Travel

TRAVEL ADMINISTRATORS AND SUPERVISORS

 

Travel Reimbursements

CESP 6-1 - Cooperative Extension Travel Policy

PMGS 12-1 - Division of Agriculture Travel Policy

Travel Reimbursements

Claims for travel reimbursement will be allowed only for actual expenses incurred within the limits and restrictions of these regulations.  Reimbursements are NOT at per diem.  Except as otherwise noted herein, all claims for travel reimbursement must be made by the traveler, and payment will be approved only upon the basis of personal reimbursement, unless otherwise approved by the Travel Office. 

All travel related expenses must be reasonable, necessary, and cost effective for CES.

No reimbursement will be allowed to any traveler for personal entertainment, valet service, tips, flowers, alcoholic beverages, personal telephone calls, traveler’s check service charges, laundry or cleaning services, printing items, or any other items not considered official business.

Employee may not include travel expense for another employee even when traveling together.

Processing Travel Reimbursements

Reimbursements must be submitted to Office of Finance for processing within the following time frames.

  • Reimbursements for In-State Travel - In state travel should be submitted on a monthly basis. Reimbursement received 90 days after the completion of the month of  travel will not be processed without approval from the appropriate Travel Administrator. 
  • Reimbursements for Out-of-State Travel - Out-of-state travel  should be submitted within 5 working days from the return of the trip. Reimbursement received 90 days after the last day of the out-of-state trip will not be processed without approval from the Appropriate Travel Administrator.
  • Travel reimbursement requests for travel in April, May, and June should be submitted prior to July 5th or as directed by the Travel Office for year-end processing.

Reimbursement Accounts (TRAV-207) should be submitted with traveler’s original signature and original receipts.  In cases where the Travel Supervisor/Administrator is not located at the same Official Station as the traveler, signatures signed by the following will be accepted.  

  • Adobe
  • Docusign
  • Fax – Only using official fax from within a University of Arkansas System fax machine.
  • Scanned/Emailed – Only from within a University of Arkansas System Official email address.  Example: uaex, or uark,

Original signed documents must be on file with the department if not sent to LRSO.

Receipts for Travel Reimbursements

Receipts MUST be original and must be in the name of individual traveler.  Receipts need to be taped or glued to a blank piece of paper before submission.

 The following are the required receipts for travel reimbursement:

  • Lodging- Receipt must be in traveler’s name, show dates of stay, reflect the single room rate, plus applicable taxes and show that the balance has been paid in full.  If lodging is over the per diem, traveler must submit an approved Request for Special Travel Authorization TRAV-213.
  • Commercial Airfare, including the itinerary showing passenger name, date of flight, and itemized detail of charges.  Include baggage receipts.
  • Ground transportation (i.e. shuttle, train).
  • Taxi receipts when cost exceeds $25.  Tips are not reimbursable.
  • Parking receipts
  • Miscellaneous items purchased while on travel status (a detailed explanation as to why the purchase was made must be included).
  • Toll charges
  • Registration Fees – Receipt must show event
  • Car Rental

Travel Reimbursement Status

Once the Travel Form TRAV-207 is received by Office of Finance, it is date stamped and then worked in the order they are received.  Processing time can vary depending on the volume of Travel Forms.

Due to delays that may occur in receiving supervisory approval or in mail delivery, we ask that you wait until the 15th of the month to inquire on the status of your travel.

Direct Deposit

With direct deposit, your travel reimbursement check is automatically credited to your bank account as soon as your travel account or reimbursement request is processed - no waiting, no worrying, no hassle. To sign up simply prepare a Finance-224 and send it to the Office of Finance Office along with a voided blank check or deposit slip. This form is also used to sign up for, change, or stop direct deposits.

Travel Expenses

Registration Fees

Cost of registration at conferences and meetings is an allowable item of expense when supported by a receipt or canceled check. When a registration fee payment includes the cost of such items as meals and lodging, the traveler must not claim the same items separately.

Parking and Toll Charges

Parking and toll charges for private, rental, or extension vehicles are reimbursable and may be claimed as a travel expense with appropriate receipts.

