Office of the Associate Chief Financial Officer The mission of the Associate Chief Financial Officer's Office is to provide accurate and timely financial reporting to our internal and external stakeholders, provide accounting guidance and support to campus departments, provide timely and accurate payments of university funds to our vendors, and ensure the payments are consistent with the University guidelines of the State of Arkansas' financial regulations. Office of Security Administration The Office of Security Administration partners with staff across the Division of Finance and Administration to develop and support processes that strengthen internal controls, ensure compliance, promote best practices in higher education, and enhance overall efficiency and effectiveness. To contact the Office of Operational Excellence, send an email to cpi-security@astate.edu. Pre-Security Requirements   All employees are required to complete the following courses in the Employee Learn Center   module within their first 30 days of employment. Child Maltreatment Title IX (Sexual Discrimination) Privacy and Security FERPA   Once  the required training module has been completed, the appropriate security request form may be submitted.         Security Banner Access Security Form  Utilized for finance initiator/approvers, supervisors and leave/time approvers and their proxies, travel and expense, and student accounts receivable access. Please contact cpi-security@astate.edu for further assistance with Finance and Travel security. Banner Student Security – Maintained by the Registrar’s Office for Banner Student module access. FERPA training is required for employees who request access to student information. Please contact registrar@astate.edu for further assistance with Banner Student security. Non-Employee Sponsored Account – Submitted by an Employee who is sponsoring a non-employee/privatized employee for an A-State account and/or system access. Any individual who is not paid by the University and needs access must be set up through this process. VPAT-Technology Accessibility When purchasing web or other IT products, departments must ensure that they are accessible to everyone, including users with disabilities. The State of Arkansas is required to comply with the provisions of Arkansas Code Annotated §25-26-201 et seq., as amended by  Act 308 of 2013 and the Government-wide Section 508 Accessibility Program prior to procuring a technology product or when soliciting the development of such a product. Arkansas Code §25-26-201 expresses the policy of the State to provide individuals who are blind or visually impaired with access to information technology purchased in whole or in part with state funds.   Departments are responsible for obtaining a Voluntary Product Accessibility Template (VPAT®) from the vendor and submitting the required documentation for review prior to the procurement of such technology.  VPAT Review Process   VPAT® (Voluntary Product Accessibility Template) is a template used to document a product's conformance with accessibility standards and guidelines. For web-based products , the accepted VPAT® is the current WCAG Edition made available from the Information Technology Industry Council   For other products , the accepted VPAT® is the current  Revised Section 508 Edition available from the Information Technology Industry Council When requesting a quote for a technology purchase please ask the vendor if they have a VPAT® or if they are willing to complete one. If they cannot, the process can continue, but it is recommended that an alternative vendor and/or product be sought. You can also try doing a web search for the terms "508" or "VPAT" along with the product and/or vendor name as many manufacturers publish these documents to their websites. First, review the VPAT® and if "Partially Supports" or "Does Not Support" appears in the column then the product is not fully accessible. Ask the vendor for a remediation road map if this is the case. Second, a basic accessibility evaluation consists of testing out usage of the product with keyboard-only navigation and compatibility with screen reading software. Tools to complete this can be found in #3. One of the following checklists can be completed, with optimum effort, to aid in the overall VPAT® evaluation: Software Accessibility Checklist Web Accessibility Checklist For assistance in completing these checklists, please contact Marcus Carlton at 972-2011  or vpat@astate.edu . In order for our office to evaluate, we must have a demo or trial version of the product. Simply provide a link and/or provide any login credentials for the demo and send to vpat@astate.edu . The following resources can be used to assist in completion of VPAT® testing: Screen Readers Desktop Software, Web Sites, or