2 INTRODUCTION1) 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 mannerTo follow regulations of the State of Arkansas3) 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.
4 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
5 MileagesThe 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.
6 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.
7 The traveler’s insurance is primary 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.”
8 Student DrivingUCA 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.
9 An itemized receipt/s zero balance tax breakdown traveler’s name. LodgingAn itemized receipt/szero balancetax breakdowntraveler’s name.One state employee can’t pay for another state employee’s travel expenses.
10 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.
11 The daily maximum for lodging is limited by the federal per-diem rate.
12 For Continental United State click on the state or enter the city and state For Alaska, Hawaii, and US Territories ratesFor international rates
13 Missouri Max lodging by Month Example of the Maximum Allowed in the USMissouriMax lodging by Month20122013MealsPrimary Destination*CountyOctNovDecJanFebMarAprMayJunJulAugSepStandard RateApplies for all locations without specified rates7746ColumbiaBoone County8051Jefferson CityCole County79Kansas CityCass County, Clay County, Jackson County, Platte County9961St. LouisCrawford County, Franklin County, Jefferson County, Lincoln County, St Charles County, St Louis City, St Louis County, Warren County, Washington County,10466St. RobertPulaski County
14 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.
15 Example of the Maximum Allowed on Foreign Country: CHINAPublication Date: 09/01/2013Country NamePost NameSeason BeginSeason EndMaximum Lodging RateM & IE RateMaximum Per Diem RateFootnoteEffective DateCHINABeijing1-Jan31-Dec258119377View3/1/2012Changchun167100267N/A4/1/2013Chengdu153882418/1/2013Chongqing99831825/1/2006Dalian166108274Fuzhou1611142751/1/2011Guangzhou22015837811/1/2011Guilin1682688/1/2012Haikou187122309Hangzhou1521112639/1/2011Harbin101288Jinan12185206Kunming12721211/1/2007Lhasa13152183Lijiang6777144Nanjing80224Nanning250Ningbo143103246Other1471152624/1/2012Qingdao1572455/1/2011
16 Maximum Foreign Lodging LocationTypeMaximum10%BeijingChinaLodging25825.80232.20Maximum you could claim
17 Special lodging authorization if over the maximum daily allowable rate. UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1Name of Payee:Marcia GirdlerSponsored Credit CardYesxNoDepartment Name:Financial AccountingTravel PO Number:POfficial Station:UCADepartment Index:703000Account Number:717115Campus Phone #:Private Vehicle License #MSLILLYAddress:Campus Address:Wingo 113GUCA Student:XIndividual:Blanket:UCA Employee: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.Amount of the Advance:$200.00Are phone/internet charges business related?Mode of Travel:personal vehicleWere meals provided by the conference?NoneSomeAllList passengers/s:Special Lodging Authorization - (Total room rate - See UCA Travel Regulations)Reason why less expensive lodging was not selected:Conference hotelPer Diem RateCost Per DayNumber of DaysTotalYOU MUST PUT THE COST PER DAY AND THE NUMBERS OF DAYS YOU ARE REQUESTING AUTHORIZATION TO RECEIVE FULL REIMBURSEMENT.$104$1256$600.00XXXXX2
18 MealsThe daily maximum for meals is also limited by the federal per-diem rate.
19 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%.
20 Domestic Travel Maximum Allowed 46.00 51.00 56.00 61.00 66.00 71.00 First Day of Travel34.5038.2542.0045.7549.5053.25Breakfast7.678.509.3310.1711.0011.83Lunch15.3317.0018.6720.3322.0023.67Dinner23.0025.5028.0030.5033.0035.50Last Day of Travel
21 Alaska, Hawaii, and Foreign Travel First Day of Travel75% of the daily limitBreakfastdivide the daily limit by 6Lunchdivide the daily limit by 3Dinnerdivide the daily limit by 2Last Day of Travel75% of the daily limit for last day of travel will normally be Conway.
22 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.A traveler must leave at or before 6:00 a.m. to claim breakfastA traveler must leave before 1:00 p.m. to claim lunch.A traveler must return at 11:00 a.m. or after to claim lunch.A traveler must leave before 6:00 p.m. to claim dinner.A traveler must return at or after 6:00 p.m. to claim dinner.
23 For example, on a trip to St 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).
24 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.
