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Travel

Cooperative Extension Travel Policy - CESP 6-1

Division of Agriculture Travel Policies

PMGS 12-1

PMGS 12-4

  • Travel Reimbursements

    Claims for travel reimbursement will be allowed only for actual expenses incurred within the limits and restrictions of these regulations.  Reimbursements are NOT at per diem.  Except as otherwise noted herein, all claims for travel reimbursement must be made by the traveler, and payment will be approved only upon the basis of personal reimbursement, unless otherwise approved by the Travel Office. 

    All travel related expenses must be reasonable, necessary, and cost effective for CES.

    No reimbursement will be allowed to any traveler for personal entertainment, valet service, tips, flowers, alcoholic beverages, personal telephone calls, traveler’s check service charges, laundry or cleaning services, printing items, or any other items not considered official business.

    Employee may not include travel expense for another employee even when traveling together.

  • Processing Travel Reimbursements

    Reimbursements must be submitted to Financial Services for processing within the following time frames.

    • Reimbursements for In-State Travel - In state travel should be submitted on a monthly basis. Reimbursement received 90 days after the completion of the month of  travel will not be processed without approval from the appropriate Travel Administrator. 
    • Reimbursements for Out-of-State Travel - Out-of-state travel  should be submitted within 5 working days from the return of the trip. Reimbursement received 90 days after the last day of the out-of-state trip will not be processed without approval from the Appropriate Travel Administrator.
    • Travel reimbursement requests for travel in April, May, and June should be submitted prior to July 5th or as directed by the Travel Office for year-end processing.

    Reimbursement Accounts (TRAV-207) should be submitted with traveler’s original signature and original receipts.  In cases where the Travel Supervisor/Administrator is not located at the same Official Station as the traveler, signatures signed by the following will be accepted.  

    • Adobe
    • Docusign
    • Fax – Only using official fax from within a University of Arkansas System fax machine.
    • Scanned/Emailed – Only from within a University of Arkansas System Official email address.  Example: uaex, or uark,

    Original signed documents must be on file with the department if not sent to LRSO.

  • Receipts for Travel Reimbursements

    Receipts MUST be original and must be in the name of individual traveler.  Receipts need to be taped or glued to a blank piece of paper before submission.

     The following are the required receipts for travel reimbursement:

    • Lodging- Receipt must be in traveler’s name, show dates of stay, reflect the single room rate, plus applicable taxes and show that the balance has been paid in full.  If lodging is over the per diem, traveler must submit an approved Request for Special Travel Authorization TRAV-213.
    • Commercial Airfare, including the itinerary showing passenger name, date of flight, and itemized detail of charges.  Include baggage receipts.
    • Ground transportation (i.e. shuttle, train).
    • Taxi receipts when cost exceeds $25.  Tips are not reimbursable.
    • Parking receipts
    • Miscellaneous items purchased while on travel status (a detailed explanation as to why the purchase was made must be included).
    • Toll charges
    • Registration Fees – Receipt must show event
    • Car Rental
  • Travel Reimbursement Status

    Once the Travel FormTRAV-207 is received by Financial Services, it is date stamped and then worked in the order they are received.  Processing time can vary depending on the volume of Travel Forms.

    Due to delays that may occur in receiving supervisory approval or in mail delivery, we ask that you wait until the 15th of the month to inquire on the status of your travel.

  • Direct Deposit

    With direct deposit, your travel reimbursement check is automatically credited to your bank account as soon as your travel account or reimbursement request is processed - no waiting, no worrying, no hassle. To sign up simply prepare a Finance-224 and send it to the Financial Services Office along with a voided blank check or deposit slip. This form is also used to sign up for, change, or stop direct deposits.

  • Registration Fees

    Cost of registration at conferences and meetings is an allowable item of expense when supported by a receipt or canceled check. When a registration fee payment includes the cost of such items as meals and lodging, the traveler must not claim the same items separately.

  • Parking and Toll Charges

    Parking and toll charges for private, rental, or extension vehicles are reimbursable and may be claimed as a travel expense with appropriate receipts.

  • Taxi Charges

    Taxi charges may be claimed as a travel expense. Receipts are required for Taxi over $25.00.

  • Storage, Handling and Transporting Baggage, and Business Articles

    Charges incurred in storing, handling, and transporting items used in connection with an employee's official travel and standard charges for handling baggage other than "personal" may be reimbursed. (Maximum one bag per trip unless special permission granted)

  • Miscellaneous Travel Expenses
     All miscellaneous travel expenses incurred in connection with travel reimbursement request must be clearly identified and explained in detail on the travel expense statement. 
  • Mileage
     When departing from your residence, mileage should be calculated from your official station or your residence, whichever is closest to your destination point.

