Travel Rules

As soon as travel is known or anticipated the following should be completed by the traveler (this should be done no less than 3 weeks prior to travel unless it is a last-minute travel):

• Travel Portal
• Email additional documentation to travel@asmsa.org

Once this is received, the finance department will begin the process of entering a spend authorization in Workday. Any information not provided to the finance department either through the portal or via email will delay this process. Once completed, this process will route in Workday to the Employee, Manager, and Cost Center Manager for approval. This process must be completed two weeks prior to travel. As bookings are made, a copy will be emailed to you from travel@asmsa.org

The week prior to travel, a hotel charge request and authorization letter will be emailed to you. This will confirm that you are allowed to charge the school's card for your hotel purchase. This documentation will be sent to the hotel this copy if for your records if needed.

Following the travel date, the employee must submit a completed TR-1 form to the travel coordinator with all original receipts, hotel folio, and any additional documentation or forms required. This needs to be submitted within 10 business days following the conclusion of travel. Once received by the finance department, this will be processed and an Expense Report will be created in Workday. This will route in Workday to the Employee, Manager, and Cost Center Manager for approval. Once approved, this payment will be made on the next check run date (check runs are completed once per week on Thursday or Friday).

The employee is responsible for completing travel documents, including the Travel Portal Form which is used by the finance department to create a Spend Authorization (SA), a paper Travel Reimbursement (TR-1) which is used by the finance department to create an Expense Report (ER) in Workday, compiling required supporting documents, and providing justification for travel exceptions. Employees must be aware of the following:

• All Expense Reports must be completed for payment to the individual employee who is traveling.
• Employees may not include expenses paid by or for another employee on their Expense Report.

Managers and cost center managers are responsible for authorizing official business travel by approving the Spend Authorization. The managers must be aware of employee responsibilities in addition to the following:

• Actual cost for employees to attend seminars, meetings, and training institutes.
• Reasonable and economical travel costs, state regulations, and ASMSA’s travel policy.
• Meals or other expenses that are included in the registration fee.

The expense partner in the Finance Department is the individual responsible for providing final approval of travel as well as verifying that the travel is in compliance with state regulations and ASMSA travel policies.

The expense partner is the individual responsible for the final approval of the Expense Report, verifying that all reimbursements to the employee are in compliance with state regulations and university travel policies and that required receipts and documentation are furnished.

Only ASMSA employees are allowed to operate school vehicles. Any exceptions must be approved by the Director in advance.

Assigned vehicles should be used for official business only. Personal use or allowing passengers other than persons directly involved with ASMSA business in school vehicles is not allowed unless explicit approval from the employee’s supervisor had been obtained for each trip.

ASMSA complies with the University of Arkansas System Vehicle Safety Program. This policy has been posted on the ASMSA website for employees to review.

A business trip is defined as a bona fide trip while on assignment or at the direction of the supervisor for the purpose of furthering the business of ASMSA. Business trips may include estimated costs or be at no cost to ASMSA. Prior approval, granted by the traveling employee’s manager and cost center manager, is required on a Spend Authorization with estimated expenses before travel occurs. In certain situations, the pre-approval process may need to be modified to meet the specific needs of a department. In instances when an exception to these travel rules, regulations, and procedures is necessary, written approval by the Director of Finance is required. Travel that is at no cost to ASMSA does not require a Spend Authorization, however, the traveling employee should complete the travel portal by selecting “no cost travel” in order to document their business trip for liability and leave purposes.

Travel expenses for lodging, commercial transportation (airfare, bus, rail, rental vehicles, and taxi/shuttle, charter flights, privately owned aircraft), baggage fees (limited to one personal bag), parking charges, and conference registration may be direct billed to ASMSA using a Central Travel Service (CTS) Account or a Travel Card (T-Card).

Meals for an individual employee are not permitted on any travel credit card issued by the State of Arkansas or ASMSA. Exemptions to the policy are granted in special circumstances prior to travel and require a letter of justification. Meal expenses and exemptions to the policy for group student travel must also be pre-approved through the finance department.

