STAFF and PHONE NUMBERS

Marcia Girdler 450-3245 Project Coordinator AP/Travel

Peggy Robinson 450-5024 Travel Supervisor

Shannon Lucey 450-3620 Travel Clerk

Jeremy Bruner 450-3183 Controller

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

Mileages

•The Office of Accounting, a Management Division of Department of Finance and Administration, has conveyed a traveler can’t claim just gasoline, but MUST claim mileage for personal vehicle.

•Gasoline paid with a Sponsored credit card will be netted with the mileage claimed for personal vehicle.

•The university will reimburse only for official miles driven at the current current rate of $.35 per mile.

•Mileage can be found at: http://www.randmcnally.com

•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 the TR-1.

•The license plate number must be noted on the TR-1.

•No mileage can be claimed on rental vehicles.

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.”

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.

Lodging

An itemized receipt/szero balancetax breakdowntraveler’s name.

One state employee can’t pay for another state employee’s travel expenses.

• 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.

The daily maximum for lodging is limited by the federal per-diem rate.

http://www.gsa.gov/portal/content/104877

For international rates

For Alaska, Hawaii, and US Territories rates

For Continental United State click on the state or enter the city and state

Example of the Maximum Allowed in the US

Missouri Max lodging by Month 2012 2013 Meals

Primary Destination* County 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 51Jefferson City

Cole County79 79 79 79 79 79 79 79 79 79 79 79 51

Kansas City Cass County, Clay County, Jackson County, Platte County

99 99 99 99 99 99 99 99 99 99 99 99 61

St. Louis Crawford County, Franklin County, Jefferson County, Lincoln County, St Charles County, St Louis City, St Louis County, Warren County, Washington County,

104 104 104 104 104 104 104 104 104 104 104 104 66

St. Robert Pulaski County 80 80 80 80 80 80 80 80 80 80 80 80 46

For 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.

Example of the Maximum Allowed on Foreign

Country: CHINA

Publication Date: 09/01/2013

Country Name

Post NameSeason Begin

Season End

Maximum Lodging

Rate

M & IE Rate

Maximum Per Diem

RateFootnote Effective Date

CHINA Beijing 1-Jan 31-Dec 258 119 377 View 3/1/2012

CHINA Changchun 1-Jan 31-Dec 167 100 267 N/A 4/1/2013

CHINA Chengdu 1-Jan 31-Dec 153 88 241 N/A 8/1/2013

CHINA Chongqing 1-Jan 31-Dec 99 83 182 N/A 5/1/2006

CHINA Dalian 1-Jan 31-Dec 166 108 274 N/A 4/1/2013

CHINA Fuzhou 1-Jan 31-Dec 161 114 275 N/A 1/1/2011

CHINA Guangzhou 1-Jan 31-Dec 220 158 378 N/A 11/1/2011

CHINA Guilin 1-Jan 31-Dec 168 100 268 N/A 8/1/2012

CHINA Haikou 1-Jan 31-Dec 187 122 309 N/A 8/1/2013

CHINA Hangzhou 1-Jan 31-Dec 152 111 263 N/A 9/1/2011

CHINA Harbin 1-Jan 31-Dec 187 101 288 N/A 4/1/2013

CHINA Jinan 1-Jan 31-Dec 121 85 206 N/A 8/1/2013

CHINA Kunming 1-Jan 31-Dec 127 85 212 N/A 11/1/2007

CHINA Lhasa 1-Jan 31-Dec 131 52 183 N/A 11/1/2007

CHINA Lijiang 1-Jan 31-Dec 67 77 144 N/A 11/1/2007

CHINA Nanjing 1-Jan 31-Dec 144 80 224 N/A 8/1/2013

CHINA Nanning 1-Jan 31-Dec 131 119 250 N/A 11/1/2011

CHINA Ningbo 1-Jan 31-Dec 143 103 246 N/A 8/1/2013

CHINA Other 1-Jan 31-Dec 147 115 262 N/A 4/1/2012

CHINA Qingdao 1-Jan 31-Dec 157 88 245 N/A 5/1/2011

Location Type Maximum 10%

                 

Beijing China Lodging 258 25.80232.2

0 Maximum you could claim

Maximum Foreign Lodging

Special lodging authorization if over the maximum daily allowable rate.

UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1

Name of Payee: Marcia Girdler   Sponsored Credit Card Yes x No  

Department Name: Financial Accounting   Travel PO Number: P0099998

Official Station: UCA   Department Index: 703000Account Number: 717115

Campus Phone #: 450-3245  Private Vehicle License # MSLILLY

Email Address:   marciag@uca.edu   Campus Address: Wingo 113G

UCA Student: Yes     No X   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   No XAmount of the Advance: $200.00  

Are phone/internet charges business related? Yes   No X

Mode of Travel: personal vehicleWere meals provided by the

conference? None   Some X All  

List passengers/s: 

Special Lodging Authorization - (Total room rate - See UCA Travel Regulations)

Reason why less expensive lodging was not selected:

Conference hotel

Per Diem Rate Cost Per Day Number of Days Total YOU MUST PUT THE COST PER DAY AND THE NUMBERS OF DAYS YOU ARE REQUESTING AUTHORIZATION TO RECEIVE FULL REIMBURSEMENT.

$104 $125 6 $600.00

XXXXX XXXXX 2 $600.00

Meals

The daily maximum for meals is also limited by the federal per-diem rate.

http://www.gsa.gov/portal/content/104877

The maximum a traveler can be reimbursed on the first day of travel is 75% of the daily allowance for meals depending on the departure and return time.

On the return trip Conway should be used to find the daily meal maximum permitted at 75%.

Domestic Travel

Maximum Allowed

46.00

51.00

56.00

61.00

66.00

71.00

First Day of Travel

34.50

38.25

42.00

45.75

49.50

53.25

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

Last Day of Travel 34.50 34.50 34.50 34.50 34.50 34.50

Alaska, Hawaii, and Foreign Travel

First Day of Travel 75% of the daily limit

Breakfast divide the daily limit by 6

Lunch divide the daily limit by 3

Dinner divide the daily limit by 2

Last Day of Travel 75% of the daily limit for last day of travel will normally be Conway.

UCA does not have a PER DIEM.

A TRAVELER MAY ONLY CLAIM ACTUAL EXPENDITURES UP TO THE MAXIMUM.

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 leave before 6:00 p.m. to claim dinner.

oA traveler must return at or after 6:00 p.m. to claim dinner.

For example, on a trip to St. Louis MO the maximum allowed for meals on the first day 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 $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 St Louis, MO the maximum allowed for meals is $34.50 (75% of $46.00).

Breakfast: You spend $7.50 and the maximum for breakfast is $7.67.

Lunch: You spend $14.50 and the maximum for lunch is $15.33.

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 food, lodging, and room rental 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 ArkansasState Employee Meals and Lodging

Direct Billing Request Form

Requisition Number:  

Date of request:   Date of event:  

Location 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.

Direct Billing Account code should be 717117

Direct Billing Commodity code should be 96283

Meals without 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.

• Maximum allowed for reimbursement is $34.50 (75% of $46.00).

• 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 Employeeo Dean, chair, or supervisoro Vice president

University of Central ArkansasSpecial 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 (leave time) until (return time)on (travel date).

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 reasonso 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 cardInternet - you must come to the Travel OfficeRegistration form - the ghost credit card form plus the registration form must be sent to the Travel Office.

UNIVERSITY OF CENTRAL ARKANSASREGISTRATION PAYMENT REQUEST FORM

UCA GHOST CREDIT CARD

UCA Employee Name   Guest of State Name  Banner's Department Accounting Index  

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 _________________________________________________________       

•Separate PO - Cross reference the requisitions/Travel PO’s

•A copy of the conference agenda plus documentation showing which foods are provided at the conference must be attached to the TR-1.

Chosen method of travel must serve UCA the most economically.

You may 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! The class of seating needs to be listed on the receipt.

