Division Travel PolicyEffective April 1, 2012

Division Travel Policy PMGS 12-1http://

division.uaex.edu/policy_management/default.htm

Replicates UAF Travel Policy except as noted

Division of Agriculture Travel PolicyGeneral Statement of Policy

All travel processed through the Division of Agriculture must adhere to University of Arkansas Travel Services policies with exceptions noted below.

Due to the nature of Division travel and the accounting systems used within the Division, this policy and procedures statement addresses our special needs that are not included in the University of Arkansas Travel Services policy. The Agricultural Experiment Station (AES) uses the BASIS system for all allowed travel expenses regardless of source of funds. The Cooperative Extension Service (CES) uses the BANNER system for all allowed travel expenses regardless of source of funds.

The Agricultural Development Council, University of Arkansas Foundation does not process travel claims. However, ADC funds may be transferred to BASIS or Banner through an approved Payment Authorization to reimburse travel related expenses. This prevents the possibility of duplication of travel related expenses.

Division of Agriculture Travel PolicyGeneral Statement of Policy

While travel policies for AES and CES are the same, some procedures and forms necessarily differ due to the different accounting systems and management structures.

AES travel procedures fall under University of Arkansas Travel Services at http://travel.uark.edu/.

CES travel procedures can be found at http://intranet.uaex.edu/policy/div/travel.asp

Policies and Procedures Specific to the Division:

Policies and Procedures specific to the Division of Agriculture that may differ or not be addressed in the “University of Arkansas Travel Services” policies referenced above:

1) No new “Traveler” TCards are allowed as of 1/1/12.

2) Vehicle Use Policy – see PMGS-05-23) Reimbursement of meals for one-day travel without an overnight stay is not allowed.

Policies and Procedures Specific to the Division:

4) When choosing to drive rather than fly, the reimbursement for mileage may not exceed the following:

a) Lowest cost airfare for a reasonable schedule booked more than two weeks in advance of travel

b) $8/day airport parking

c) Roundtrip mileage from home office to nearest airport

d) $50 for roundtrip taxi or shuttle to and from hotel/airport

Policies and Procedures Specific to the Division:

Exceptions can be made when multiple persons are traveling together and savings are documented.

Justifications for exceptions must be included in the Travel Authorization description and preapproved by the Associate Director for Finance and Administration (AES) or Chief Financial Officer (CES) or their designees.

Policies and Procedures Specific to the Division:

5) For domestic travel an employee is considered on travel status a maximum of one day before and one day after the official “event,” based on the discretion of the manager.

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 Travel Authorization description and preapproved by the Associate Director for Finance and Administration (AES) or Chief Financial Officer (CES) or their designees

Policies and Procedures Specific to the Division:

6) To be consistent with state policy, the Division will not allow meals PLUS tax to exceed the per diem.

Division of Agriculture Travel PolicyGeneral Statement of Policy

While travel policies for AES and CES are the same, some procedures and forms necessarily differ due to the different accounting systems and management structures.

AES travel procedures fall under University of Arkansas Travel Services at http://travel.uark.edu/.

CES travel procedures can be found at http://intranet.uaex.edu/policy/div/travel.asp

UAF Policy Adapted for CES15 pages longReplaces ALL former CES travel policies!! Internal guidelines will still be developed and

followedMain concern is which funds are used for payment

Forms have been revised, as appropriateAs UAF policy changes, so will the CES policy

New state 75% rule

Travel Templates

# Name/Number Status1 T.R.A.V. - 204: Request Use of Extension Van Updated to reflect current vehicles

2 E.H.I.R.E. - 206: Certificate of Liability Insurance No Change

3 T.R.A.V. - 207: In-State Travel Form - Short Version Combined with #4 & #7 (TRAV 212)

4 T.R.A.V. - 207: In-State Travel Form - Long Version Combined with #3 & #7 (TRAV 212)

5 T.R.A.V. - 207 M.O.: Moving Expense Reimbursement No Change

6 T.R.A.V. - 210: Out of State Trip Application Revised for Clarification

7 T.R.A.V. - 212: Out of State Travel Form Combined with #3 & #4 (TRAV 207)

8 T.R.A.V. - 213: Request Special Travel Authorization No Change

9 T.R.A.V. - 217: Special County Travel Authorization Deleted

10 T.R.A.V. - 229: Request for Payment of Travel Expenses (Non Extension Employees and Guests)

Revised for Clarification

11 T.R.A.V. - 231: Request for Airline Reservation No Change

12 T.R.A.V. - 232: Vehicle Maintenance Schedule Checklist No Change

13 T.R.A.V. - 305: Itinerary No Change

14 T.R.A.V. - 308: Vehicle Report Worksheet No Change

15 T.R.A.V. - 400I: Corporate Sponsored Individual Travel Card Application Deleted

16 T.R.A.V. - 400D: Corporate Sponsored Department Travel Card Application No Change

Sample Page From Revised UAF PolicyMeals without an Overnight Stay

This section superseded by Division policy PMGS-12-1.

Reimbursement for meals is not normally allowed while in travel statusWITHOUT overnight stay, whether in-state or out of state. Under a ‘special authorization’ meals may be reimbursed if clear justification is provided showing economic benefit to the State (e.g. a long travel day where traveler returns home for the night rather than incurring overnight lodging expenses). Written justification must be included with the Travel Claim by attaching a written justification (see forms).

One Special Note of Clarification If employees travel from the office to a meeting/farm/client, they can claim actual mileage

If employees travel from their home (not the office) to a meeting/farm/client, they can only claim the “lesser of” the actual mileage and what the mileage would have been had they left from the office

Training Material is Under Development

Questions??

For questions about the travel Policy, contact Kyleen or JackieFor questions about travel Forms or CES Procedures, contact Jackie or Renee

This presentation will be available on Learn in about a week.

Thank You!