When expenses are paid via direct pay, the employee shall obtain detailed receipts for each expense and attach them to the TR-1. If itemized receipts are missing, reimbursement may be reduced by the amount of the expense and the employee may be held liable for the amount of the bill.

Exceptions to these procedures will only be granted on a case-by-case basis with final approval being given by the finance department. Such approvals should be obtained prior to any travel or travel-related purchase.

All incidental and miscellaneous expenses, whether or not directly connected with travel (such as postage, small emergency supplies, etc.) may be allowed with adequate justification to perform official duties. Detailed receipts are required and must be attached to the Expense Report.

Examples of incidentals include but are not limited to:

• Additional baggage fees (allowed with justification and managerial approval).
• Transportation, shipping, or storage of items used for official university business, such as a presentation, are allowable expenses.
• Registration of conferences, conventions, and meetings is an allowable item of expense when supported by an itemized receipt, registration form, or notice of meetings, which states the amount. When a registration fee includes the cost of such items as meals or lodging, the traveler may not claim these as separate expenses without special authorization.
• Parking fees for parking a state-owned, leased, or privately-owned vehicle.
  • Valet parking may be reimbursed only if the employee provides written justification that shows valet parking was the only option available or the most economical option.
• Taxi, public transportation, or rideshare fee.
  • Reimbursement shall be limited to official business only and may not include tips.
• Toll Charges for private, rental or university-owned vehicles are reimbursable and may be claimed on the Expense Report, with appropriate detailed receipts attached.
• Communication expenses, such as telephone calls or internet usage fees for official university business, shall be allowed only when necessary for the transaction of official business. Additional justification is required.

Expenses for personal entertainment, valet services (unless that is the only parking available at the hotel), flowers, laundry, alcoholic beverages, personal telephone calls, cleaning, personal medical supplies/toiletries, movies, or other similar services are not reimbursable.

Tips are only for wait staff at full-service food establishments. Tips provided to delivery drivers, rideshare, taxi, chartered, or public transport operators are not allowed.

Expenses for rental of space, decorations, entertainment, or other arrangements in connection with banquets held solely for the benefit of employees are not reimbursable.

No expenses for meals will be allowed within the city or town of the employee’s official station (the geographic location or address where the employee normally reports for duty; OR where the employee spends the majority of his or her productive time) or residence unless special authorization is given by the manager, department head, or director of finance. Under no circumstances should the maximum daily federal per diem rates for meals be exceeded. The employee’s manager may give approval for all other travel-related requests. The justification must show a benefit to the state, not a convenience for the employee

When traveling abroad with ASMSA, reimbursements for meals and incidentals transacted in a foreign currency will be calculated using an average daily exchange rate for the trip days spent abroad. If a credit card was used and a statement is provided showing the USD amount, that amount will be reimbursed.

Global Learning Exchange trips are not eligible for reimbursement of meals except for domestic purchases on the first and last day of travel. These will be limited to 75% of the per diem of Little Rock, AR.

Reimbursement for lodging is limited to the single room occupancy rate plus fees and applicable taxes. The maximum daily allowance set by the U.S. General Services Administration (GSA), without special authorization, will be limited to the federal per diem rate depending on the location for both in state and out of state travel.

Please keep the following in mind when preparing to travel on ASMSA business:

• Lodging per diem is the room rate excluding room tax and fees and should not be exceeded unless special authorization is given by the finance department and ASMSA Director justifying the need to exceed the standard reimbursement rate.
• The sales tax and fees must be itemized on the Expense Report with a detailed receipt submitted.
• If a room is occupied by more than one person, the single room rate must be noted on the receipt.
• An itemized receipt is required for lodging. A credit card receipt is not acceptable.
• A card other than a traveler T-Card or ASMSA CTS account must be placed on file with the hotel for parking and incidental charges.