Web Services: JAWS , NVDA , Apple Voiceover Mobile software:  Android Accessibility for Android or  Voiceover for iOS are default programs Keyboard Windows shortcuts Mac shortcuts Magnifiers Windows  magnifiers Mac  zoom Site Scans Use  WAVE (Web Accessibility Evaluation Tool)  to scan web sites for accessibility flaws Testing Tools for Web ANDI (Accessible Name & Description Inspector) free open-source bookmarklet, which means that the tool does not require installation as a plugin and can be added to multiple browsers as a bookmark. Install ANDI Color Contrast Analyzer (CCA)  free open-source tool that displays the contrast ratio for two selected colors. CCA is used to inspect color contrast when contrast cannot be programmatically identified by ANDI. CCA 2.5 for Windows CCA 2.4 for macOS The  Technology Accessibility Overview Form should be completed for every VPAT® evaluation request. The form asks details such as requestor information, technology details, and contains the approval signature. It is used to provide details that may aid in the overall evaluation. Once completed, a copy of the form will be automatically sent to our office. Submit all VPATs and other documents, as well as the information to download or log into a demo to vpat@astate.edu or hand deliver the documents to the Administration Building - Office of Finance, Attention: George Hannah or Marcus Carlton. Once the product has been approved for accessibility and other criteria met, the department may submit a Banner requisition to Procurement Services. Once the product has been approved for accessibility and other criteria met, the department may submit a Banner requisition to Procurement Services. All technology purchases must have an ASU_ITS_Security Questionnaire completed by the vendor or on file before the purchase can be made. Contact the Information Technology Security team for questions and to submit. For all types of technology, Pcard usage must be approved by Procurement Services before the purchase can be made.   Tips and Troubleshooting BROWSER For each browser(s) used, follow the steps below to resolve common issues. It is recommended that the computer be restarted following any changes. SETTING THE BROWSER TO CLEAR CACHE WHEN CLOSING Chrome: Open the Chrome browser. Open the Chrome Toolbar (3 lines to the right of the URL window) and then select  Settings. Select  Show advanced settings.... Click the  Content Settings button  located under the Privacy section. Under the first section labeled Cookies, select  Keep local data only until you quit your browser. Click  Done. Firefox: At the top of the Firefox window, click the Firefox button and then select  Options .  Select the Privacy panel . In the  History  section, set  Firefox will : to  Use custom settings for history . Select the checkbox for  Clear history when Firefox closes . Click the  Settings ...button. The Settings for Clearing History window will open. In the Settings for Clearing History window, click the checkmark box next to  Cache . Click  OK . Internet Explorer: Open the IE browser. Click  Tools > Internet Options > Advanced  tab. Scroll down to the Security section and then check the box:  Empty Temporary Internet Files folder when browser is closed . Click  OK . ALLOWING POP-UPS IN BROWSERS Chrome: To the far right of the address bar click the ellipsis.  At the bottom of the  Settings  page click  Advanced . Under the Privacy and Security section click  Content Settings  >  Pop-ups and redirects. Enable or disable the slider to block or allow all pop-ups. Additionally specific sites can be blocked or allowed. Firefox: To the far right of the address bar click the Open Menu icon.  Click  Options . Click  Privacy and Security  from the menu and under Permissions, either check or uncheck the box labeled "Block pop-up windows." Safari: Click  Safari  on the menu followed by  Preferences . Click the  Security  tab. Either check or uncheck the "Block pop-up windows" field. To allow website exceptions use a supporting browser such as Chrome or Firefox. Alternatively,  Shift  +  Command  +  K . Internet Explorer: To the far right of the address bar click the gear icon.  Click  Internet Options . Select the  Privacy  tab and either check or uncheck the "Turn on Pop-up Blocker" field. Click  Apply . Edge: To the far right of the address bar click the ellipsis.  Click  Settings . Under the Advanced Settings section click the " View Advanced Settings " button. Use the  Block pop-ups  slider to make changes. OPENING A PRIVATE BROWSING WINDOW Chrome: To the far right of the address bar click the ellipsis.  Click  New Incognito Window  ( Ctrl  +  Shift  +  N ). To end private browsing close the open window and click the ellipsis >  New Window  ( Ctrl  +  N ). Firefox: Click the Open Menu icon to the far right of the address bar.  