Travel Services

• Latest Announcements
• Training and FAQs for Travel
• Travel Process Check List
• Travel Cards
• Transportation
• Lodging
• Meals
• Advances
• Student Group Travel
• International Travel
• Miscellaneous Expenses

Latest Announcements

Latest Announcements

As of September 1, the updated ASU System travel procedures are now in effect.  The most significant change you’ll notice is that receipts are no longer required for individual meal reimbursements.   Please review the highlights below and follow the complete guidelines when traveling on university business.

WHAT’S CHANGED?

While receipts are no longer required, employees should be aware of the following: Claim only your actual meal expenses, up to the applicable per diem. Do not claim the maximum per diem unless those costs were actually incurred. The final reimbursement amount is at the department’s discretion. While not required, you are encouraged to retain itemized receipts in case they are requested by management or, if traveling on a grant, by the sponsor.

POLICIES THAT STILL APPLY

These rules still apply to travel: First- and last-day reimbursement is limited to 75% of the daily per diem. Tips shall not exceed 15%. Alcohol is not an allowable expense.

IMPORTANT EXCEPTIONS

Itemized receipts are still required for: Student meals; Official function meals (generally non-travel); All other travel expenses (lodging, transportation, registrations, etc.).

SUBMITTING REIMBURSEMENT REQUESTS

Below are guidelines for submitting travel in Concur: Submit your travel reimbursement request in Concur within 15 working days after the trip ends, including any required receipts and documentation. If you cannot meet this deadline, submit a written extension request to Travel Services before the 15-working-day deadline. Without an approved extension, you will be personally responsible for travel costs.

Training and FAQs for Travel

Travel Services offers regular training sessions every Tuesday at 10 a.m., but space is limited.  If you would like to attend training or if you have any questions, please contact Travel Services at travel@AState.edu or ext. 3903. 

Is my trip considered international travel?

A trip is considered international if it is outside the 48 contiguous states. Contiguous means that the states are touching. So international travel would include Alaska and Hawaii. 

What is the current mileage rate that I will be reimbursed?

As a state entity we are subject to the same mileage rate amount as the state. The current mileage rate is $0.52, effective 01/01/2025.

What do I do about my trip being postponed and the Travel Request is already approved?

If your supervisor still approves of you going at the rescheduled time...

• Request that the postponement information be attached to your Travel Request by sending an email to travel@AState.edu with the information from the conference/trip organizers. If you have an email from the conference/trip organizers you can forward that instead of sending a separate email. 
• Once the trip occurs, correct the dates on the Expense Report and enter a brief explanation in Additional Information about the trip being postponed.  

If you will not be able to attend at the rescheduled time and there are no card transactions for the trip...

• Request that the Cancellation of Travel form be attached to your Travel Request by sending the completed form to travel@ASate.edu.
• In Concur, go to your Manage Requests page by clicking on the Requests button at the top of the page.
• Select the Travel Request from the list of Active Requests.
• Click the "Close/Inactive Request" button, then click "OK" on the pop-up message.

If you will not be able to attend at the rescheduled time and there are card transactions for the trip...

• In Concur, create the Expense Report to reconcile the card transactions. (see the other FAQ topics for what additional steps need to be taken)
• Enter a brief explanation in Additional Information about the trip being postponed and that you are unable to attend at the rescheduled time. 

How do travelers add their own delegates?

Travelers can add their Delegate(s) by following these instructions:

• Click on Profile then the Profile Settings link
• Select “Expense Delegate” from the Profile Options
• In the Delegates tab click the “Add” button
• Enter the Delegate’s last name, email address, or user name (first part of email before @)
• Select the Delegate from the search results and the record should populate in the bottom section
• Check the “Can Prepare” and “Receives Emails” boxes
• Click Save Repeat steps 3 through 7 for additional Delegates

My travel has been canceled, what should we do?

Contact the businesses you've made reservations and arrangements with, such as hotels, conference organizers, and airlines.

If there are card transactions associated with the trip, complete the Cancellation of Travel form and attach it to the transactions in the Expense Report.

If there were no card transactions associated with the trip, go into the Travel Request and click the "Close/Inactivate Request" button. Complete the Cancellation of Travel form and email it to Travel Services.

Will my airfare be refunded if I purchased it with personal funds?