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 agencyNormally the fees are higherConway 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   Banner's Travel Account #  

Travel PO#    

E-mail address   Phone #  

Destination

 

City, State, County, & Country

Departure Date   Return Date  

Airline/Travel Agency   Contact Person  

Airline/Travel Agency Phone #   Airline/Travel Agency Fax #  

Confirmation #   Comment:

Ticket Cost  

 

Booking Fee  

Airfare Total $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 __________________________________________________________________________________

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. (Enterprise® Operating Alamo, Enterprise, National, and WeCar)o Tina Strickland in Physical Plant can help you with local

rentalso 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 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

·Crating by commercial moving company

·Loading and unloading by commercial moving company

·Actual transportation expenses

·U-Haul rental

·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) WHERE - destination

2) WHEN – dates

3) WHY - purpose

4) WHO – if paying a registration directly to the vendor

5) One time or re-occurring

6) Allowable maximum rate to estimate expenses on lodging and meals. http://www.gsa.gov/portal/category/21287

Travel Account Codes:

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 717110 - Commodity code 96288 Group Travel•Acct code 717115 - Commodity code 96289 Individual-Travel

Conference/Conv•Acct code 717116 - Commodity code 96290 Webinar and On-Campus Seminar•Acct code 717117 - Commodity code 96283 Dir Bill Meeting Space Rent & Food•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

These are the only things that are required.

Document Text: WHEN: 9/15-21/2012

WHERE: St. Louis MO

WHY: 21th Annual Legal Issues in Higher Ed.

Estimated airfare- $493.00

Registration -$300.00

Lodging-$125 x 6 days = $750.00

Document Text

Where St Louis MO (lodging 104 - meals 66)

When 9/15-21/13

Why ABC Educational Conference

United Airlines $493.00 $493.00

Registration $300.00 $300.00

Lodging 6 days @ $125.00 without tax $750.00

Meals $414.00 $414.00

Mileage $22.40 $22.40

Miscellaneous $100.00 $100.00

$2079.40

Standing Travel Order – re-occurring

•2 to 12 months

•cannot cross fiscal years

•when, where, and why are needed in document text.

•Daily maximum rates will apply to all lodging and meals

Wrong WayStanding 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

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.

•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.

Check # Advance Number

Traveler: Dates of Trip

Meals First day at 75% of the daily maximum allowed 75% X 66.00 = 49.50 Number of full days 5 X 66.00 = 330.00 Last day at 75% of the official station daily rate 75% X 46.00 = 34.50

Estimate miscellaneous expenses for all days 100.00 Mileage 64 X 0.35 = 22.40 Total estimated expenses 536.40

Advance 536.40 X 50% = 268.00

PO total 2,079.40 Lodging 750.00 Airfare 493.00 Registration 300.00 1,543.00 Balance available for advance 268.20

I acknowledge that I have received from the University of Central Arkansas a travel advance in the amount of

268.00$ to be used for payment of travel expenses on official business for the University of Central

Arkansas.

Travel Person Initials:

University of Central ArkansasTravel Advance Agreement

Travel Request # P0099999Marcia Girdler

99999999

08/09/13 8/27/2013 Date Settlement Date

TR-1 Due DateSignature

Sept 15-21, 2013

I agree that my TR-1 or Group Travel Reimbursement form (reimbursement claim showing expenses incurred) will be filed with the Travel Office WITHIN FIVE (5) WORKING DAYS AFTER RETURNING TO MY OFFICIAL STATION. I will only claim actual meal expenses up to the maximum allowed. I will have a hotel receipt with my name on it and I will have an itemized receipts guest of state expenses and for all miscellaneous expenses.

By my signature below, I agree to repay the University of Central of Arkansas from the travel reimbursement amount paid me upon my return from this trip. This form is intended to be an assignment by me of that reimbursable amount to the extent of the travel advance. I agree to settle the amount advanced me WITHIN 23 CALENDAR DAYS FROM THE RETURN OF MY TRIP OR AT THE END OF THE MONTH FOR MONTHLY TRAVELERS. In the event I have not made such payment, I agree that the amount of the advance will be deducted from the payroll check. If I am a student, the advance amount may be charged to my accounts receivable.