Click  New Private Window  ( Ctrl  +  Shift  +  P ). To end private browsing close the open window and click the Open Menu icon >  New Window  ( Ctrl  +  N ). Safari: Click the  File  Menu, then click  New Private Window  ( Command  +  Shift  +  N ). To end private browsing close the open window and click  File  >  New Window  ( Command  +  N ). Internet Explorer: To the far right of the address bar click the gear icon.  Click  Safety  >  InPrivate Browsing  ( Ctrl  +  Shift  +  P ). To end private browsing simply close the open window ( Ctrl  +  N ). Edge: To the far right of the address bar click the ellipsis.  Click  New InPrivate Window  ( Ctrl  +  Shift  +  P ). To end private browsing close the open window and click the ellipsis >  New Window  ( Ctrl  +  N ). RESETTING BROWSERS In the event that common web browser troubleshooting is not helpful, a browser reset may be required. Please keep in mind that resetting the browser will revert all startup tabs, homepages, content settings, and all other customized preferences back to their installation defaults. It is recommended that the computer be restarted following any changes. Chrome: To the far right of the address bar click the ellipsis.  Click  Settings At the bottom of the  Settings  page click  Advanced . Under the Reset and clean up section click " Restore settings to their original defaults ." Firefox: To the far right of the address bar click the Open Menu icon.  Click  Help  >  Troubleshooting Information . In the top right of the newly opened window click the  Refresh Firefox  button and confirm the reset. Safari: Click  Safari  on the menu followed by  Preferences . Click the  Privacy  tab. Click " Remove All Website Data " and select  Remove Now . Internet Explorer: To the far right of the address bar click the gear icon.  Click  Internet Options . Select the Advanced tab and click  Reset  under Reset Internet Explorer settings. Ensure that the  Delete personal settings  box is checked and click  Reset . Edge: To the far right of the address bar click the ellipsis.  Click  Settings . Under the Clear browsing data section click the " Choose what to clear " button. Ensure that all boxes are checked and click  Clear . Chrome: To the far right of the address bar click the ellipsis.  Click  Settings. At the bottom of the  Settings  page click  Advanced. Under the Privacy and Security section click  Clear browsing data. Ensure that all desired check boxes are marked for deletion and click  Clear data. Alternatively,  Shift  +  Ctrl  +  Delete  >  Clear data. Firefox: To the far right of the address bar click the Open Menu icon.  Click  Options. Click  Privacy & Security  from the menu and click  Clear data  and  Clear history  under their respective sections. Ensure that desired boxes are checked before clearing. Safari: Click  Safari  on the menu followed by  Preferences. Click the  Privacy  tab. Click  Manage Website Data  >  Remove all. Alternatively,  Command  +  Option  +  E. Internet Explorer: To the far right of the address bar click the gear icon.  Click  Internet Options . Select the  General  tab and click  Delete  under Browsing History. Ensure that the desired boxes are checked before deleting. Click  Apply . Alternatively,  Ctrl  +  Shift  +  Delete. Edge: To the far right of the address bar click the ellipsis.  Click  Settings . Click the  Choose What to Clear  button under Clear Browsing Data. Ensure that the desired boxes are checked before clearing. Alternatively,  Ctrl  +  Shift  +  Delete. Training Guides & Information Required Trainings The following trainings are required for  all employees  and should be completed within 30 days of hire:   FERPA Child Maltreatment Title IX Data Privacy and Security Access these trainings through the Employee Learn Center in Pack Portal Contact Cathy Naylor  (8079) for help and questions.   Most of our training content can now be found in the Employee Learn Center .      General Training The  Course Catalog  and  Find Learning  pages of the  Employee Learn Center  can direct you to the many courses available to you. Other general training options for the campus are listed below. Many campus service areas are available for departmental trainings upon request.   