongqing
Dalian
Fuzhou
Guangzhou
Guilin
Haikou
Hangzhou
Harbin
Jinan
Kunming
Lhasa
Lijiang
Nanjing
Nanning
Ningbo
Other
Qingdao
Sanya
Shanghai
Shantou
Shenyang
Shenzhen
Suzhou
Tianjin
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
1-Jan
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
31-Dec
Maximum Lodging
Maximum Per Diem
M & IE Rate
Rate
Rate
258
115
147
99
110
161
220
168
181
152
117
121
127
131
67
139
131
138
147
157
177
237
141
97
264
152
141
119
92
85
83
91
114
158
100
118
111
89
85
85
52
77
78
119
100
115
88
91
93
86
81
135
110
102
377
207
232
182
201
275
378
268
299
263
206
206
212
183
144
217
250
238
262
245
268
330
227
178
399
262
243
Footnote
Effective Date
View
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
03/01/12
05/01/11
11/01/11
05/01/06
05/01/11
01/01/11
11/01/11
08/01/12
01/01/12
09/01/11
05/01/11
11/01/11
11/01/07
11/01/07
11/01/07
11/01/11
11/01/11
11/01/11
04/01/12
05/01/11
11/01/11
03/01/12
04/01/11
05/01/11
11/01/11
11/01/11
05/01/12
Maximum Foreign Lodging
Location
Beijing
China
Type
Maximum
10%
Lodging
258
25.8
232.20 Maximum you could claim
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.
Domestic Travel
Maximum
Allowed
46.00
51.00
56.00
61.00
66.00
71.00
Breakfast
7.67
8.50
9.33
10.17
11.00
11.83
Lunch
15.33
17.00
18.67
20.33
22.00
23.67
Dinner
23.00
25.50
28.00
30.50
33.00
35.50
First & Last Day
of Travel
34.50
38.25
42.00
45.75
49.50
53.25
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.
Tips are limited to 15% per
meal, not to exceed the
maximum meal allowance
per day.
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:
oEmployee
oDean, chair, or supervisor
oVice president
•Maximum allowed for reimbursement is $34.50 (75% of $46.00).
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 fax-send
us the complete ghost credit card form
and the registration form and we fax it in.
•Separate PO - Cross reference the
requisitions/Travel PO’s
UNIVERSITY OF CENTRAL ARKANSAS
REGISTRATION PAYMENT REQUEST FORM
UCA GHOST CREDIT CARD
UCA Employee Name
Banner's Department
Accounting Index
Guest of State Name
Travel PO#
E-mail address
Phone #
Conference Name
Dates of Conference
Contact Person
Conference Phone #
Conference Fax #
Banner's Travel Account #
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 _____________________________________________________________________
Chosen method of travel must
serve UCA the most economically.
You may also consider costs of
traveler’s time, safety, parking
fees, baggage fees, hotel and
meals, etc.
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.
Airfare must be direct paid!
Can’t purchase airfare with
personal funds and get
reimbursed.
A traveler can only be reimbursed
for one personal baggage fee per
flight.
This doesn’t include baggage for
equipment necessary to perform
your duties while on your trip.
UCA is not allowed to reimburse a
traveler for preferred seating.
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
Guest of State Name
Banner's Department Accounting Index
Travel PO#
E-mail address
Banner's Travel Account #
Destination
Departure Date
City, State, County, & Country
Return Date
Airline/Travel Agency
Contact Person
Airline/Travel Agency Phone #
Confirmation #
Ticket Cost
Booking Fee
Airfare Total
Airline/Travel Agency Fax #
Phone #
Comment:
$0.00
Employee Signature
Date
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 __________________________________________________________________________________
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.
oTina Strickland in Physical Plant can help you with local rentals
oFor 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 Travel
Office.
 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 miles
(itemized meal receipts required)
Items not reimbursable, but
not limited to:
·Recreational vehicles
·Boats
·Other items not normally
used in the home
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
Document Text:
Charter Service Travel PO
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
Meals
Per diem is 66.00 for St Louis MO
First day
$49.50
Second
$34.00
Third
$34.00
Fourth
$34.00
Last
$34.50
Total meals
$186.00
Requisition Header
Requisition
Order Date
Trans Date
Delivery Date
R0072798
Sep 12, 2012
Sep 12, 2012
Sep 12, 2012
Origin:
BANNER
Complete:
Y
Approved:
Y
Type:
703000
Date:
Financial Accounting
Cancel Reason:
Requestor:
Phone Number:
E-mail:
Pam Giblet
501-450--3182
pgiblet@uca.edu
Accounting:
Document Level
Ship to:
Accounts Payable
University of Central Arkansas
201 Donaghey Avenue
Wingo 113 1st Floor
Conway, AR 72035
Attention:
Marcia Girdler
Contact:
Marcia Girdler
Phone Number:
501-450-3182
Vendor:
B00201598
Girdler, Marcia A
University of Central Arkansas
201 Donaghey Ave Wingo 113G
Conway, AR 72035-5001
Phone Number:
501-450-3182
Fax Number:
501-450-5319
Document Text:
Where: St Louis MO
When: 12/2-6/12
Why: ABC Educational Conference
United Airlines: $193.00
Registration: $300.00
Lodging: 4 days @ $150.00
Meals: $186.00
Shuttle: $40.00
Mileage: $24.50
Parking: 5 days @ $10.00
Print Date
Total
1,538.50
Procurement
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.