    Official Station will be the city or town of the employee's office or main work location, unless otherwise determined administratively.   

    Vicinity Mileage may be claimed within the city limits of cities visited on approved trips outside the headquarters county, city, or state. It may not be used for travel to points outside the city limits.  Usually, it is more practical to use point-to-point travel rather than reporting vicinity mileage. If reporting vicinity mileage the amount must be listed separately from official mileage and justified.  All mileage within the assigned territory must be reported on a point-to-point basis using actual speedometer readings.

    Miles will need to be rounded to the nearest whole number when reporting on TRAV-207.

    Mileage should be calculated by accessing the websites for Rand McNally (http://www.randmcnally.com) or MapQuest (http://www.mapquest.com).

    The current reimbursement rate for official business mileage is 42 cents per mile.

    Plane Fare in Lieu of Mileage

    PMGS 12-1

    Persons traveling by privately owned automobile will be reimbursed for the amount of coach plane fare or mileage at 42 cents per mile, whichever is less.  Unless documented otherwise, the following costs will be used in the plane fare calculation: price quote for airfare, travel agency handling fee, one round trip between office and the airport, $8 / day for airport parking, and $50 for shuttles, taxis, etc.

    Exceptions can be made when more than one person travel together and savings are documented. Justification for exemption must be included in the trip application.

    Mileage in Lieu of Meals and Lodging

    When a trip involves more than one day and an employee wishes to return home at night, reimbursement for mileage for the extra round trip(s) will not exceed the cost of dinner, lodging, and breakfast that would otherwise have been claimed.

  • Meals
     

    Meals without an Overnight Stay

    PMGS 12-1

    Reimbursement of meals for one-day travel without an overnight stay is not allowed. 

    Meals with an Overnight Stay

    Your actual cost of meals up to per day maximum will be reimbursed.  The daily per Diem for meals is listed under the Federal Travel directory at:  http://www.gsa.gov

    Meals en route and from the employee’s original station are subject to the following:

    1. Breakfast maybe claimed if the employee leaves their official station prior to 6:30 a.m.
    2. Lunch may be claimed if the employee leaves their official station prior to 11:30 a.m., and when returning to home station they arrive by 12:30 p.m.
    3. Dinner may be claimed if the employee leaves their official station prior to 5:00 p.m. and when returning they arrive by 6:30 p.m.

    Meals that fall on the first and last day of travel will be reimbursed at 75% of the daily per diem.

    Tips are allowable on meals not to exceed 15%.

    No alcohol beverages are allowed for reimbursement.

    Complementary Meals/Conference-Registration Meals

    Meals provided by a common carrier or a complementary meal provided by a hotel/motel does not affect the maximum meal allowance per the Federal Travel Directory.

    Meal reimbursement requests must be reduced for meals provided as part of the conference registration   A copy of the conference itinerary will need to be provided with travel account in order to process.

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

    1. The traveler is unable to consume the meal provided because of medical requirements or religious beliefs;
    2. The traveler purchased substitute meal(s) in order to satisfy their medical requirements or religious beliefs;
    3. The traveler was unable to take part in the provided meal due to the conflict of official business.
  • Lodging

    Lodging will be reimbursed at the Federal daily per Diem depending on location of for the trip (see the Federal Travel directory at:  http://www.gsa.gov).  For lodging that is over the Federal daily per diem, travelers must have an approved and signed Request for Special Travel Authorization formTRAV-213on file with Financial Services.

    Lodging receipts are required with the following Information:

    • Date of check in and check Out
    • In traveler’s name
    • Single room rate and tax charged
    • Payment of Balance Due

    If the lodging bill is being split, both parties must have receipts in their names. No expenses for meals or lodging will be allowed within the city or town of the employee’s Official Station or within 50 miles radius (unless specifically authorized by the Travel Administrator).

    Lodging in Private Homes will not be reimbursed.

    When TCard is used to make reservations for hotel, obtain a credit authorization slip from the hotel.  Complete the form and return it to the hotel.  This will ensure that the traveler will not need actual TCard when checking in or out of hotel.

  • Transportation
     

    Extension will reimburse transportation at the most economically and advantageously method which benefits CES.

    Taxi Fare  

    Taxi fare is not allowable when mileage is paid or when plane fare is claimed in lieu of mileage

    If a traveler pays a tip for ground transportation, the tip will NOT be reimbursed by Extension.