The university is not allowed to reimburse any travel expenses until after the trip has occurred. Since the travel has been canceled we will not be reimbursing airfare that was purchased with personal funds. However, any credits received from the airline that are used for university business in the future we will reimburse at that point. If the credits are used for personal travel we will not reimburse the airfare.

Credits/Voucher from the airline:

• Used for future university business = funds will reimbursed after that future trip
• Used for personal travel = funds will NOT be reimbursed 

What should we do about airfare purchased on my T-Card or the Department Card?

Each department must develop a standard for maintaining all airfare credits/vouchers to ensure that they are used for university business.

• The credit/voucher MUST be used for future university business travel
• Most airlines will provide a credit or voucher for future travel (generally within 12 months)
• Some airlines may charge a cancellation fee that will be applied to the card

In Concur:

• The airfare transaction and any cancellation fees will still need to be reconciled on a Expense Report
• As part of the documentation please attach the Cancellation of Travel form 

What should we do about conference registration purchased on my T-Card or the Dept Card?

Conference Registration Cancellations:

• Find out if the registration can be refunded
• Find out if there will be a cancellation fee

In Concur:

• The refund will need to be reconciled in Concur on a Expense Report
• As part of the documentation please attach the Cancellation of Travel form to the transaction

What should we do about hotel reservations made on my T-Card or the Department Card?

Hotel Reservation Cancellations:

• If you had to pay a hotel deposit, determine with them if a full refund can be obtained
• Find out if there will be a cancellation fee

In Concur:

• The credits from a deposit refund or cancellation fees will need to be reconciled in Concur on a Expense Report
• As part of the documentation please attach the Cancellation of Travel form to the transaction

Travel Process Check List

TRAVEL PROCESS CHECK LIST

FAILURE TO OBTAIN APPROVAL FOR ANY OF THESE CIRCUMSTANCES COULD RESULT IN THE TRAVELER BEING RESPONSIBLE FOR ALL TRAVEL EXPENSES. 

BEFORE YOU TRAVEL....

• The traveler must be approved to travel before any reservations are made.
• Has the traveler completed the Travel Request in Concur?
• Is the traveler approved to drive? If not, complete the VSP forms For more information, call 972-2817.
• To request a rental car, submit the Vehicle Requisition Form. For more information, call 972-3903. 
• Contact your automobile insurance agent to confirm if “business use” coverage is required if driving your personal vehicle.
• Is the traveler driving more than 100 miles round trip? If so, complete the Trip Optimizer and attach to the Travel Request.
• Use the daily meal allowances on the GSA site for your destination to determine per diem.
• Use Google Maps or the Mileage Log if your destination is not available on the mileage chart. Upload the proof of mileage to the Travel Request.
• When a Travel Advance is needed, request the Advance when submitting the Travel Request in Concur. The advance request must be submitted to Travel Services TEN days prior to the trip start date.
• When using a Department Card for hotel reservations, contact the hotel to see if a credit authorization form is needed.

DURING YOUR TRIP....

• Itemized receipts are required for
  • Student Meals
  • Official Function Meals(generally non-travel)
  • All other travel expenses.(lodging, transportation, registrations, etc.) Failure to do so could result in not being reimbursed the expense or having to pay the department back for a T-Card or Department Card charge.
• Write meal tip amount on the meal receipt.
• Obtain “zero balance” hotel bill upon check-out.
• No expenses for meals or lodging will be allowing within the city or town of the employee's "official station" unless prior approval is given.  The "Official Station" is the geographic location where the employee normally reports for duty

Student Groups

• All itemized receipts must be obtained for student groups including meal receipts.
• Students must sign a log if cash is received for meals. The log will serve as a receipt for reimbursement and should be uploaded to the Expense Report.

WHEN YOU RETURN....

• Submit an Expense Report in Concur.
• Update the expense information for each transaction.

• While receipts are no longer required, employees should be aware of the following:

  • Claim only your actual meal expenses, up to the applicable per diem.
  • Do not claim the maximum per diem unless those costs were actually incurred.
  • The final reimbursement amount is at the department’s discretion.
  • While not required, you are encouraged to retain itemized receipts in case they are requested by management or, if traveling on a grant, by the sponsor. 
• Upload the required receipts/proof of payment, conference schedule, etc. to the Expense Report. Tape small receipts securely to a piece of paper for scanning. Please do not tape over the print or highlight on the receipt.
• One employee MAY NOT include the expenses of another employee on his/her expense report.
• Include non-reimbursable expenses on the traveler's Expense Report to see a true picture of the cost of the trip.
• For international travel, use the currency converter built into Concur.
• Submit the Expense Report in a timely manner and pay back the Travel Advance within 15 (fifteen) working days upon return.