Advance
(1,538.50-1193) * 50% =
$172.75
(193 + 300 + 700) = 1193
Thus I will receive an advance of $172.00
ABC Educational Conference
Continental Breakfast served Monday to Thursday
Lunch provided Monday and Wednesday
Banquet Wednesday night
Travelers' Daily Meal Expense Form
Traveler's Name:
Cost
Date:
Breakfast
PO #
Marcia Girdler
Tip
Total
Cost
Sunday, December 02, 2012
Date:
-
-
Tip
P0012345
Total
Monday, December 03, 2012
Breakfast
-
-
Lunch
15.00
2.25
17.25
Lunch
-
-
Dinner
25.25
3.75
29.00
Dinner
Snacks
1.50
1.50
Snacks
-
30.00
4.50
34.50
Snacks
-
Snacks
-
Snacks
-
Snacks
-
TOTAL
41.75
6.00
Maxmium allowed
Date:
Breakfast
47.75
TOTAL
49.50
Tuesday, December 04, 2012
-
4.50
Maxmium allowed
Date:
-
30.00
34.50
33.00
Wednesday, December 05, 2012
Breakfast
-
-
Lunch
10.00
1.50
11.50
Lunch
-
-
Dinner
20.00
3.00
23.00
Dinner
-
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
TOTAL
30.00
4.50
Maxmium allowed
Date:
Breakfast
34.50
TOTAL
55.00
Thursday, December 06, 2012
-
-
Maxmium allowed
-
Date:
-
-
Breakfast
-
Lunch
15.00
2.25
17.25
Lunch
-
Dinner
19.00
2.85
21.85
Dinner
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
TOTAL
34.00
Maxmium allowed
5.10
39.10
34.50
TOTAL
-
-
-
UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1
Name of Payee:
Marcia Girdler
Department Name:
Financial Accounting
Travel PO Number:
UCA
450-3245
Department Index:
Private Vehicle
License #
marciag@uca.edu
Campus Address:
Official Station:
Campus Phone #:
Email Address:
UCA Student:
Sponsored Credit Card
Yes
No
x
Individual:
Yes
x
No
P0012345
703000
Acct #
717115
MSLILLY
Wingo 113
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
Travel PO Number:
DETAILED EXPENDITURES (OTHER THAN MILEAGE)
DATE
12/02/12
Departure & return
times
In
*
47.75
10.00 **
57.75
St Louis
*
33.00
**
33.00
St Louis
*
34.50
**
St Louis
*
0.00
**
Conway
Little Rock
Airport
35
0.35
12.25
35
0.35
12.25
34.50
0.35
0.00
0.00
0.35
0.00
0.35
0.00
In
Out
12/06/12
St Louis
In
Out
12/05/12
HOTEL
INCIDENTOTAL
ROOM MEALS TAXI TALS** PHONE PER DAY
In
Out
12/04/12
COMMON
CARRIER
TRAVEL BY PRIVATELY OWNED VEHICLE
MILEA
AMOU
GE
RATE
NT
DRIVE PER CLAIM
FROM
TO
N
MILE
ED
7:00am
Out
12/03/12
NAME OF
TOWN
VISITED
P0012345
In
Out
50.00
8:30 pm St Louis
*
34.50
10.00 **
Little Rock
94.50 Airport
Conway
B
In
Out
*
**
0.00
0.35
0.00
*
**
0.00
0.35
0.00
*
**
0.00
0.35
0.00
In
Out
In
Out
SUB-TOT EXPENDITURES
0.00
0.00
149.75 20.00
50.00
0.00
219.75
SUB-TOT MILEAGE
70.00 XXXX
24.50
**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
RECAPITULATION
EXPENDITURE
CLAIMED
MILEAGE
CLAIMED
Approval
$219.75
$24.50
Travel Office Signature
Signature of Traveler*
TOTAL CLAIMED
$244.25
VP if over 10% of Travel Request
Title
Amount Owed
Traveler
$72.25
Approval
*By signing this form you are stating that the figures are accurate and truthful to the best of your knowledge and that actual
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 (TR-1)
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.