    Common Carriers

    Extension will reimburse travel by commercial air for non-refundable coach class accommodations only. Tickets should be purchased at least 14 days in advance when possible.  Airline tickets purchased less than 14 days in advance require justification on the TRAV-210 form as to why the tickets were not purchased at least 14 days in advance.  

    Departmental Travel Card should be utilized when at all possible. 

    The traveler must submit an itinerary for flight with an itemized receipt of the charges incurred.  Receipt must be itemized, dated, reflect traveler’s name, and indicate that the balance due has been paid.

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

    Cost of preferred seating is not reimbursable unless no other seating is available and must be justified in writing with the reimbursement request.

    Privately Owned Aircraft

    Privately owned aircraft reimbursement is calculated at 52 cents per nautical mile.

    Charter Flights

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

    Private Vehicle

    CESP 6-1 for more information

    If private vehicle is used, mileage shall be reimbursed and computed using map mileage.  Mileage shall be computed from the traveler’s official station or residence whichever is less, to the destination.  Reimbursement will be the rate as established by the Chief Fiscal Officer of the State.  This rate is currently .42 cents per mile.  You may use http://www.randmcmnally.com/ or http://www.mapquest.com for mapping trip.  Traveler’s private vehicle license # must be on Trav 207 in order to get reimbursed.

    Vehicle Rental 

    CESP 6-1 for more information

    When renting a vehicle within the State of Arkansas and where available within the United States, the mandatory Enterprise rental car contract must be utilized unless a documented exception is noted. Traveler must provide an itemized rental receipt for the vehicle rental to Financial Services.

    Financial services will verify if any optional insurance was purchased on the rental.  Extension will not reimburse for any optional insurance purchased by the traveler.

    Vehicle Rental requires approved justification.

    Use of Extension Vans

    Vans may be used for official Extension business only and are available on a first-come, first-served basis. Use TRAV-204, Request for Use of Extension Vans to reserve a van.

    Vans may be used only when 4 or more individuals are traveling to the same destination.

    Vans must be driven by an authorized Extension employee. In exceptional situations, a request may be submitted for administrative approval to allow a non-extension person to assist with the driving. This written request must include the person’s name and address with a photocopy of the individual’s valid driver’s license.

    Purpose of trip must be justifiable to state/federal auditors and the public relations impact should also be considered.

    Van usage will be charged against individual/departmental travel budgets. Faculty using the vans for professional improvement trips while on official time will be required to reimburse C.E.S. at the rate currently allowed by state travel reimbursement.

    Vans may be used for the following educational activities if accompanied by an Extension employee. Cost of a van is charged at the rate currently allowed by state travel regulations:

    Extension Homemakers
     • Master Gardener
     • 4H Groups
     • Professional Extension Associations

  • Out of State
     

    A complete Out-of-State Trip Application Form TRAV-210 should be on file with Financial Services 2 weeks prior to trip.  The purpose of the Out-of-State Trip Application is to provide a summary of the anticipated expenses for your trip and the dates that you will be away from your official station.

    If prior approval is not received within 2 weeks of the date of travel, the traveler will need to include a justification explaining why prior approval was not received.

    Financial Services will review application for accuracy.  If approved, Financial Services will send an approved copy of the application back to the traveler.  If the application is not approved, Financial Services will notify the traveler of what steps are needed in order to complete the application for approval.

    Employee is considered on travel status a maximum of one day before and one day after an official event.  Exceptions may be allowed when the most economical and advantageous method of travel requires more than one day of travel. Justifications for exceptions must be included in the Travel Authorization description and preapproved by the Chief Financial Officer (CES) or their designees.

    Instructions to complete the TRAV-210

  • Non Extension and Guest
     

    An authorized Travel Authorization form for Non-Extension Employees & Guests TRAV-229 submitted by an extension employee must be on file and approved by Financial Services before a travel claim can be paid for Non-Extension and Official Guests. 

    Travel expenses must be submitted on Travel Form TRAV-207 for a Non-Extension Employee or Guest to receive reimbursement for their travel expenses. The traveler should make sure to obtain appropriate signatures, and submit required documentation to Financial Services to receive their reimbursement.   

    Instructions to complete the TRAV-229

  • In State Travel

    In-State travel reimbursements should be reported on Travel Account Form TRAV-207 and should be submitted on a monthly basis.  Only one In-State travel reimbursement request per month is allowable.  The TRAV-207 should be submitted to your supervisor within 5 working days after the end of the month.  All In-State reimbursements should be received in Financial Services within 90 days after the completion of the month of travel with all appropriate signatures, required receipts, and documentation.   All loose receipts will need to be attached by glue/tape to a blank piece of paper for processing.