View the Operating Procedures for more information.

Travel Cards

What is a T-Card?

The State Travel Card, also known as the T-Card, is a credit card that full-time employees use for travel expenses on official business for Arkansas State University. The T-Card program is designed to help better manage official business travel.

What is a Departmental Card?

The State Departmental Card, is a department travel card used for individuals or groups traveling on official business for Arkansas State University. The card is in the name of the department. This card may also be used for guests of the university such as recruits, speakers, or candidates.

Travel Cards Program Guide

How to Obtain a T-Card or Departmental Card.

• Fill out the T-Card or Department Card application.
• Get all the necessary signatures on the application and deliver to the Travel Card Coordinator in Accounts Payable/Travel Services. Do not send the application through campus mail.
• New cardholders must complete a training video and pass a quiz before the Travel Card Coordinator releases the card. Training videos are available through Taleo Learn.
• If the department already has a card, contact the Travel Card Coordinator to transfer the card to a new custodian.

Transportation

Travel may be achieved by plane, train, bus, taxi, private vehicle/aircraft, rented or state-owned automobile; whichever method serves the requirements of the State most economically and advantageously. Travel Method of Transportation

AIR TRAVEL

• Reimbursement for out of state travel will be the lesser of coach class airfare or the established rate of private car mileage, based on map mileage

• Commercial flight tickets shall be by regular coach in the main cabin of the air craft. No up-charges, comfort seating, or early check-ins of any kind are allowed. If additional charges are incurred it will be at the traveler's expense.

• Airline tickets purchased with less than a 14 day advance shall be explained and approved in writing by the Dean and Vice Chancellor and attached to the Travel Request or Expense Report.

• Commercial airline reservations are the responsibility of the traveler and should be purchased at least 14 days prior to travel if possible.

• Departments may pay or reimburse the traveler for the first checked baggage fees only. A written explanation from the traveler with the supervisor's signature must be completed for fees for additional bags claimed. The explanation must be scanned in and attached to the Travel Request or Expense Report

• Charges for commercial airfare should be billed to the University through a local travel agency or charged to the traveler's T-Card or the Department Card. Always be aware of the airline or booking agencies cancellation procedures and fees.

• Basic Flight(trip) insurance offered by the airline on round trip commercial airline tickets of $1,000 or more is allowable.  The insurance should cover the cost of the ticket in the event of flight cancellations or delays caused by weather conditions, mid-flight diversions that force arrival at a different airport, or unexpected injury or illness that prohibits travel.

FUEL REIMBURSEMENT

Fuel reimbursements are allowed when renting a vehicle. The itemized receipt is required for reimbursement and/or reconciling T-Card transactions.

Fuel reimbursement is not allowed on personal vehicles, see personal vehicle and mileage.

GROUND TRANSPORTATION AND PARKING

Expenses are allowed for miscellaneous transportation and related expenses such as taxi, bus, airport, limousine or parking expenses. Long-term parking is encouraged.

• Receipts are required.

• Tips are not allowed unless required and printed on the receipt.

• Valet parking is not allowed unless it is the only option available.

PERSONAL VEHICLE AND MILEAGE

Mileage Reimbursement

In order to be reimbursed mileage on your personal vehicle, you must be approved to drive and adhere to the following procedures. 

• Reimbursement is at a rate not to exceed $.52 per mile based on official map mileage of the shortest, most direct route between points of departure, destination, and return. The State will reimburse for official miles driven only. 

• Should a traveler elect to use a personal vehicle for travel of 400 or more miles (one way), reimbursement is made at a rate not to exceed $.52 per mile based on official map mileage of the most direct route with the total (including meals and lodging en route) not to exceed the cost of commercial airfare or the cost to rent a vehicle through the University (see Trip Optimizer for comparison).

• For Expense Report purposes, to determine the most cost effective means for vehicle travel, Trip Optimizer is required only if the round trip exceeds 100 miles. Personal vehicles may be used on any trip that is 100 miles or less round trip without using Trip Optimizer.  