VIOLATION OF THIS AGREEMENT MAY JEOPARDIZE FUTURE TRAVEL ADVANCES.

8/13/2013

Meals First day at 75% of the daily maximum allowed 75% X 66.00 = 49.50 Number of full days 5 X 66.00 = 330.00 Last day at 75% of the official station daily rate 75% X 46.00 = 34.50

Estimate miscellaneous expenses for all days 100.00 Mileage 64 X 0.35 = 22.40 Total estimated expenses 536.40

Advance 536.40 X 50% = 268.00

PO total 2,079.40 Lodging 750.00 Airfare 493.00 Registration 300.00 1,543.00 Balance available for advance 268.20

I acknowledge that I have received from the University of Central Arkansas a travel advance in the amount of

268.00$ to be used for payment of travel expenses on official business for the University of Central

Arkansas.

PO processed for the estimate total expenses

Meals First day at 75% of the daily maximum allowed 75% X 66.00 = 49.50 Number of full days 5 X 66.00 = 330.00 Last day at 75% of the official station daily rate 75% X 46.00 = 34.50

Estimate miscellaneous expenses for all days 100.00 Mileage 64 X 0.35 = 22.40 Total estimated expenses 536.40

Advance 536.40 X 50% = 268.00

PO total 1,900.00 Lodging 750.00 Airfare 493.00 Registration 300.00 1,543.00 Balance available for advance 179.00

I acknowledge that I have received from the University of Central Arkansas a travel advance in the amount of

179.00$ to be used for payment of travel expenses on official business for the University of CentralArkansas.

Changing the amount of the PO will change the amount of the advance.

ABC Educational Conference

Continental Breakfast served Monday to Thursday

Lunch provided Monday and Wednesday

Banquet Thursday night

Travelers' Daily Meal ExpensesTraveler's Name: Marcia Girdler PO # P0099999

Cost Tip Total Cost Tip TotalDate: Sunday, September 15, 2013 Date: Thursday, September 19, 2013 Breakfast - Breakfast - Lunch 15.00 2.25 17.25 Lunch 16.00 2.25 18.25 Dinner 25.25 3.50 28.75 Dinner - Snacks 1.50 1.50 Snacks 1.50 1.50 Snacks - Snacks - Snacks - Snacks - TOTAL 41.75 5.75 47.50 TOTAL 17.50 2.25 19.75 Maximum allowed 34.50 Maximum allowed 22.00 Date: Monday, September 16, 2013 Date: Friday, September 20, 2013 Breakfast - Breakfast 10.00 1.50 11.50 Lunch - Lunch 17.00 2.55 19.55 Dinner 30.00 4.50 34.50 Dinner 30.00 4.50 34.50 Snacks - Snacks - Snacks - Snacks - Snacks - Snacks - TOTAL 30.00 4.50 34.50 TOTAL 57.00 8.55 65.55 Maximum allowed 33.00 Maximum allowed 66.00 Date: Tuesday, September 17, 2013 Date: Saturday, September 21, 2013 Breakfast - Breakfast 5.00 0.75 5.75 Lunch 10.00 1.50 11.50 Lunch 17.00 2.55 19.55 Dinner 20.00 3.00 23.00 Dinner 8.00 - 8.00 Snacks - Snacks - Snacks - Snacks - Snacks - Snacks - TOTAL 30.00 4.50 34.50 TOTAL 30.00 3.30 33.30 Maximum allowed 55.00 Maximum allowed 34.50 Date: Wednesday, September 18, 2013 Date: Breakfast - Breakfast - Lunch - Lunch - Dinner 25.00 3.75 28.75 Dinner - Snacks - Snacks - Snacks - Snacks - Snacks - Snacks - TOTAL 25.00 3.75 28.75 TOTAL - - - Maximum allowed 33.00

Date: Monday, September 16, 2013 Breakfast - Lunch -

Dinner 30.00 4.50 34.50 Snacks - Snacks - Snacks -

TOTAL 30.00 4.50 34.50

Maximum allowed 33.00

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.