    All instate travel must be submitted by July 5 for the fiscal year ending June 30th.

    Quick Tips for In State Travel:  Mileage with overnight stay for travel that occurs in two different months should be reported in both months but charged only for the current month.  Zero “O” miles will be noted for the other month.

    The following are examples of improper and proper statements for purpose and mileage section of Trav-207

    Improper

    Proper

    Youth Group Meeting

    Youth Group Meeting - Food   Preparation

    Youth Group - E.F.N.E.P.

    E.F.N.E.P. Youth Group - Meal   Planning

    Assist with E.H.C. Meeting

    E.H.C. Meeting - Clothing   Selection

    Picked up speaker for meeting

    Discussed mtg. program - Parenting   Skills

    Delivered film for processing

    Discussed program visibility with   media

    County fair board meeting

    Discussed educational exhibits for   county fair

    Border City Travel

    Trips to border cities that are necessary to carry out routine job responsibilities and does notrequire overnight lodging should be considered in-state travel. Expenses will be reimbursed at in-state rates and reported on the regular monthly travel account.  This would include routine trips to border cities to attend committee meetings, to pick up materials, or to visit a government office.  Example of border city: Memphis TN and Texarkana Texas.  No out-of-state trip application will be required for these one-day trips.

    Travel to border counties and cities that require overnight lodging require an Out-of-State Trip Application TRAV-210 to be filed two weeks prior to the departure. A Request for Special Travel Authorization, TRAV-213, may be submitted with the out-of-state trip application when the traveler is requesting authorization to exceed the maximum daily allowance for lodging. The request for special travel authorization must contain a proper and complete justification

    Instructions for completing Trav 207 for In State

    Example of Split Month Travel

  • Out of State Travel

    The traveler will submit to Financial Services an approved TRAV-207 within 5 working days after the completion of the out of state trip with a copy of the approved Out-of-State Trip Application TRAV-2100 for Extension Employee’s or TRAV-229 for Non Extension Guest, along with all appropriate signatures, required receipts, and documentation.   All loose receipts will need to be attached by glue/tape to a blank piece of paper for processing.

    Instructions for completing the Out-of-State Trip Application Form

    Instructions for completing Non Extension Trip Application Form

    Instructions for completing Out of State Trav-207 Form

    Border City Travel

    Trips to border cities that are necessary to carry out routine job responsibilities and does notrequire overnight lodging should be considered in-state travel. Expenses will be reimbursed at in-state rates and reported on the regular monthly travel account.  This would include routine trips to border cities to attend committee meetings, to pick up materials, or to visit a government office.  Example of border city: Memphis TN and Texarkana Texas.  No out-of-state trip application will be required for these one-day trips.

    Travel to border counties and cities that require overnight lodging require an Out-of-State Trip Application TRAV-210 to be filed two weeks prior to the departure. A Request for Special Travel Authorization, TRAV-213, may be submitted with the out-of-state trip application when the traveler is requesting authorization to exceed the maximum daily allowance for lodging. The request for special travel authorization must contain a proper and complete justification

  • Foreign Travel

    PMGS 12-4

    http://www.uaex.edu/division/docs/policies/pmgs-12-4.pdf

    An International Travel Approval Form  PMGS 12-4 and TRAV-210 must be turned into Financial Services before traveler engages in travel.  The form must be signed by the appropriate Unit Head/Department Head.  If traveler encumbers costs prior to approval, they risk their claim not being paid.

    Meals for foreign travel will be reimbursed at actual expense, not to exceed $50 for a full day of travel, or $10 for breakfast, $15 for lunch, and $25 for dinner.  Authorization for reimbursement beyond these limits will be approved only in extenuating circumstances.  When such additional authorization for foreign travel is needed, a “Special Travel Authorization” form should be filed.

    Actual expense for lodging on foreign travel may be claimed without special authorization.

    Within 5 working days after completion of the trip, traveler must submit the approved PMGS 12-4, approved TRAV-210, and submit a TRAV-207with required receipts and documentation to Financial Services for processing. 

  • Individual

    Travel advances are available for Out-of-State Travel on official business, where Extension funds are being used.  The advance is calculated at 50% of the estimated meals, mileage, and taxi charges.