• Determine allowable mileage or use Google Maps or the Mileage Log if your destination is not available on the mileage chart.

• In the event two or more authorized persons travel in the same vehicle, only one traveler may claim mileage reimbursement.

• Upload the proof of mileage or utilize the Mileage Calculator on the Personal Car Mileage Expense Type in Concur.

• 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.

 

To determine if the traveler is approved to drive contact Sandra Bramblett at extension 2817.

 

Personal Vehicle

Personal Vehicles and Insurance Coverage - Employees should be aware that when using personal vehicles on state business, their personal automobile insurance is the primary coverage. It is the responsibility of the employee to contact their insurance agent to confirm if "business use" coverage is required. In no circumstance does the State of Arkansas insurance contract provide physical damage coverage for personal vehicles.

Accidents and Traffic Violations - Drivers must report ALL accidents and traffic violations, while operating a State vehicle and/or driving on State business in ANY vehicle, immediately to Motor Pool 680-4852. However, the driver must report all accidents in state vehicles immediately to the claims office listed below if Motor Pool is closed.

Bancorp South Insurance Services
Monday through Friday 8:00 am to 4:00 pm Accident and Claims Reporting:
501-664-7705

After hours accident and claims reporting:
501-664-9252

RENTAL CARS

Contact: Misty Adams: 870-972-2729     Fleet Rentals: 870-680-4733

PROCESS

• A-State employees should use the Enterprise vehicle rental contract when it is more economical.

• Review the Rental Best Practices document.

• Review the operating procedure for the Motor Vehicle Safety Program. Complete the Vehicle Safety Forms to become an approved driver, attach a copy of your Driver's License, and hand deliver to Business Services and Risk Management, or share the completed form and a copy of your driver's license thru one drive. Do not send this through campus mail.

• The VSP forms are part of the hiring packet for full time new hires.

• Complete the Vehicle Requisition Form and email to rentalcars@astate.edu. Do not send this through campus mail.  This form should be submitted at least 3 days prior to pick up.  Forms received after 3:00pm may not be processed until the following day.
  

• The university does not make rental car arrangements for guests of state. Guests of state will be required to make their own rental vehicle arrangements and can be reimbursed for their out of pocket expenses via requisition.

ENTERPRISE RENTAL RATES

Class	Daily	Airport One-Way Daily
Economy/Compact	$40.40	$88.88
Intermediate	$40.40	$88.88
Standard	$42.42	$88.88
Full-size	$44.44	$88.88
Premium	$92.92	$92.92
Luxury	$95.95	$95.95
Minivan	$76.00	$76.00
Compact SUV	$49.49	$49.49
Intermediate SUV	$55.55	$55.55
Standard SUV	$72.46	$72.46
Full-size SUV	$95.95	$95.95
Premium SUV	$106.95	$106.95
Full size Pickup Truck	$126.22	N/A
Standard Hybrid	$57.57	N/A
Full Size Hybrid	$59.59	N/A
Intermediate Electric	$57.57	N/A
Luxury Electric	$85.85	N/A
Jeep	$76.00	N/A
Crossover	$76.00	N/A
Convertible	$92.92	N/A
12 Passenger Van	135.85	N/A
15 Passenger Van	$155.89	N/A

Mileage Charges: Economy through Intermediate vehicle classes include unlimited free miles per day and per week, and unlimited free miles per month, as applicable.

Taxes: Add 8.5% sales tax and 13.5% vehicle rental tax to rates above for total cost. Trip Optimizer includes taxes automatically.

CLINE TOURS INFO

 

Arkansas State University is pleased to announce a contract with Cline Tours for the University's needs in Motor Coach Transportation Services.

Contact:
Frankie Bearden
1-800-233-5307
www.clinetours.com

VEHICLES USED FOR UNIVERSITY BUSINESS

Accidents and Traffic Violations: Drivers must report all accidents that occur on university business in any vehicle to local law enforcement while still at the scene, and if in a rental to the rental company. As soon as possible accidents and traffic violations must also be reported to your immediate supervisor and to Travel Services at 870-972-3903.

Enterprise - 1-800-307-6666

Personal Auto Insurance: Employees be aware - when using personal vehicles on university business, your personal auto insurance is primary. It is your responsibility to contact your insurance agent to confirm if "business use" coverage is needed. In no circumstance does the university's auto policy provide physical damage coverage for your vehicle.

