The State of Arkansas,
through the Arkansas Department of Finance and Administration (DFA),
has made changes to travel procedures and payment options. These changes
issued January 2, 2003 necessitate revisions to UALR's Travel Policy
and Procedures.
MAJOR
CHANGES
Travel advances for normal travel are now limited to 50% of anticipated
costs of selected travel expenses. Under rare circumstances, an exception
for a greater travel advance is possible, but must be supported by specific
documentation. The requirement to file a TR-1 and repay any advance
in excess of actual expenses by the 5th business day remains
All American Express Corporate Travel Cards have been cancelled by the
State of Arkansas. A Visa card that can be used only for official travel-related
expenses is available. Approval for issuing the card and its use are
more restrictive than with the former card program.
PAYMENT
OPTIONS
"Prepayment directly to the vendor of airfare and registration
included in the travel authorization (TA) remain a payment option available
to the traveler. Likewise, the traveler may continue to pay all travel
costs with personal funds and seek allowable reimbursement upon return
from the trip. Please remember that meals should be reported as actual
not to exceed the maximum allowable cost for the travel location.
The change in policy by DFA brought good news in the form of expanded
options for payment of travel cost. These options provide greater control
and management of travel procurement for the traveler and their organization.
UMB Bank of Missouri is under contract to provide VISA credit card services
related to State of Arkansas employee travel as follows:
· Individual Travel Cards - Traveler
1. Card in the individual name of the traveler.
2. Payment of the Individual Travel Card charges is the sole responsibility
of the cardholder.
3. Charges are limited to official travel expenses only.
4. No personal travel or personal expense use is authorized even when
on official travel. (All charges are subject to monitoring by the State)
5. Cards are restricted to full time employees who can demonstrate a
need for official travel.
6. Cards with delinquent balances are automatically cancelled and are
not renewable.
7. Accounts not active for a 12-month period are automatically cancelled.
8. Contact the UALR Purchasing Office for an application to be completed
and returned to that office.
· Business Travel Account (BTA) - Organization
1. Account is normally in the name of the organization head (department,
etc). A physical plastic card is not supplied.
2. BTAs allow for direct billing/settlement of airfare, registration
and hotel expenses reducing the burden of payment for the traveler AND
reducing the need for a travel advance.
3. Payment of the charges to a BTA is the responsibility of the specific
organization of the University.
4. Application, approval and training is required before a BTA is issued.
5. Use and management responsibility of the BTA is at the individual
organization level.
6. BTA activity and management is subject to audit by UALR Finance (Financial
Services and/or Purchasing.
The Purchasing Office (569-3144) is the primary contact for response
to specific questions and guidance. As always, please contact my office
when you believe I can be of assistance.