•A TR-1 must be turned in
within five working days after
return to Official Station
(UCA).
•Failure to submit a TR-1 in a
timely manner may result in
suspension of advance
privileges.
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 #
marciag@uca.edu
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:
YOU MUST PUT THE COST PER
Cost Per Day
Number of Days
Total
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.
UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1
Name of Payee:
Marcia Girdler
Travel PO Number:
DETAILED EXPENDITURES (OTHER THAN MILEAGE)
Departure &
return times
DATE
11/05/12
In
Out
11/05/12
7:00am
In
Out
11/06/12
NAME OF
TOWN
VISITED
COMMON
CARRIER
HOTEL
ROOM
MEALS
TAXI
INCIDENTALS**
100.00
West
Memphis
*
18.00
TRAVEL BY PRIVATELY OWNED VEHICLE
PHONE
*
24.67
**
B
Forrest City
*
11/06/12 In
Out
5:30pm
Forrest City or
Conway
*
In
FROM
RATE
MILEAGE PER AMOUNT
DRIVEN MILE CLAIMED
TO
147.67 Conway, AR W Memphis AR
145
0.35
50.75
18
0.35
6.30
37
0.35
12.95
111
0.35
38.85
107
0.35
37.45
10.00 Harrison, AR vicinity
20
0.35
7.00
**
34.50 Harrison, AR Yellville, AR
28
0.35
9.80
**
0.00 Yellville, AR Conway, AR
101
0.35
35.35
**
W Memphis
45.43 AR
H
In
Out
TOTAL PER
DAY
5.00
45.43
West
Memphis
P0023456
23.00
W Memphis
23.00 AR
Forrest City AR
**
**
85.00
vicinity
0.00
Forrest City
AR
Conway, AR
7.00
11/13/12
Out
11/13/12
8:30am
*
Harrison, AR
*
Yellville, AR
*
Yellville, AR
or Conway
*
12.75
34.26
**
In
B
139.01 Conway, AR Harrison, AR
10.00
Out
11/14/12
Harrison, AR
**
H
In
Out
11/14/12 In
Out
8:00pm
SUB-TOT EXPENDITURES
0.00
34.50
215.75
116.43
0.00
67.43
0.00
399.61
SUB-TOT MILEAGE
567.00 XXXX
198.45
**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)
$45.43 bought pizza and sodas for potential students, Internet business related
*Hotel tax rate
RECAPITULATION
EXPENDITURE
CLAIMED
MILEAGE
CLAIMED
Approval
Travel Office Signature
Signature of Traveler*
VP if over 10% of Travel Request
Title
Approval
$399.61
$198.45
TOTAL CLAIMED
$598.06
Amount Owed
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
PO # or
CREDIT
NAME OF TOWN
CARD
VISITED
TYPE
Travel PO Number:
P0023456
TOTAL
COMMO RENT INCIDE
DIRECT
GRAND TOTAL
HOTEL
N
AL
N- OTHE REGISTRATI BILLED PER
TOTAL
DAILY
ROOM CARRIER 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:
Name of Group:
Department FOAPAL:
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
City, State
Totals
N/A
*Please explain Incidentals and you must have itemized receipts.
Lodging
$0.00
Meals
$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
$0.00
Click on Check Banner messages
to see them
If the message is to long and you can
see it all check on the pencil.
FOIDOCH
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.
You can do “Next Block” by select
“block” then selecting “Next” from the
toolbar or you can do “control page
down” on the keyboard.
List below is the first screen. If you keep doing “next block”
you can see all the details that goes with the purchase order.
The letter in the “Status” block indicates the status of the process. A
“C” in the requisition and purchase order “Status” block indicates they
have been completed, but not approved.
FGIDOCR
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
updated in Banner. If there is a need to know if a check as cleared the
bank before then contact the Financial Accounting Office.
To see a list of status indicators and what the letter stand for you can
select “Options” then “View Status Indicators”
Go to FGIENCD to see the balance on a purchase order.
This is the balance
on your PO
When the balance on
a PO reaches “0”
Accounts Payable will
close the PO even on
standing orders.
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
Approving Travel Requisitions
The Travel Office approves travel
requisitions three times a day.
• In the morning (8:00 to 9:00)
• At noon (12:00 to 1:00)
• At the end of the day (4:00 to
5:00)