Training Topic Access/Contact Additional Information Access and Institutional Engagement Dr. Carlitta Moore Introductory Video Access and Accommodation Services Dominique White Introductory Video Multicultural Affairs Dr. Latika Johnson Available for Departmental Trainings upon request CPR Class Spencer Bradley Fees apply Slow Moving Vehicle Safety Learn Center Required for all golf cart users     Recommended Training By Position Click the contact name to let them know you plan to attend their scheduled training or to request a training session. Administrative Specialist / Analyst and Fiscal Support positions may need some combination of the following trainings   Topic Schedule Location Access/Contact Banner Budget Fourth Thursday of the month 9:00-12:00 Admin Building, Conference Room A Janet Moore Banner Finance     Learn Center - Banner and SSB9 Catalogs Banner Student Module Training (Academic Units) Every Wednesday 10:00 AM Via Zoom Jesse Blankenship Banner Procurement (Guidelines, Requisitions, Receiving) by request   Mike Smith  / Learn Center EPAF (Payroll, Electronic Personnel Action Form) Second Thursday of the month 2:00 - 4:00 Admin Building, Conference Room A Angela Gibson P-Card Reconciliation (Concur) by request   Mike Smith  / Learn Center Sponsored Program Accounting (Grants) by request   Sponsored Programs Taleo Admin Training (Hiring Process) First Thursday of the month 3:00 - 4:00 Admin Building, Conference Room A Kristin Carson Travel (Concur) by request   Billy Hogue  / Learn Center   Faculty and Adjunct positions  may need some combination of the following trainings:     Training Topic Access/Contact Banner Finance (If managing/approving a budget) Learn Center - Banner and SSB9 Catalogs Banner Student Registrar's Office Travel (Concur) Billy Hogue  / Learn Center Sponsored Program Accounting (Grants) Sponsored Programs New Faculty Orientation Learn Center Faculty Professional Development and Training Guides CETL   Facilities Management positions   may need some combination of the following trainings:     Training Topic Access/Contact Fork Lift Safety Learn Center Slow Moving Vehicle Safety Learn Center Other Health/Safety Trainings Learn Center CONTACT TRAINING & DEVELOPMENT Cathy Naylor Phone: 870-680-8079 Travel Services Travel Services is dedicated to providing information on travel policies and procedures to the faculty, staff, and students of Arkansas State University. New to A-State or want a refresher? Complete training videos in Taleo Learn Review the Travel Process page for an overview of what to do before, during, and after a trip. Review the Travel Procedures Overview for an overview of our Operating Procedures. Review the training materials in the Concur Training Guide and Concur Quick Guide widgets. Review past announcements. Contact travel@astate.edu for additional help. 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 International travel is outside the 50 US states and all US territories. For details, see the  International Travel Knowledge Base page. 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 Accounts Payable The mission of the Accounts Payable/Disbursing office is to provide timely and accurate payments of university funds to our vendors, and ensure the payments are consistent with the University guidelines of the State of Arkansas' financial regulations. Property Accounting To request an equipment update/transfer, excess equipment removal, report missing or stolen equipment, equipment trade-in, and equipment donation, please follow these steps: Log into the pack portal. (pack.astate.edu) Submit a request through Helpdesk Tickets. In Helpdesk, click on "Get Started" under the "Submit a Ticket" section. Select the "Property Accounting" category and choose the appropriate service ticket request. Download and complete the attached Excel spreadsheet. Click the red form button to provide additional required information. Attach the completed Excel spreadsheet and submit your request. To contact Property Accounting, send an email to: propertyaccounting@astate.edu   Property_Accounting_Manual.pdf 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 Request Guide HOW TO OBTAIN A T-CARD OR DEPARTMENT 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. Travel Forms FORMS TRANSPORTATION FORMS Trip Optimizer Arkansas Official Map Mileage  (The Grid) Mileage Log Vehicle Safety Forms LIABILITY AND TAX FORMS   Student Liability Forms   Liability Waiver|Consent Form for Students Parent|Legal Guardian Liability Waiver Consent Form   Tax Forms W-9  - for U.S. individual Guests of State  W-8BEN  - for Foreign individual Guests of State W-8BEN-E  - for Foreign business Guests of State   TRAVEL CARDS FORMS Travel Card Application.pdf Department Card Application Travel Cancellation Form Credit Limit Increase Form Lost|Stolen|Fraud Form Reports Popular Annual Financial Report (PAFR) 2025 Annual Comprehensive Financial Report (ACFR) 2025 2024 2023 2022 2021 Reports outside of the five year range are available upon request.  To request a specific year report, please email Myra Goodwin Legislative Audit Reports 2025 2024 2023 2022 2021 2020 2019 2018 2017 2016 Finance Forms Direct Pay Invoice Expense Transfer Form Interdepartmental Transfer Form Journal Voucher Form Journal Voucher Procedures Vendor Affidavit Form