    The Procedure that is followed for Travel Advances is as stated:

    • Employee files form TRAV-210 (Out- of- State Trip Application), and check the “travel advance requested” box.
    • A TRAV-224 (Travel Advance Agreement) will be issued to the employee following the receipt of the approved out of state trip application.
    • Employee submits the completed copy of the TRAV-224 to Financial Services.
    • Financial Services issues payment for the advance approximately 1 week in advance of trip.
    • Employee files travel expense reimbursement claim TRAV-207 and all receipts within five (5) working days of completion of trip. 
    • Financial Services will reconcile the account upon receipt of the claim.  Payment of the net difference will be issued to the employee.  If the advance is greater than the reimbursement, the employee will be notified of the difference due to Extension.  Employee will be responsible for reimbursing Extension for the difference due.
    • Travel Advance request must be for at least $200 to be eligible.
  • Out of State Group
     

    A travel advance for group travel must be approved before submitting to Financial Services.  An employee may be advanced 90% of the estimated expenses for overnight group travel.  The employee should follow the following steps to request an advance:

    • Employee should complete an Out- of-State Trip Application TRAV-210 and a Travel Authorization for Non-Extension Employees and Guests TRAV-229.  On the TRAV-210 the employee should check the box for a travel advance and indicate in the remarks section an advance is necessary for group travel.  One TRAV-229 may be completed for the entire group by indicating “see attached” for the names and information.
    • The completed and approved forms should be submitted to Financial Services at least two weeks prior to travel departure. Upon receipt of the complete and approved forms, Financial Services will send a travel advance agreement to be signed by the requestor and returned.
    • Once the traveler submits the approved and signed travel advance agreement to Financial Services, Financial Services will issue payment to the traveler.  The traveler will receive the travel advance approximately 1 week in advance of trip.
    • Employee files travel expense reimbursement claim TRAV-207 and all receipts within five (5) working days of completion of trip. 
    • Financial Services will reconcile the account upon receipt of the claim.  Payment of the net difference will be issued to the employee.  If the advance is greater than the reimbursement, the employee will be notified of the difference due to Extension.  Employee will be responsible for reimbursing Extension for the difference due.
  • In State Group
     

    Employees should follow the steps listed to request a travel advance for Over Night In-State Group Travel:

    • Employees should submit a TRAV-229 and a written expense estimate to the Accounts Payable in Financial Services within two weeks prior to travel departure.  The estimate may be emailed to Financial Services.
    • Financial Services will review the written expense estimate and issue a travel advance agreement TRAV-224 to the requestor.
    • Once the traveler returns the approved and signed travel advance agreement to Financial Services, Financial Services will issue payment to the traveler.  The traveler will receive the travel advance approximately 1 week in advance of trip.
    • Employee files travel expense reimbursement claim TRAV-207 and all receipts within five (5) working days of completion of trip. 
    • Financial Services will reconcile the account upon receipt of the claim.  Payment of the net difference will be issued to the employee.  If the advance is greater than the reimbursement, the employee will be notified of the difference due to Extension.  Employee will be responsible for reimbursing Extension for the difference due.
  • Travel Agency

    Departments should utilize the Administrative Travel Card when possible.  If a departmental T-Card is not available, Financial Services will use a travel agency to purchase airline tickets.  Employee should submit a preferred itinerary for their trip, along with their completed TRAV-210 (Out of State Trip Application) and TRAV-231 (Request for airline reservation).  Travel agency fees associated with purchasing the tickets will be charged back to the Unit’s fund and org number.   

    If traveler uses personal funds, they will not be reimbursed until the trip has been taken.

  •  Professional Development Travel

    The Office of the Associate Vice President will offset travel expenses for (1) national association meetings, (2) professional development presentations and (3) the Public Issues Leadership Development Conference (PILD). Refer to the Procedure section below for specific instructions.

    National Association Meetings

    Voting Delegates, Officers (Officers must also be voting Delegates), Distinguished Service Award (D.S.A.) Recipients and National Award Recipients who are attending a national association meeting may be eligible for travel expenses with the following conditions:

    • The incentive applies to county Extension agents, faculty, program associates, program technicians and support specialists. Other non-classified employees are not eligible for this incentive.
    • CES will reimburse actual expenses up to $400 in accordance with established travel policy.
    • Employees are only eligible for either the $400 (as either an award winner or voting delegate) OR the $750 for professional development but not both.
    • The annual meetings of the National Association of County Agricultural Agents, the National Extension Association of Family and Consumer Sciences, the National Association of Extension 4-H Agents, and Epsilon Sigma Phi.
    • The president of each professional organization should provide a list of voting delegates and award winners to the Office of the Associate Vice President.
    • If additional family members travel to the meeting with the employee, no reimbursement may be made for these individuals.

    Others – All others desiring to attend will be granted official time not to exceed the number of days of the meeting itself plus one day’s travel time before and after the meeting. Employees may attend no more than one national association meeting on official time during each fiscal year.

