UAMS ADMINISTRATIVE GUIDE

NUMBER: 8.4.06
DATE: 10/15/96
REVISION:
09/24/2003

SECTION: FINANCE DEPARTMENT
AREA: TRAVEL AND REIMBURSEMENT
SUBJECT: SPECIAL TRAVEL

PURPOSE

The purpose of this policy is to notify departments and employees within the University of Arkansas for Medical Sciences (UAMS) of the procedures to be followed for requesting authorization to exceed the federal per diem rate guidelines as required in the State Travel Regulations.

POLICY

Special Travel Authorization, upon approval, shall give travelers the authority to exceed the daily maximum of reimbursable expenses for costs incurred while traveling.  Special Travel Authorization provides for reimbursement to the traveler for expenses exceeding the total hotel allowance as set by the Federal Per Diem rate schedule.

PROCEDURE

(1)     Employees requesting authorization to exceed the Federal per diem allowance for expenses to be incurred (excluding meals) during official travel must give adequate justification on the trip entered into SAP.

(2)     A Special Travel Authorization must be executed for each separate travel assignment and for each individual traveler.  Final approval for special travel authorization shall be given by the Travel Administrator.

(3)     Special Travel authorizations will not be issued for in-state and border area travel unless specifically provided for in the Travel Regulations.  Cities such as Memphis, Tennessee, Texarkana, Texas and Greenville, Mississippi are considered border areas, and have been classified as being “within the State” for travel purposes.  Special Travel authorizations cannot be approved on an “after travel” basis.

(4)     The Travel Expense Statement must be submitted to the UAM Travel Office upon completion of all required recommendations and approvals.

 REFERENCE

 1  UAMS Policy 8.4.04