Lodging

• Reimbursement for lodging is limited to the single room rate. The maximum daily allowance will be limited to the federal per diem rate depending on the location for both in state and out of state travel. Room taxes are not included in the federal per diem rate and may be claimed for reimbursement
• If a room is occupied by more than one person, the single room rate must be noted on the receipt
• When two or more employees share the same room, the total claimed for reimbursement must not exceed the total paid for the room
• Traveler must obtain an itemized receipt showing a $0 balance and receipt must be in the traveler's name in order to receive reimbursement
• Reimbursement for other types of lodging is allowed if a benefit to the state can be shown.  This would including non-conventional lodging such as rentals obtained through an online marketplace, bed and breakfast, or recreational vehicles(trailer/camper)
• If obtaining a non-traditional rental through an online marketplace, documentation must be submitted breaking down the cost per traveler.  In addition, reasonable cleaning charges may be allowed IF, when added to the cost of the rental, would not cause the amount to exceed lodging costs listed in the Federal Travel Directory for the destination.
• Use of a recreational vehicle(trailer/camper) is allowable, provided that the cost of parking fees, connection, use and disconnection fees for utilities, electricity, gas, water, sewer, and dumping fees do not exceed lodging costs listed in the Federal Travel Directory for the destination.

NON-EMPLOYEES/GUESTS

GUESTS OF STATE

• Volunteer - a non-employee who donates time for activities or services to Arkansas State University receiving no compensation.
• Official Guest - a person designated by the System or campus chief executive officer or designee as representatives of Arkansas State University for any specific event.
• Non-Employees - any person not employed by Arkansas State University or the State of Arkansas.
• Candidates and Recruits - a person brought in for a job interview or recruiting endeavor

A Guest of State may be allowed reimbursement for actual expenses for meals, lodging, transportation and incidental expenses when submitted on a requisition with appropriate backup. Backup should include a written explanation of the activities by the administrative head, or designee of the agency, actual itemized receipts and zero balance hotel bill.

Embassy Suites Hotel Room Procedures

The below procedures are for booking hotel rooms for Guests of State. Booking for meeting space and/or food service should follow current Procurement procedures and be requisitioned from the department's FOAP prior to the date of the event. 

• Hotel reservations for Guests of State may be booked by the preferred method of a Department Card (not a P-Card) or by requesting a direct billing from Embassy Suites.
• Embassy Suites offers a special rate for A-State; if booking online go to www.embassysuites.com/ and under 'special rates' enter our code in the 'corporate account' field. Please contact Travel Services for the code. 
• If a department chooses direct billing, contact the Sales Administrator at 870-619-4482.
• Embassy Suites will send an invoice to the department responsible for the reservation.
• Invoices from Embassy Suites will be sent on a monthly basis after the hotel stay.
• Departments are responsible for entering a 'Payment' requisition to pay the invoice. 

Other Local Hotels

This is a list of other local Jonesboro hotels that may give a A-State or State rate:

• Baymont - may give a State rate, call and ask before booking online
• Best Western
• Candlewood Suites
• Comfort Inn & Suites
• Courtyard by Marriott (across from NEA Baptist hospital) - Ask for A-State Business rate
• Days Inn
• Fairfield - Ask for A-State rate
• Hampton Inn
• Hilton Garden Inn
• Lexington

Meals

• The standard maximum per diem rate is $68 (includes taxes and up to 15% tip). Per diem rate may be more depending on location (Please click GSA Site link for specific rates)

• The first and last calendar day of travel is calculated at 75% of the per diem rate. If travel covers a two-day period, then meal reimbursement is up to 75% of the per diem rate

• As of 9/1/2025, receipts are no longer required, employees should be aware of the following:

  • Claim only your actual meal expenses, up to the applicable per diem.
  • Do not claim the maximum per diem unless those costs were actually incurred.
  • The final reimbursement amount is at the department’s discretion.
  • While not required, you are encouraged to retain itemized receipts in case they are requested by management or, if traveling on a grant, by the sponsor. 

• There will be no meal reimbursement made without overnight lodging. 

• Travelers utilizing nonconventional lodging are allowed to purchase food to be prepared on site provided the cost of the food when divided among the number of travelers, does not exceed the maximum meal allowance per the Federal Travel Directory for the destination.
• Gum and mints are NOT considered meals and will not be reimbursed.