25 Tips are limited to 15% per meal, not to exceed the maximum meal allowance per day.
26 Direct BillingThe direct billing request should be completed when requests for payments are for food, lodging, and room rental for, but not limited to:Staff DevelopmentUniversity AdvancementActivities of the Board of Trustees in fulfilling its responsibilitiesFaculty and/or Student RecruitmentFaculty and/or Student OrientationStudent Training/Development
27 University of Central Arkansas State Employee Meals and Lodging Direct Billing Request FormRequisition 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:Dean/Department Head ApprovalVice-President/Provost ApprovalTravel AdministratorNote: Send this approved form to the Travel Administrator, Marcia Girdler, Wingo Rm113 for Direct Billing Approval. It will then be forwarded to Purchasing.
28 Direct Billing Account code should be 717117 Direct Billing Commodity code should be 96283
29 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:EmployeeDean, chair, or supervisorVice president
30 Day Travel without Overnight Stay University of Central ArkansasSpecial AuthorizationDay Travel without Overnight StayThe 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 universitybusiness from(leave time) until(return time)on(travel date).Signature of EmployeeDateSignature of Dean or Chair or SupervisorSignature of the Vice President/ProvostSignature of Travel Administrator
31 CONFERENCE/REGISTRATION FEES Remember that reimbursements for meals that are provided by the conference are not allowed without documentation of:Religious beliefsHealth reasonsConducting official business
32 Ways to pay for Registration and Lodging: Personal credit card/funds (reimbursed after submitting trip expenses on a TR-1)Departmental Sponsored credit cardGhost 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.
33 REGISTRATION PAYMENT REQUEST FORM UNIVERSITY OF CENTRAL ARKANSASREGISTRATION PAYMENT REQUEST FORMUCA GHOST CREDIT CARDUCA Employee NameGuest of State NameBanner's Department Accounting IndexBanner's Travel Account #Travel PO#addressPhone #Conference NameDates of ConferenceContact PersonConference Phone #Conference Fax #Registration AmountComment:Employee SignatureDateAttached completed copy of Registration FormThe 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 OnlyDate Confirmed _________________________________Confirmation # _________________________________Contact Person _______________________________________________________________________________Signature of Travel Supervisor or Designee _________________________________________________________
34 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.
35 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.
36 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.
37 Airfare must be direct paid! Can’t purchase airfare with personal funds and get reimbursed.
38 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.
39 Ways to pay for airfare: Ghost credit cardInternet - You must come to the Travel OfficeDepartmental Sponsored credit cardConway Travel or any other travel agencyNormally the fees are higherConway Travel is $20.00
40 AIRFARE PAYMENT REQUEST FORM UNIVERSITY OF CENTRAL ARKANSASAIRFARE PAYMENT REQUEST FORMUCA GHOST CREDIT CARDUCA Employee NameGuest of State NameBanner's Department Accounting IndexBanner's Travel Account #Travel PO#addressPhone #DestinationCity, State, County, & CountryDeparture DateReturn DateAirline/Travel AgencyContact PersonAirline/Travel Agency Phone #Airline/Travel Agency Fax #Confirmation #Comment:Ticket CostBooking FeeAirfare Total$0.00Employee SignatureDateAttach copy of ItineraryThe 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 OnlyDate Confirmed _________________________________Confirmation # _________________________________Contact Person __________________________________________________________________________________Signature of Travel Supervisor or Designee ____________________________________________________________
41 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.
42 Rental VehicleThese 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)Tina Strickland in Physical Plant can help you with local rentalsFor all other car rentals please use the Enterprise websiteJustification 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 miles round trip from Tulsa to .35 a mile= $ Rental and gas= $161.00, no University car available.Any personal usage must be noted and deducted from the expense claimed.
43 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.
44 Non-State EmployeesMeals, 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.
45 Moving Expenses·Approval in writing by the administrative head or vice president must be attached to the TR-1.·The account code is·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.
46 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.
47 Items reimbursable:·Packing material·Crating by commercial moving company·Loading and unloading by commercial moving company·Actual transportation expenses·U-Haul rental
48 ·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)
49 Items not reimbursable, but not limited to: ·Recreational vehicles·Boats·Other items not normally used in the home
50 In order to do a Travel PO you will need to know: 1) WHERE - destination2) WHEN – dates3) WHY - purpose4) WHO – if paying a registration directly to the vendor5) One time or re-occurring6) Allowable maximum rate to estimate expenses on lodging and meals.