Note: Reimbursement for the entire trip will be held until the traveler supplies the finance department with an itemized receipt or hotel folio.

Special Authorization for Lodging

The maximum reimbursement allowance for lodging may be exceeded with a clear justification that details the benefit to the state and ASMSA rather than the employee’s convenience. For example, if a conference is held at a hotel where a block of rooms are offered to conference attendees for either a reduced group rate or government rate in excess of the maximum lodging per diem for that city/area, the manager may approve the justification as a benefit of the state.

When traveling on behalf of ASMSA, reimbursement for meals shall be limited to actual expenditures. While there is a maximum rate set by the GSA, employees may only be reimbursed up to the federal per diem limit. Please keep the following in mind when preparing to travel on university business:

• Itemized meal receipts are required for employee expenses. It is the employee’s responsibility to maintain records of all travel documents, including meal receipts.
• The maximum per diem allowance for actual meal expenses INCLUDES taxes and up to 15% tip (see  Calculating Tips below), as outlined by Arkansas law.
• The employee is only eligible for 75% of the daily allowance for meals on the first and last day of travel. Under no circumstances will the first and last day of travel reimbursement exceed 75% of the daily meal allowance.
  • For partial days, meals may only be reimbursed in proportion to the time in travel status.
  • If travel covers a two day period, then meal reimbursement is up to 75% of the daily allowance for each day.
• Meal reimbursement requests must be reduced for meals provided as part of a conference registration. See GSA website for a breakdown of allowances.
• Alcohol is not an allowable reimbursable expense.

Calculating Tips

Tip on meals for individual travel, which are limited to allowable per diem rates, cannot exceed 15%. The example below details proper tip calculation:

Pursuant to the GSA, the maximum allowance for a meal during lunchtime hours in Dallas, Texas is $17.00 (includes applicable sales tax and tip). If your meal is $14.00, a maximum tip of 15%, or $2.10, is allowed. This is calculated by taking the total, $14.00, and multiplying it by 0.15. The actual reimbursable meal expense is $16.10, which is below the $17.00 limit.

If a restaurant has a set gratuity rate for groups, the restaurant’s established rate will supersede the state’s gratuity policy. The group rate should be included on the receipt.

Complimentary Meals

Meals provided by a common carrier (airline), or a complimentary meal provided by a hotel, do not affect the maximum meal allowance per the GSA.

Official Function Meal Reimbursements

When asking for reimbursement for meals that fall under the Official Function Policy, an itemized meal receipt is always required. Any gratuity, regardless of description, shall not exceed 15% of the total bill without authorization and approval by the director of finance, assistant director of finance, or expense partner. An explanation of why the increased amount should be allowed must be included for consideration of an exception.

A completed Spend Authorization with an attached Special Meeting Form is required for each meal that is considered an official function. This should be submitted at least one week prior to the event/function.

Meals Included in Conference Registration

Meal reimbursement requests must be reduced for meals provided as part of the conference registration by deducting the appropriate amount as shown under the Meals and Incidental Expenses (M&IE) breakdown at GSA.

Allowances may be made in writing to allow the traveler to claim meal reimbursement if any of the conditions below are met:

• The traveler is unable to consume the meal provided because of medical requirements or religious beliefs and purchased a substitute meal as a result.
• The traveler was unable to take part in the provided meal due to the conflict of official business.

Meal Reimbursement Without Overnight Lodging

Meal reimbursement is permitted only in connection with overnight travel, whether in state or out of state, unless special authorization is given (see Special Travel Authorizations). Justification for special authorization must show the benefit to the state. The maximum daily and individual meals within a day’s meal allowance, including sales tax and up to 15% gratuity, cannot exceed the destination location’s federal per diem rate.

Allowable private car mileage is determined by consulting Google Maps.

Mileage will be determined by city or zip code, not by address.

Additional information on private car mileage can be found in the Transportation section.