Name of Payee: Sponsored Credit Card x No

Department Name:

Official Station:Account Number:

Campus Phone #:

Email Address:

Yes No Blanket:

Yes No

No X

No X

None X All

UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1

Marcia Girdler Yes

Financial Accounting Travel PO Number: P0099999

Some

marciag@uca.edu Campus Address: Wingo 113G

UCA Department Index: 703000 717115

450-3245 Private Vehicle License # MSLILLY

UCA Employee: If No List Employer:

Yes

Yes

X Individual: X

X

Amount of the Advance: $268.00 Are phone/internet charges business related?

Mode of Travel: personal vehicle Were meals provided by the conference?

List passenager/s:

Special Lodging Authorization - (Total room rate - See UCA Travel Regulations)

Reason why less expensive lodging was not selected:

Conference's hotel

Total YOU MUST PUT THE COST PER DAY AND THE NUMBERS OF DAYS YOU ARE REQUESTING AUTHORIZATION TO RECEIVE FULL REIMBURSEMENT.

$750.00Per Diem Rate Cost Per Day Number of Days

$104.00 $125.00 6

http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcuts

Justification for Rental Car

Comments

$0.00$750.00XXXXX XXXXX 6

UCA Student:

Was the traveler reimbursed from another funding source for any travel expenses being claimed on this form? If so provide details.

A

C

B

UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1Name of Payee: Marcia Girdler Travel PO Number: P0099999

DATE

DETAILED EXPENDITURES (OTHER THAN

MILEAGE)                       TRAVEL BY PRIVATELY OWNED VEHICLE

Departure & return times

NAME OF TOWN

VISITED

COMMON

CARRIER

HOTEL ROOM MEALS TAXI

INCIDEN-TALS** PHONE

TOTAL PER DAY FROM TO

MILEAGE

DRIVEN

RATE PER MILE

AMOUNT

CLAIMED

09/15/13Dep  

St Louis MO  

 

34.50 30.00

 

  64.50 Conway AR Conway AR 32 0.35 11.20 Ret5:30 AM     **  

09/16/13Dep   St Louis

MO   

33.00   

  33.00       0.35 0.00 Ret       **  

09/17/13Dep   St Louis

MO   

34.50   

  34.50       0.35 0.00 Ret   *   **  

09/18/13Dep   St Louis

MO   

28.75   

  28.75       0.35 0.00 Ret   *   **  

09/19/13Dep   St Louis

MO   

19.75   

  19.75       0.35 0.00 Ret   *   **  

09/20/13Dep   St Louis

MO   

65.55   

  65.55       0.35 0.00 Ret   *   **  

09/21/13 DepSt Louis

MO  

 

23.00 30.00

70.00

  123.00 Little Rock Airport Conway AR 32 0.35 11.20 Ret

 5:00 PM *   ** B

 Dep  

    

    

  0.00       0.35 0.00 Ret   *   **  

 Dep  

    

    

  0.00       0.35 0.00 Ret   *   **  SUB-TOT EXPENDITURES   0.00 0.00 239.05 60.00 70.00 0.00 369.05 SUB-TOT MILEAGE 64.00 XXXX 22.40 **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 RECAPITULATION15.00% EXPENDITURE

CLAIMED $369.05

Jeremy Bruner Marcia Girdler MILEAGE CLAIMED $22.40 Approval

Supervisor (for Guest of State the Department Head) Signature of Traveler*TOTAL CLAIMED $391.45

Project Coordinator AP/TravelerApproval Amount Owed Traveler $123.45 Travel Office Signature Title

*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

Travel PO Number: P0099999

DATE

NAME OF TOWN VISITED

PO # or CREDIT CARD

TYPEHOTEL ROOM

COMMON CARRIER

RENTAL CAR

INCIDEN-TALS** OTHER

REGISTRATION FEE (C)