    Official Time Trips – Approval of official time may be granted to state Extension faculty for trips that are considered to be of value to them in their fields of work or for trips that are made in cooperation with other agencies or groups. No expenses will be reimbursed.

    Professional Development Presentations

    Non-classified personnel making educational presentations at national or regional professional meetings may be eligible for professional development funds with the following conditions:

    • The incentive applies to county Extension agents, faculty, program associates, program technicians and support specialists. Other non-classified employees are not eligible for this incentive.
    • It is only available to an employee for one meeting per fiscal year. 
    • C E S will reimburse actual expenses up to $750.00 in accordance with established travel policy. 
    • Employees are only eligible for either the $400 (as either an award winner or voting delegate) OR the $750 for professional development but not both.
    • Opportunities for this incentive will be available throughout the year as requests are submitted to the Associate Vice President for Agriculture - Extension.  See the Procedure section for specific instructions on requesting the funds.
    • If it is a joint presentation by more than one Extension employee at the national or regional professional meeting, funds may be divided among the team as appropriate.

    Public Issues Leadership Development Conference (PILD)

    The professional organizations (AACES, ACAAA, AAE4-HA, ESP and NEAFCS-AR) send a representative to the Public Issues Leadership Development Conference (PILD). The Office of the Associate Vice President will offset travel expenses for each representative.

    • CES will reimburse actual expenses up to $800.00 in accordance with established travel policy.
    • Requesting funds for the PILD Conference does not affect fund requests for national association meetings or professional development presentations.
    • See the Procedure section for specific instructions.

    Procedure

    $400 - National Association Meeting Award Winner of Voting Delegate, For either an award of a voting delegate but not both.

    1. Send all of the following items to the appropriate supervisor:
        1. TRAV-210, Out of  State Trip Application with all applicable supporting documents (special Authorization, etc.)
    2. The supervisor will send it through the appropriate approvals and then to Office of the Associate Vice President for the appropriate fund and org number.
    3. It must come to the Office of the Associate Vice President for final approval.

    $750 - Professional Development for presenting an oral presentation or a poster.

    1. Send of the following items to the appropriate supervisor:
        1. Trav-210, Out of State Trip Application with all applicable supporting documents (special Authorization, etc.)
        2. Letter addressed to the Associate Vice President for Agriculture-Extension requesting the $750 incentive.
        3. A Copy of the acceptance letter/email and the material submitted for the presentation or an official agenda showing the author's name and title of the presentation/poster.
    2. The supervisor will send it through the appropriate approvals and then to office of the Associate Vice President for the appropriate fund and org number.
    3. It must come to the Office of the Associate Vice President for final Approval.

    $800 - Public Issues Leadership Development Conference (PILD) attendees.

    1. Send all of the following items to the appropriate supervisor: 
        1. TRAV-210, Out of State Trip Application with all supporting documents (special Authorization, airline request, etc.)
    2. The supervisor will send it through the appropriate approvals and then to office of the Associate Vice President for the appropriate fund and org number.
    3. It must come to the Office of the Associate Vice President for final Approval.
  • Travel Accident Insurance

    Insurance coverage is provided for employees who are in travel status on behalf of Extension.  Employee will not be reimbursed for any additional insurance that they might purchase.

    CESP8-13 Extension Policy covering travel insurance

  • Travel Insurance 4H Groups
    4-H State and National Events require Event Insurance.  Contact the 4-H Event Coordinator at 501-671-2271 for more information.
  • Business Auto Insurance
    Business Auto Insurance provides coverage for autos that are rented for official business use only.  Extension should be listed as the renter in addition to the employee, if possible.  Employees keeping a rented car for personal use after the business portion of the trip is completed are responsible for the vehicle and their liability for the personal use portion.  Employee should arrange to verify their own insurance coverage for personal time.

    Employees who use their own personal vehicle for Extension business travel must carry at least the minimum limit of auto liability as required by law.

    Employees should report travel accidents on form MISC-110 and contact Facilities Management at 501-671-2275 immediately.

  • Moving Expense

    The Associate Vice-President for Agriculture-Extension will notify the employee in writing that the moving expense may be claimed.  Financial Services will determine whether or not a particular expense qualifies for reimbursement. 

    Employees can contract a Preferred Moving Company or a Non-Preferred Moving Company. 

    Employees who contract preferred moving companies should schedule the move as soon as possible upon acceptance of employment and offer by Extension to pay for moving expenses.  Move must take place no later than one year from the start of employment. 