51 Travel Account Codes:WHAT type of travel in order to determine the correct account code to use.Acct code Commodity code Individual Travel-Official BusinessAcct code Commodity code Group TravelAcct code Commodity code Individual-Travel Conference/ConvAcct code Commodity code Webinar and On-Campus SeminarAcct code Commodity code Dir Bill Meeting Space Rent & FoodAcct code Commodity code Recruitment TravelAcct code Commodity code Charter ServicesAcct code Commodity code Rental CarsAcct code – Commodity code Employee Moving Expenses
52 These are the only things that are required. Document Text:WHEN: 9/15-21/2012WHERE: St. Louis MOWHY: 21th Annual Legal Issues in Higher Ed.Estimated airfare- $493.00Registration -$300.00Lodging-$125 x 6 days = $750.00
53 Document TextWhereSt Louis MO (lodging meals 66)When9/15-21/13WhyABC Educational ConferenceUnited Airlines$493.00Registration$300.00Lodging6 $ without tax$750.00Meals$414.00Mileage$22.40Miscellaneous$100.00$
54 Standing Travel Order – re-occurring 2 to 12 monthscannot cross fiscal yearswhen, where, and why are needed in document text.Daily maximum rates will apply to all lodging and meals
55 Wrong Way Standing Travel PO Correct Way Document Text: Various cities Various datesResearchCorrect WayVarious cities in OK and ARVarious dates Oct 1, 2012 to April 30, 2013Research for grant
56 Charter Service Travel PO Document Text:56 passenger bus for the Women's Basketball teamDestination: Tulsa, OKDeparture Date/Time:7:00 a mReturn Date/Time:11:00 p mPick-up & Drop-off Location: Farris Center parking lotUCA bid#: UCARefers to Group Travel PO# P in Carla Red’s name
57 Advances Advances are limited to 50% in the US. 75% in foreign countries.90% group travelNo 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.
60 Changing the amount of the PO will change the amount of the advance.
61 ABC Educational Conference Continental Breakfast served Monday to ThursdayLunch provided Monday and WednesdayBanquet Thursday night
62 Travelers' Daily Meal Expenses Traveler's Name:Marcia GirdlerPO #PCostTipTotalDate:Sunday, September 15, 2013Thursday, September 19, 2013Breakfast-Lunch15.002.2517.2516.0018.25Dinner25.253.5028.75Snacks1.50TOTAL41.755.7547.5017.5019.75Maximum allowed34.5022.00Monday, September 16, 2013Friday, September 20, 201310.0011.5017.002.5519.5530.004.5057.008.5565.5533.0066.00Tuesday, September 17, 2013Saturday, September 21, 20135.000.7520.003.0023.008.003.3033.3055.00Wednesday, September 18, 201325.003.75
63 Date:Monday, September 16, 2013Breakfast-LunchDinner30.004.5034.50SnacksTOTALMaximum allowed33.00
64 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.
66 Jeremy Bruner UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1 Name of Payee:Marcia GirdlerTravel PO Number:PDATEDETAILED EXPENDITURES (OTHER THAN MILEAGE)TRAVEL BY PRIVATELY OWNED VEHICLEDeparture & return timesNAME OF TOWN VISITEDCOMMON CARRIERHOTEL ROOMMEALSTAXIINCIDEN-TALS**PHONETOTAL PER DAYFROMTOMILEAGE DRIVENRATE PER MILEAMOUNT CLAIMED09/15/13DepSt Louis MO34.5030.0064.50Conway AR320.3511.20Ret5:30 AM**09/16/1333.000.0009/17/13*09/18/1328.7509/19/1319.7509/20/1365.5509/21/1323.0070.00123.00Little Rock Airport 5:00 PMBSUB-TOT EXPENDITURES239.0560.00369.05SUB-TOT MILEAGE64.00XXXX22.40**A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of StateF) Minor Purchases G)Meals for State Guests H)Other (Explain)*Hotel tax rateRECAPITULATION15.00%EXPENDITURE CLAIMED$369.05Jeremy BrunerMILEAGE CLAIMED$22.40ApprovalSupervisor (for Guest of State the Department Head)Signature of Traveler*TOTAL CLAIMED$391.45Project Coordinator AP/TravelerAmount Owed Traveler$123.45Travel Office SignatureTitle*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.