Advances

Only full-time employees may request travel advances  Travelers who fail to follow the requirements listed below may be refused a travel advance for future travel.

Individual Cash Advance Procedures

Travel advances may be obtained for individual travel for full-time employees only. Travelers who fail to follow the requirements below may be refused travel advances for future travel.

• Advances are requested on the Travel Request (Request) which is submitted through the Concur Travel System and approved by the appropriate administrator.

 

• The Traveler must enter the words “I agree” in the Cash Advance Comments field to acknowledge and agree to the following responsibilities: “Upon receipt of the advance, I will ensure the funds are in a secure location at all times. I will repay any unused advance back to the University in full within 15 working days after completion of the trip”.

 

• Individual advances are limited to 50% of the meals and approved miscellaneous expenses for trips made within the Continental United States. These estimates are calculated on the Request.
• Travel advances for less than $100.00 are not allowed.

 

• Travel advances may not be requested for air travel, hotel, or for conference registration fees. Charges for commercial airfare should be billed to the University through a local travel agency or charged to the traveler’s T-Card or a Department Card. Registration fees can be charged to the traveler’s T-Card, a Department Card, or the traveler’s department may submit a requisition for payment of the registration fees directly to the conference

 

• Repayment of travel advances must be made in full within 15 working days after completion of the trip. Failure to do so may result in payroll deduction of the advance amount owed. The travel advance is repaid through the submission of expenses on the Expense Report, which must be submitted through Concur and approved by the appropriate administrator.

 

• The travel advance amount is automatically subtracted from the total of expenses in Concur in order to net the correct amount owed to the traveler.

 

• If reimbursable expenses do not cover the amount of the travel advance received, the traveler is required to deposit the proper amount owed using Marketplace (with a personal credit/debit card) or at the Cashier’s Window in the Student Union. The Cash Transmittal Form must be filled out and the money paid back to Fund 110000 and Account 163500. The Cashier will also need the Request number. Email the receipt, traveler’s name, the Expense Report name, and the Request number to travel@astate.edu. Once travel has cleared the payback in Concur they will email the traveler to submit the Expense Report. Attach the receipt to the Expense Report as well.

Student Group Cash Advance Procedures

Travel advances may be obtained for student groups and team travel by full-time employees only. Travelers who fail to follow the requirements below may be refused travel advances for future travel.

• Advances requests are made on the Travel Request (Request) which is submitted through the Concur Travel System and approved by the appropriate administrator.

 

• The Traveler must enter the words “I agree” in the Cash Advance Comments field to acknowledge and agree to the following responsibilities: “Upon receipt of the advance, I will ensure the funds are in a secure location at all times. I will repay any unused advance back to the University in full within 15 working days after completion of the trip”.

 

• The cash advance can only be requested by an authorized full- time faculty or staff member who will be responsible for repayment of the travel advance. If meal money is disbursed to the group, the faculty/staff member is responsible for ensuring each student receiving part of the advance signs a statement indicating the amount of meal money received. This signed statement must be attached to the Expense Report as proof of meal expenses when returning from the trip.

 

• Advance requests are limited to 90% of the total anticipated travel expenses, less airfare, which are not to be direct billed to the University. These estimates are calculated on the Request.

 

• Travel advances for less than $100.00 are not allowed.

 

• Travel advances may not be requested for air travel or for conference registration fees. Charges for commercial airfare should be billed to the University through a local travel agency or charged to the traveler’s T-Card or Department Registration fees can be charged to the traveler’s T-Card, a Department Card, or the department may submit a requisition for payment of the registration fees directly to the conference sponsor.

 

• Repayment of travel advances must be made in full within 15 working days after completion of the trip. Failure to do so may result in payroll deduction of the advance amount owed. The travel advance is repaid through the submission of expenses on the Expense Report, which must be submitted through Concur and approved by the appropriate administrator.

• The travel advance amount is automatically subtracted from the total of expenses in Concur in order to net the correct amount owed to the traveler.

 

• If reimbursable expenses do not cover the amount of the travel advance received, the traveler is required to deposit the proper amount owed using Marketplace (with a personal credit/debit card)  Email the receipt, traveler’s name, the Expense Report name, and the Request number to travel@astate.edu. Once travel has cleared the payback in Concur they will email the traveler to submit the Expense Report. Attach the receipt to the Expense Report as well.