ASMSA maintains a fleet of vehicles for use by faculty and staff traveling on official business. Requests for an ASMSA vehicle should be made by completing the Vehicle Reservation Form. Questions regarding a reservation should be directed to the Residence Life Office (ext. 5213).

ASMSA adheres to The University of Arkansas System Board of Trustees Policy 260.1 for official functions.

A special meeting form and additional approvals may be required.

A non-state employee, non-federal employee, or an official guest of the state, whose activities or services benefit ASMSA or state, may be allowed reimbursement for actual expenses. Travel reimbursement for these individuals may be approved with an explanation of the activities by the department head or cost center manager in the memo of the Expense Report. It is the responsibility of each department to ensure that the guests are not being reimbursed from any other source for their travel expenses. 

When possible, an ASMSA issued credit card or CTS account should be used to pay for the expenses of official guests. An Expense Report must be submitted in the name of the sponsoring ASMSA employee to reconcile the guest’s expenses.

A department head or designee may be reimbursed, whether travel is involved or not, for out-of-pocket expenses incurred on behalf of official guests. If the expenses were reimbursement eligible, an Expense Report with an approved Special Meeting Form and itemized receipts attached may be submitted. Any meals for the official guest must be itemized separately from state employees, as federal per diem rates do not apply to guests. A justification must be included on the Expense Report stating how the person for whom the expenditure was made benefited ASMSA during his or her visit.

Should reimbursement-eligible expenses be incurred by the official guest, the department will submit an Expense Report in the name of the guest. Itemized receipts are required for all guest expenses.

ASMSA employees may be reimbursed for travel expenses when required to travel away from their official station on state business. Official station, which must be designated as such in writing by the employer, is defined as:

• The geographic location or address where the employee normally reports for duty; OR
• Where the employee spends the majority of his or her productive time.

An employee’s residence shall be the city or town in which the individual has an abode or dwelling place. An employee whose resident city is a location other than his or her official station shall not be allowed mileage to travel between them except as provided for in Special Travel Authorizations below.

Employees requesting travel reimbursement must complete a Travel Reimbursement (TR-1) with itemized receipts attached within 10 working days after returning from the trip. The paper TR-1 will be turned in to Alica Weatherford in the Finance Department with all associated documentation. Once verified, an Expense Report will be entered in Workday for approval. Primary responsibility for authenticating travel reimbursement claims rests with the travel coordinator, the employee’s manager, and the cost center manager. The following shall apply to requests for travel reimbursement:

• Payment will only be made to the employee for allowable expenses.
• An employee may only be reimbursed for group travel expenses with itemized receipts and a list of travelers attached to the Expense Report.
• Reimbursement is not “per diem” and is to be claimed for actual meal and lodging expenses only, not to exceed the maximum allowable rates. The maximum per diem allowance for meals includes taxes and up to a 15% tip (calculated using the subtotal).
• If there is no special travel authorization, travel allowances set by the State of Arkansas will be observed, without waiver, for both in- and out-of-state travel.
• Reimbursement may not be claimed for meals, lodging, or any items provided free of charge for individuals or organizations.
• Meals included in a registration fee payment are not reimbursable without special authorization.
• Reimbursement may not be made for lodging in a private home.
• No expenses for meals or lodging may be allowed within the city or town of the employee’s official station (or residence) except where allowed in these rules, regulations, and procedures.
• Detailed receipts are required for lodging, registration fees, rental cars, and incidentals including but not limited to: parking, phone calls, taxis, shuttles, and commercial travel. This includes all expenses that were not paid by the employee but were paid by purchase order, direct pay, or charged to an ASMSA credit card.
• Detailed receipts must be submitted for all miscellaneous expense items.

Note: Reimbursement for the entire trip will be held until the traveler supplies the finance department with an itemized receipt or hotel folio.

Under no circumstances will handwritten or modified receipts be accepted as an official receipt. A Missing Document Affidavit must be submitted for all missing receipts in order to be considered for reimbursement. Completion of a Missing Document Affidavit does not guarantee reimbursement of the expense.