67 UCA's Travel Expense Reconciliation Form Expenses on the Ghost Credit Card, Sponsored Credit Card, or on a POName of Payee:Marcia GirdlerTravel PO Number:PDATENAME OF TOWN VISITEDPO # or CREDIT CARD TYPEHOTEL ROOMCOMMON CARRIERRENTAL CARINCIDEN-TALS**OTHERREGISTRATION FEE (C)TOTAL DIRECT BILLED PER DAYTOTAL FROM TR-1GRAND TOTAL DAILY EXPENSES09/15/13St Louis MO125.00493.00300.00938.0075.70*20.00**C09/16/13145.0033.00178.0009/17/1334.50179.5009/18/1328.75173.7509/19/1319.75164.7509/20/1365.55210.5509/21/130.00134.2001/00/00SUB-TOT EXPENDITURESXXXX870.00391.45**A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of StateF) Minor Purchases G)Meals for State Guests H)Other (Explain)*Hotel tax rate
68 *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.
69 Now require supervisory approval on the TR-1 or for Guest of State the Department Head Excessive expensesClaiming per diem rate everyday instead of actual expensesPersonal useActual travel dates (regular and standing)If trip was cancelledOther sources of funding
70 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
71 Settling Travel/TR-1TR-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:If expenses exceed the advance, the Travel Office will direct deposit your reimbursement. It is now mandatory that all reimbursements be direct deposited.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.)
72 Group TravelA written explanation of the purpose of the trip with a list of group members must be included.Account code & commodity code 96288Several 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 mealsThe 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.
73 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:Address:Number of Students:Campus Address:Amount of the Advance:Mode of Travel:Vehicle License Number:DateCity, StateLodgingMealsIncidentals*TOTAL$0.00TotalsN/A*Please explain Incidentals and you must have itemized receipts.DifferenceITEMIZED RECEIPTS ARE REQUIRED FOR ALL EXPENDITURES, INCLUDING MEALS.Signature of Responsible Party
74 AthleticsEntry fees should be paid for with a Purchase OrderInvoice/pamphlet must be sent from the vendor directly to the Travel Office or to
78 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 P and select Purchase Order Information [P ] you can see the purchase order details.ABCCAB
79 You can do “Next Block” by select “block” then selecting “Next” from the toolbar or you can do “control + page down” on the keyboard.
80 List below is the first screen List below is the first screen. If you keep doing “next block” you can see all the detail that goes with the purchase order.
81 The letter in the “Status” block indicates the status of the process 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.FGIDOCR
82 The “F” means the check has cleared the bank 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.
83 select “Options” then “View Status Indicators” To see a list of status indicators and what the letter stands for you canselect “Options” then “View Status Indicators”
87 GUIDELINES FOR USE OF SPONSORED CREDIT CARDS The Sponsored credit card can be used for, but not limited to:Airline ticketsCharter buses if not required to be bid HotelsMeals with a team/group of students.Incidentals within the scope of normal group travelConference feesMust have itemized receipts as well as the credit card receipts stapled together.
88 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
89 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 liquorPurchase of group apparel – T-shirts, jackets, shoes, etc.Not providing itemized receipts
90 Travel Card Transaction Log UNIVERSITY OF CENTRAL ARKANSASTravel Card Transaction LogTravel Card Liaison:Card No:Dept:Card Cycle Date:PO#Traveler's Full NameDestination City & StateDeparture & Return DatesTrans TypeTransaction DateVendor NameTotal CostAccumulated Expenses-TotalPlease send a justification memo for each lodging over the per diem rateI 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.Date:Department Head:
91 Billing cycle is from 16th of the month to the 15th and is due by the 20th. Due by the 20th of each month.
92 When the balance on a PO reaches “0 When the balance on a PO reaches “0.00” Accounts Payable will close the PO even on standing orders.
93 Recap of new items TR-1 Now has a place to list passengers Must be signed by your supervisorCan’t claim just gas but must claim mileageMust attached an itinerary or agenda for all conferencesThere is a new form for calculating advances
94 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)