• 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 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.

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.

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

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.