Receipts are required when requesting reimbursement. These include but are not limited to:

• Lodging (itemized receipt). A credit card receipt is not acceptable. A reservation confirmation notice is not acceptable documentation.
• Commercial Airfare: The complete itinerary with passenger name, dates of travel, date, and proof of purchase, seat class, and any service fees associated with ticket purchase. (Note: a confirmation notice is not acceptable documentation)
• Train
• Registration Fee
• Car Rental (Note: reservation confirmation notice is not acceptable documentation)
• Taxi, Shuttle, Rideshare
• Misc. items purchased while on travel status. (Example: film, ice, hardware, etc. Also a detailed explanation of why these misc. items had to be purchased.)
• Parking
• Communication expenses
• Bag Fees
• Meals

Occasionally it may be necessary for an employee to perform unanticipated duties outside of their normal work schedule. In the event such duties require the employee to commute from his or her residence to the event location and back via a privately owned vehicle, the employee may be reimbursed for mileage. A written justification must be included on the applicable Expense Report, stating the reason, that the time worked was authorized, and the consequences had the duty not been performed.

In accordance with Arkansas law, the cost of meals, lodging, mileage, and incidental expenses of state employees who are designated by their supervisor to attend official or special board meetings or other functions recognized as being in the performance of their official duties, regardless of the location of such functions in relation to the official station, may be paid as reimbursement to the employee. This is subject to the approval of the employee’s manager and depends on the travel expense. A justification showing the benefit to the state must be provided in those instances. Examples of situations in which justification would be necessary are when reimbursement for meals without overnight travel and/or hotel reimbursement are requested by the employee. The justification must be included in the Spend Authorization and the Expense Report for the reimbursement or payment of such expenses.

Travel may be achieved by plane, train, bus, taxi, rideshare, private vehicle or aircraft, rented or state-owned automobile; whichever method serves the requirements of the state most economically and advantageously.

Reimbursement for out-of-state travel will be the lesser of coach class airfare, rental vehicle, or the established rate of private care mileage, based on map mileage (see mileage) when driven. Use the Trip Optimizer to make this determination.

Privately-Owned Vehicle

Private vehicle mileage shall be reimbursed and computed, using map mileage, between the travel site destination and the employee’s official station or residence, if leaving directly from the residence, whichever is less. Individuals may claim reimbursement at the rate per mile established by the Office of State Procurement in effect during the time the travel occurred. If mileage from the employee’s residence to the travel site destination is less than the mileage to the employee’s official station, mileage will not be reimbursed.

Individuals driving their own private vehicles on official ASMSA business are not entitled to vicinity mileage reimbursement. 

If traveling from the ASMSA to the Little Rock airport the individual may be reimbursed 54 miles one way or 108 miles round trip.

ASMSA will reimburse for official miles driven only. ASMSA assumes no responsibility for any maintenance, insurance, operational costs, accidents, or fines incurred by the operator of the vehicle while on official business for ASMSA.

Vehicle Rental

Vehicle rental shall be limited to official business only and shall be allowed only for those when this mode of travel is more economical than a taxi, airport shuttle, etc. (use the Trip Optimizer to make this determination). Where available within the United States, the mandatory statewide vehicle rental contract must be used. If a statewide contract is not in effect when travel occurs, the employee must rent a vehicle from a company with the lowest available rates. Contact finance for additional information regarding vehicle rental.

Reimbursement for a rental car shall only be permitted if it was used on official business. Any portion of car rental expenses that is determined to be personal in nature will be the responsibility of the employee and ASMSA will not reimburse the employee for such expenses.

IMPORTANT: When renting a vehicle, always pay special attention to the ‘walk around’ prior to renting the vehicle, which will identify any dents, etc., that may already be on the vehicle. If renting an SUV, van, or other large vehicles, make sure you inspect the top of the vehicle prior to renting in order to identify any imperfections.