International Cash Advance Procedures

Travel advances may be obtained for individual travel outside the Continental United States for full-time employees only. Travelers who fail to follow the requirements below may be refused travel advances for future travel.

• Advance requests are made on the Travel Request (Request) which is submitted through the Concur Travel System and approved by the appropriate administrator.

• The Traveler must enter the words “I agree” in the Cash Advance Comments field to acknowledge and agree to the following responsibilities: “Upon receipt of the advance, I will ensure the funds are in a secure location at all times. I will repay any unused advance back to the University in full within 15 working days after completion of the trip”.

 

• Advance requests are limited to 75% of the total anticipated travel expenses, less airfare, which are not to be direct billed to the University. These estimates are calculated on the Request.

 

• Travel advances for less than $100.00 are not allowed.

 

• Travel advances may not be requested for air travel or for conference registration fees. Charges for commercial airfare should be billed to the University through a local travel agency or charged to the traveler’s T-Card or a Department Registration fees can be charged to the traveler’s T-Card, a Department Card, or the traveler’s department may submit a requisition for payment of the registration fees directly to the conference sponsor.

 

• Repayment of travel advances must be made in full within 15 working days after completion of the trip. Failure to do so may result in payroll deduction of the advance amount owed. The travel advance is repaid through the submission of expenses on the Expense Report, which must be submitted through Concur and approved by the appropriate administrator.

• The travel advance amount is automatically subtracted from the total of expenses in Concur in order to net the correct amount owed to the traveler.

 

• If reimbursable expenses do not cover the amount of the travel advance received, the traveler is required to deposit the proper amount owed using Marketplace (with a personal credit/debit card)  Email the receipt, traveler’s name, the Expense Report name, and the Request number to travel@astate.edu. Once travel has cleared the payback in Concur they will email the traveler to submit the Expense Report. Attach the receipt to the Expense Report as well.

Student Group Travel

SPONSORED STUDENT TRAVEL

• The authorized faculty or staff member, known as the sponsor, must obtain prior approval from the department chair or administrator

• The sponsor must receive prior approval for driving by completing the Vehicle Safety forms which must be submitted to the Risk Management Office for processing.

• The sponsor must submit a Travel Request in Concur and attach a student liability waiver form for each student traveling with the group.

• All itemized receipts must be obtained for student groups including meal receipts

• Students must sign a log if cash is received for meals. The log will serve as a receipt for reimbursement and should be uploaded to the Expense Report 

STATE REGULATION

In accordance with ACA 19-4-904 (d) state supported institutions of higher education may provide travel expenses for a group or number of students who, when accompanied by those who instruct the students in the fundamentals of a competitive sport and direct team strategy, must travel and be recognized as a cohesive unit representing not only their institution, but exemplifying the State of Arkansas in their behavior, attitudes, interests, presentation and conduct. In these circumstances the payment of group travel expenses, including those of students and employees, may be authorized as follows:

Meals and lodging, transportation, entertainment, within reasonable limits, to ease the pressure on students of their objectives, costs of group activities, including gratuities, laundry, cleaning and favors, and other personal expenses to be paid from auxiliary funds not inconsistent with standards, rules, regulations, or prohibitions established by recognized national or state governing associations pertaining to the respective students and employees and the institutions they are representing.

International Travel

Miscellaneous Expenses

MISCELLANEOUS EXPENSES ARE ALLOWED FOR THE FOLLOWING:

• Miscellaneous expenses, whether or not directly connected with travel (such as postage, small emergency supplies, etc.) may be allowed with adequate justification when necessary to the performance of official duties

• Miscellaneous transportation and related expenses such as taxi, bus, airport, limousine or parking expenses are allowable expenses. Receipts are required.

• Registration (when not paid in advance) and/or other allowable meeting expenses when necessary to carry out the purpose of the trip

MISCELLANEOUS EXPENSES THAT APPLY ONLY TO STUDENT GROUP TRAVEL:

• Entertainment, within reasonable limits, to ease the pressure on students of their objectives, costs of group activities, including gratuities, laundry, cleaning and favors, and other personal expenses to be paid from auxiliary funds not inconsistent with standards, rules, regulations, or prohibitions established by recognized national or state governing associations pertaining to the respective students and employees and the institutions they are representing

 

Receipts are required