TOTAL DIRECT

BILLED PER DAY

TOTAL FROM TR-1

GRAND TOTAL DAILY

EXPENSES

09/15/13St Louis MO  

125.00 493.00  

300.00     938.00 75.70 1013.70 * 20.00 ** C

09/16/13St Louis MO  

125.00    

     145.00 33.00 178.00 * 20.00 **  

09/17/13St Louis MO  

125.00    

     145.00 34.50 179.50 * 20.00 **  

09/18/13St Louis MO  

125.00    

     145.00 28.75 173.75 * 20.00 **  

09/19/13St Louis MO  

125.00    

     145.00 19.75 164.75 * 20.00 **  

09/20/13St Louis MO  

125.00    

     145.00 65.55 210.55 * 20.00 **  

09/21/13St Louis MO  

    

     0.00 134.20 134.20 *   **  

01/00/000  

    

     0.00 0.00 0.00 *   **  

01/00/000  

    

     0.00 0.00 0.00 *   **  

01/00/000  

    

     0.00 0.00 0.00 *   **  

01/00/000  

    

     0.00 0.00 0.00 *   **  

01/00/000  

    

     0.00 0.00 0.00 *   **  

01/00/000  

    

     0.00 0.00 0.00 *   **  

01/00/000  

    

     0.00 0.00 0.00 *   **  

SUB-TOT EXPENDITURES XXXX 870.00 493.00 0.00 300.00 0.00 0.00 1663.00 391.45 2054.45

**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)  *Hotel tax rate  

*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.

Now require supervisory approval on the TR-1 or for Guest of State the Department Head

Excessive expenses Claiming per diem rate everyday

instead of actual expenses Personal use

Actual travel dates (regular and standing)

If trip was cancelled Other sources of funding

Common Errors

• Use the most current version of the TR-1 Form• Submit all three pages even if there are no charges put on the credit card. • 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 FORMName 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 Lodging MealsIncidentals

* 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

Totals N/A $0.00 $0.00 $0.00 $0.00 *Please explain Incidentals and you must have itemized receipts. Difference $0.00

 

ITEMIZED RECEIPTS ARE REQUIRED FOR ALL EXPENDITURES, INCLUDING MEALS.

 Signature of Responsible Party

Athletics

• Entry fees should be paid for with a Purchase Order

• Invoice/pamphlet must be sent from the vendor directly to the Travel Office or to apstaff@uca.edu email

Click on Check Banner messages to see them

If the message is too long you can see it all by clicking 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.

A

CA B

CB

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 detail that goes with the purchase order.

FGIDOCR

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. “A” means approved.

The “F” means the check has cleared the bank. Please keep in mind that it takes about a month from the time the check clears the bank before it is updated in Banner. If there is a need to know if a check has cleared the bank before then contact the Financial Accounting Office.

To see a list of status indicators and what the letter stands 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

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

Hotels• Meals 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

UNIVERSITY OF CENTRAL ARKANSASTravel Card Transaction Log

Travel Card Liaison: Card No:

Dept: Card Cycle Date:

PO# Traveler's Full NameDestination

City & StateDeparture & Return Dates Trans Type

Transaction Date Vendor Name Total Cost

Accumulated Expenses

-

-

-

-

-

-

-

-

-

Total Please send a justification memo for each lodging over the per diem rate -

I certify that the above purchases were made for "official business" use only and were purchased in accordance with the policies and procedures set forth by the University of Central Arkansas.

Travel Card Liaison: Date:

Department Head: Date:

•Billing cycle is from 16th of the month to the 15th and is due by the 20th.

•Due by the 20th of each month.

When the balance on a PO reaches “0.00” Accounts Payable will close the PO even on standing orders.

Recap of new items TR-1

Now has a place to list passengers Must be signed by your supervisor Can’t claim just gas but must claim mileage Must attached an itinerary or agenda for all

conferences

There is a new form for calculating advances

Approving Travel Requisitions

The Travel Office approves travel requisitions three times a day.• In the morning (8:00 to 9:00)•At noon (11:00 to 1:00)•At the end of the day (4:00 to

5:00)

Questions

Thank you for coming!!!