    For Preferred Moving Companies, employees should contact the local representative for Extension.   The contact for Extension’s local representative is A-1 Daniel Moving & Storage Co Inc. The contacts for Extension are Shelia Waldrop or Jo Bardin.  When calling ask for U of A Cooperative Extension Service pricing.  A-1 may be contacted by calling 1-800-282-6608 or by faxing to 501-375-1075.

    If an employee decides not to contract with the preferred moving company, three written moving estimates must be secured.  On-line estimates will not be accepted by Financial Services.  Justification should be provided if the firm with the lowest estimate is not selected.  Receipts are required for all reimbursements. 

    To receive reimbursement, employee must submit the original invoice, the signed approval letter, original receipts and the 3 written estimates if not using the preferred moving company to Financial Services along with the Form PURCH -306,”Estimated Cost of Moving Expenses” in order to file for reimbursement. .

  • Relocation Expenses
     Relocation Expenses should be entered as a requisition directly to the contract moving company when possible instead of a personal reimbursement.  Receipts are required. See Federal Publication #521 at http://www.irs.gov/publications/p521/ar02.html.
  • Use of Extension Vehicles

    To comply with University of Arkansas Board Policy, applicable statutes of the State of Arkansas, and the Division of Agriculture, Extension has adopted the following vehicle use policy:

    Vehicles should be used for official business purposes only. All occupants in Extension vehicles should be traveling in conjunction with official business purposes for the University of Arkansas.

    Extension vehicles should be driven by Extension employees only. Administrative approval must be obtained by individual employees who plan to drive the vehicle home at night before leaving the next day on assigned business.

    Vehicles are not to be used for routine commuting back and forth to the office.

    Drivers must wear safety/seat belts at all times while operating Extension vehicles.

    Drivers of Extension vehicles, trucks and on-road equipment must have a valid driver’s license to operate the vehicle driven.

    Employees under the age of 18 are prohibited from driving Extension vehicles.

    Appointed, temporary and seasonal workers who drive Extension vehicles will complete an E.H.I.R.E.-199: University of Arkansas Vehicle Safety Program Authorization Form, a release to permit the Division to check an employee’s driving record via the Arkansas State Vehicle Safety Information Network.

    Drivers are to read and adhere to the Driving Safety Tips provided as part of the Arkansas State Vehicle Safety Program.

    Extension vehicles left at the Little Rock State Office (LRSO) overnight are to be parked in the fenced lot at the back of the complex. Vehicles should be locked at all times. Equipment such as computers, cameras, etc., should not be left in vehicles overnight.

    Vehicles returned to the LRSO fenced lot are to be left with no less than half a tank of fuel. When vehicles in use are down to a quarter of a tank of fuel, they should be filled as soon as possible.
  • License Plates and Division of Agriculture Decals
    State regulations require that all state vehicles, except those exempted by executive order, bear two state license plates, front and back. It is the responsibility of the person driving the vehicle to make sure that both plates are affixed to the vehicle at all times. Lost or missing plates must be reported to the Director of Physical Plant immediately.

    State regulations require that all state vehicles, except those exempted by executive order, bear an approved decal affixed to each front door. Division of Agriculture decals are the approved decal for Extension vehicles. The Physical Plant applies these decals to each new vehicle when purchased. Drivers should note the presence and condition of the decals, and if damaged or missing, report this immediately to the Director of Physical Plant.

  • Vehicle Report-Monthly
    Unit heads will assign a person to be responsible for compiling and submitting a monthly report of vehicle usage to the Physical Plant by the 5th day of the following month. The Physical Plant uses this information for reporting to the Department of Finance and Administration.

    The Vehicle Report Worksheet TRAV-308 must be completed to include the following information and attachments:

    • License Number of the vehicle.
    • The month and year being reported on.
    • Odometer reading (Beginning 1st day of month and ending last day of month).
    • Total miles driven for the month.
    • The total amount of maintenance and repair costs incurred during the month.
    • Funds and orgs for the distribution of charges.
    • The name of the person submitting the report.

    All maintenance receipts need to be attached.  Multiple charges need not be broken down on the report. If a purchase was paid for from personal funds, attach a copy of the receipt to your vehicle report.  The original receipt will be submitted to financial services as a personal reimbursement on PURCH 330.  If the charges are over $250, form PURCH 330B will also need to be completed.

    Gas tickets will need to be attached on a blank piece of paper using tape or glue.  