Commercial Flights

Employees traveling by commercial air shall utilize coach accommodations, except in those instances where first-class accommodations would be more economical for the state. No business or first class tickets may be purchased unless an approved exception by the Expense Partner prior to purchase.

Commercial airline tickets should be purchased at least 14 days prior to travel. Airline tickets purchased with less than a 14-day advance require additional justification. This justification can be submitted with the Spend Authorization. 

Changes to flight schedules that result in ticket change fees must be for a business reason and should be justified in your Expense Report. Unauthorized ticket change fees incurred for the convenience of the employee are the personal responsibility of the employee and will not be reimbursed.

Reimbursement of bag fees is limited to one bag per trip unless documentation is provided regarding the necessity of additional bags.

If purchasing a ticket with personal funds you have the option of using any reputable source, but you will not receive reimbursement until after you return from the trip.

Individuals whose travel is supported by federal funds should follow the guidance provided in the Fly America Act, in regards to using American flag carrier airlines.

Preferred seating for airline tickets should not be selected by travelers unless no other seating is available and must be justified in writing on the Expense Report stating that this was the only seating available. With special authorization by the Expense Partner, preferred seating may be allowable. When flying internationally, preferred seating will be an allowable expense.

No upgrades in airline cost are permitted for the personal comfort of the traveler (i.e., upgrade from economy class just for additional legroom on the flight).

TSA Pre-Check fees are not allowable.

Privately-Owned Aircraft

When a privately owned aircraft is used for travel on ASMSA business, the rate of reimbursement will be in nautical miles at the rate as established by the chief fiscal officer of the state during the time the travel occurred.

Charter Flights

When it is necessary for employees to charter a plane, the total cost is reimbursable. If, however, the plane was chartered only for the personal convenience of employees, reimbursement shall be limited to the cost of airfare for a “scheduled” airline flight to the same location.

Travel agencies may be used to obtain transportation, lodging, and related travel expenses. The finance department will handle all requests for travel agencies. 

T-Cards

T-Cards are issued to individual state employees who have been approved as cardholders by ASMSA. The cardholder’s name and ASMSA's name are embossed on the card. Only the employee whose name is on the card can use the card. The cards are non-transferable.

To obtain a T-Card, full-time faculty or staff must contact the finance department. Approval is required by the immediate supervisor and the director of finance. 

Department Expense Cards and Accounts

Expense Cards are “physical” T-Cards issued in the name of the ASMSA while the CTS accounts are “cardless accounts” issued in the ASMSA. These cards are strictly for official travel expenses only (lodging, airfare, rental cars, and conference registrations).

Expenses and Reconciliation

A traveler may elect to use a travel card to pay expenses for registration, lodging, and incidentals. The traveler must submit a Spend Authorization prior to departure (except when using the card in the normal conduct of the employee's primary job functions, i.e. recruiter travel), listing those charges made to the travel card and estimated costs for reimbursement. Actual charges with supporting detailed receipts must be reconciled on the Expense Report when an ASMSA credit card is used.

Training

New travel cardholders and approvers are required to attend face-to-face or virtually-led training before the card will be provided to the cardholder. All cardholders, coordinators, and approvers should also complete annual training.

Employees choosing to drive should download and use the Trip Optimizer to determine the most economical mode of transportation (rental vehicle vs. privately-owned vehicle), and include the optimizer results as an attachment to the Spend Authorization. The Trip Optimizer is also useful to justify driving a personal vehicle vs. flying.

Under Arkansas law, state agencies or institutions utilizing the services of volunteer workers who perform duties similar to state employees, are authorized to enforce internal travel policies that are more restrictive than those established by the chief fiscal officer of the state. Volunteers may utilize agency vehicles in the performance of their duties provided they are duly licensed in accordance with the requirements of all applicable state laws and have completed the required forms authorizing the operation of a state vehicle and the release to obtain his or her traffic violation record.