PURPOSE

The purpose of this policy is to notify departments within the University of Arkansas for Medical Sciences (UAMS) of the procedures to be followed in requesting reimbursement of costs incurred by UAMS employees during official travel.

POLICY

Reimbursement for travel expenses will be made only for those items of actual expense incurred in connection with the official duties of the traveler, and within the limits and restrictions of Arkansas State law and UAMS guidelines.

An employee may not be reimbursed for any travel expenses prior to travel occurring except in cases where it is pre-approved by the UAMS Travel Office.  Adequate justification and documentation showing the prior approval of their department chair or dean must be submitted to the Travel Office with the trip request.

Reimbursements cannot be requested beyond one year from the ending date of the trip.

A travel reimbursement(s) cannot be requested after cessation of employment, unless trip was entered and approved in SAP prior to termination.

PROCEDURE

1.       Employees requesting reimbursement for expenses incurred for official travel and related expenses must complete a Travel Expense Statement in SAP within 30 calendar days from the end of the trip.  When a trip occurs at fiscal year end, and/or transcends both fiscal years, the Travel Expense Statement form should be filed immediately upon return from the trip so the expenses will post in the correct accounting periods.

2.       The completed Travel Expense Statement must be submitted with appropriate documentation to the Travel Office, Slot # 545, for audit and payment.

3.       Travelers must obtain hotel lodging receipts and commercial transportation receipts. All required, original receipts must be attached to the form upon submittal to the Travel Office.

4.       Each state employee incurring travel expenses is required to file an individual Travel Expense Statement. Each traveler must report only his/her own expenses on the Travel Expense Statement form and is prohibited from including the meals or lodging on behalf of any other person.

5.       The reimbursement rate for mileage in private automobiles used for official travel is set by the State Department of Finance and Administration.  The current rate may be found at the State of Arkansas Website under Department of Finance and Administration, Office of State Procurement, Travel Regulations. Reimbursement is limited to the lesser of coach class airfare or the mileage rate allowed for private car travel.

6.       Meals are reimbursed for out-of-state travel, international travel and for overnight travel within the State of Arkansas. The current reimbursement rate for meals is the Federal Per Diem Rate, which may be found at www.policyworks.gov. Follow the travel links to the domestic per diem rates. Note: Reimbursement should be requested for the actual cost NOT to exceed this per diem.

7.       Reimbursement for lodging is normally limited to the single room rate. Anything other than the single room rate must be justified.  Employees sharing a room should claim one-half of the nightly room rental rate and taxes on their respective Statement of Travel Expense form.

8.       Actual lodging charges are reimbursed upon presentation of an original commercial lodging receipt attached to the Travel Expense Statement form. The original commercial lodging receipt should show dates of occupancy and the name and address of the place of lodging. Copies of lodging receipts are acceptable only to document more than one person occupying the same room.

9.       Reimbursement claims for partial days of travel (during which all four allotted items including breakfast, lunch, dinner and lodging, are not included in the claim), must be reasonable and proportional to amounts claimed for the same items claimed for an entire day. Travelers must be aware that reimbursement is to be claimed for actual expenses for meals and lodging within the limitations set forth herein, and the maximum must not be claimed unless expenditures for such purposes are actually made.

1.         (15%) Breakfast may be claimed if the employee leaves their official station prior to 6:30 am. 

2.        (35%) Lunch may be claimed if the employee leaves their official station prior to 11:30 am, and when returning to home station if he/she arrives after 12:30 pm.

3.        (50%) Dinner may be claimed if the employee leaves their official station prior to 5:00 pm; and when returning, they arrive after 6:30 pm.

10.    In addition to review in the UAMS Travel Office, travel expenses are subject to audit by the State Legislative Audit, UA System Internal Audit and others as needed.

11.    Departments should seek and utilize discounted airfare rates whenever possible.  Reimbursement is limited to the lesser of coach class or the mileage rate allowed for private car travel.   If the airfare itinerary reflects first class fare, explanation of usage must be described and/or documented prior to reimbursement or payment.

12.    In addition to the reimbursement for meals and lodging allowed for the total number of days during domestic travel activities by commercial air, travelers may also be allowed reimbursement for meals and lodging for one day prior to the scheduled beginning date of activity, and one day following the ending date of activity, depending upon time of arrival, etc. This additional reimbursement is subject to approval of the UAMS Travel Manager.

13.    Departments may make air travel reservations with the airline or travel agency of their choice.  However, certain travel agencies have agreed to provide services to UAMS at special rates. Information concerning these agencies may be found at the UAMS website under  www.uams.edu/finance/travel.

14.    Employees who are driving are permitted travel time of one day for each 450 miles driving both to and from the event. For example, if the one way distance from Little Rock to the destination is 600 miles, a total of four days travel time would be allowed.

15.    When two or more employees travel on official business in the same personal motor vehicle, reimbursement shall be limited to the owner of the vehicle only. UAMS has no responsibility whatsoever for any maintenance, operational costs, accidents, fines, tolls, insurance, etc., incurred by the owner of any personal vehicle used while on official business. Reimbursement for business use of personal vehicles is limited to the mileage rate discussed above.

16.    All applicable laws and regulations must be followed in the operation of any vehicle on official business, including compliance with the UAMS Safety Program.

17.    Travelers requesting the use of a University owned vehicle must submit a requisition to the Physical Plant Department accompanied by an approved Travel Authorization.

18.    Emergency repairs to University vehicles are reimbursable. An original itemized invoice and a commercial receipt are required for reimbursement.

19.    Justification for use of a rental car must be made and approved on the Travel Authorization (TA). For example, if an employee is not staying at the conference site hotel due to lodging costs, and the cost of a rental vehicle, including parking, is less than the difference in lodging cost, the cost would be economically justified. If prior approval has not been obtained on the TA, an explanation of the need for the rental vehicle must be given on the Travel Expense Statement and is subject to the approval of the UAMS Travel Manager before any reimbursement can be made.

20.    Reimbursement for use of privately owned aircraft may be authorized. At the date of this policy, the rate is .45 per nautical mile. The current rate may be found at the State of Arkansas Website under Department of Finance and Administration, Office of State Procurement, Travel Regulations.

21.    Registration fees for conferences, conventions, and seminars may be paid in advance through SAP Travel or the use of the Departmental BTA(VISA). However, if one must register on-site, reimbursement shall be permitted when accompanied by the "official" statement of the registration fees and an original commercial receipt showing payment.

22.    Parking fees shall be reimbursable when accompanied by an original commercial receipt.

23.    Taxi fares shall be reimbursable. Employees should obtain a receipt when possible.

24.     Telephone calls shall be reimbursable when made for business purposes and are certified as business calls by the traveler.

25.     Reimbursement shall not be allowed for personal entertainment, alcoholic beverages, tips, valet services, flowers, laundry or cleaning.  However, incidental expenses directly related to the business purpose of the trip may be allowed with proper documentation and approval.  Arkansas State Statute does not allow for reimbursement of tips or gratuities.

26.    Reimbursement shall not be allowed to any traveler for meals or lodging within the traveler’s "Official Duty Station."

27.    Where available, and where accepted by the travel vendor (hotel, airline, travel agent, conference sponsor, etc.) hotel registration, airfare, and conference or seminar registration fees may be charged to a departmental Business Travel Account (BTA).

28.    Direct billing for lodging shall not be permitted in general; however, special circumstances sometimes warrant the use of this procedure. Contact the Travel Office to obtain approval for direct billing.

REFERENCE
¹UAMS Policy 8.4.01    ²UAMS Policy 8.4.04   ³UAMS Policy 8.4.02