    All gas consumed should be reported in order to get an accurate reflection of miles per gallon. Each ticket should include:

    • The amount of gas purchased.
    • The total cost of gas purchased.
    • The vehicle license number.
    • Optional: A calculation of miles per gallon.
  • Maintenance of Extension Vehicles
     Unit heads will designate a responsible person to assure safe operation and routine maintenance of the department’s assigned vehicle(s). A maintenance schedule will be placed in the glove box of each vehicle. It is the responsibility of the designated employee to follow the maintenance schedule.  The completion of that maintenance will be documented on the monthly report with any receipts from the completed maintenance and should be forwarded to facility management.   Maintenance of Extension vans will be the responsibility of the Director of Physical Plant. All state purchasing regulations must be followed in the purchase of tires, batteries and other repair parts for the vehicle. Contact the Purchasing Department in Financial Services for assistance with appropriate regulations.
  • Maintenance Schedule
     Employees driving Extension vehicles are responsible for checking and maintaining adequate levels of the following:
    • Oil level
    • Coolant level
    • Windshield fluid level
    • Accessory belts should be checked at each oil change
    • Prior to getting into a vehicle, walk around vehicle and check for low tire pressure, cracked glass, scratches, etc.
    • Change oil and filter every 6,000 miles. If vehicle is used for towing, stop and go driving, vehicle has more than 75,000 miles, or operated in dusty areas, change every 3,000 miles (all vehicles). Under no circumstances should oil change intervals exceed 6000 miles.
    • Check battery fluid levels every 24 months or 24,000 miles (all vehicles).
    • Change engine coolant every 30,000 miles or 36 months (all vehicles).
    • Rotate tires every 6,000 miles (all vehicles).
    • Replace spark plugs every 30,000 miles (all vehicles).
    • Replace air cleaner filter every 30,000 miles, or more often if driving in dusty areas (all vehicles).
    • Replace PCV valve every 60,000 miles (all vehicles).
    • Inspect all brakes every 30,000 miles, more often if in stop and go or driving in hilly areas.
    • Under normal highway driving, change automatic transaxle fluid at 120,000 miles. If the vehicle is used for towing, stop and go driving, and/or in duty areas, change fluid every 30,000 miles.
    • Replace camshaft drive belt (all vehicles, if equipped) at 100,000 miles.
    • This maintenance schedule is to be used as a guide only. For a more detailed schedule, consult your owner's maintenance schedule located in each vehicle glove box.
  • Emergency Repairs

    Emergency repairs on an Extension vehicle may be handled at a vendor without a blanket account established if the employee is able to verify with the vendor that they will invoice for payment rather than requiring a purchase order number before releasing the vehicle. Call Purchasing for help in locating suitable vendors. The employee should complete an online requisition upon returning to the office and send the invoice to Financial Services. Please check warranty for any possible coverage before authorizing repairs. 

  • Use of Extension Vans

    Vans may be used for official Extension business only and are available on a first-come, first-served basis. Use TRAV-204, Request for Use of Extension Vans to reserve a van.

    Vans may be used only when 4 or more individuals are traveling to the same destination.

    Vans must be driven by an authorized Extension employee. In exceptional situations, a request may be submitted for administrative approval to allow a non-extension person to assist with the driving. This written request must include the person’s name and address with a photocopy of the individual’s valid driver’s license.

    Purpose of trip must be justifiable to state/federal auditors and the public relations impact should also be considered.

    Van usage will be charged against individual/departmental travel budgets. Faculty using the vans for professional improvement trips while on official time will be required to reimburse C.E.S. at the rate currently allowed by state travel reimbursement.

    Vans may be used for the following educational activities if accompanied by an Extension employee. Cost of a van is charged at the rate currently allowed by state travel regulations:

     • Extension Homemakers
     • Master Gardener
     • 4H Groups
     • Professional Extension Associations
  • Vehicle Accident Reporting Procedures

    Vehicle Accident Reporting Procedures

    Employees involved in motor vehicles accidents while driving an Extension vehicle must follow the procedures outlined below:

    Notify the police immediately to insure a proper investigation.

    Gather all pertinent information

    • Name, address, driver’s license number and insurance company name and policy number of other drivers.
    • Make model, year, and license plate number of other vehicles.
    • Name and address of all witnesses.
    • Do not volunteer information or admit fault.
    • Assist where needed.
    • Notify the office of Associate Vice-President for Agriculture - Extension as soon as possible with the following information: 
    • Date, time and location of accident.
    • Number of Extension personnel involved.
    • Report any injuries and how serious.
    • Report the number of vehicles involved.
    • Whether the Extension vehicle can be driven or must it be towed.

    Complete form MISC-110

    Reports of any travel-related accident and any questions regarding insurance coverage should be directed to the UACES Facilities Management office at (501) 671-2275.