Taxi Charges

Taxi charges may be claimed as a travel expense. Receipts are required for Taxi over $25.00.

Storage, Handling and Transporting Baggage, and Business Articles

Charges incurred in storing, handling, and transporting items used in connection with an employee's official travel and standard charges for handling baggage other than "personal" may be reimbursed. (Maximum one bag per trip unless special permission granted)

Miscellaneous Travel Expenses

All miscellaneous travel expenses incurred in connection with travel reimbursement request must be clearly identified and explained in detail on the travel expense statement. 

Mileage

When departing from your residence, mileage should be calculated from your official station or your residence, whichever is closest to your destination point.

Official Station will be the city or town of the employee's office or main work location, unless otherwise determined administratively.   

Vicinity Mileage may be claimed within the city limits of cities visited on approved trips outside the headquarters county, city, or state. It may not be used for travel to points outside the city limits.  Usually, it is more practical to use point-to-point travel rather than reporting vicinity mileage. If reporting vicinity mileage the amount must be listed separately from official mileage and justified.  All mileage within the assigned territory must be reported on a point-to-point basis using actual speedometer readings.

Miles will need to be rounded to the nearest whole number when reporting on TRAV-207.

Mileage should be calculated by accessing one of the following websites:

The current reimbursement rate for official business mileage is 52 cents per mile.

Plane Fare in Lieu of Mileage

PMGS 12-1 - Division of Agriculture Travel Policy

Persons traveling by privately owned automobile will be reimbursed for the amount of coach plane fare or mileage at 52 cents per mile, whichever is less.  Unless documented otherwise, the following costs will be used in the plane fare calculation: price quote for airfare, travel agency handling fee, one round trip between office and the airport, $8 / day for airport parking, and $50 for shuttles, taxis, etc.

Exceptions can be made when more than one person travel together and savings are documented. Justification for exemption must be included in the trip application.

Mileage in Lieu of Meals and Lodging

When a trip involves more than one day and an employee wishes to return home at night, reimbursement for mileage for the extra round trip(s) will not exceed the cost of dinner, lodging, and breakfast that would otherwise have been claimed.

Meals

Meals without an Overnight Stay

PMGS 12-1 - Division of Agriculture Travel Policy

Reimbursement of meals for one-day travel without an overnight stay is not allowed. 

Meals with an Overnight Stay

Your actual cost of meals up to per day maximum will be reimbursed.  The daily per Diem for meals is listed under the Federal Travel directory at:  http://www.gsa.gov

Meals en route and from the employee’s original station are subject to the following:

  1. Breakfast maybe claimed if the employee leaves their official station prior to 6:30 a.m.
  2. Lunch may be claimed if the employee leaves their official station prior to 11:30 a.m., and when returning to home station they arrive by 12:30 p.m.
  3. Dinner may be claimed if the employee leaves their official station prior to 5:00 p.m. and when returning they arrive by 6:30 p.m.

Meals that fall on the first and last day of travel will be reimbursed at 75% of the daily per diem.

Tips are allowable on meals not to exceed 15%.

No alcohol beverages are allowed for reimbursement.

Complementary Meals/Conference-Registration Meals

Meals provided by a common carrier or a complementary meal provided by a hotel/motel does not affect the maximum meal allowance per the Federal Travel Directory.

Meal reimbursement requests must be reduced for meals provided as part of the conference registration   A copy of the conference itinerary will need to be provided with travel account in order to process.

Allowances may be made (in writing) to allow the traveler to claim meal reimbursement, if any of the conditions below are met:

  1. The traveler is unable to consume the meal provided because of medical requirements or religious beliefs;
  2. The traveler purchased substitute meal(s) in order to satisfy their medical requirements or religious beliefs;
  3. The traveler was unable to take part in the provided meal due to the conflict of official business.

Lodging

Lodging will be reimbursed at the Federal daily per Diem depending on location of for the trip (see the Federal Travel directory at:  http://www.gsa.gov).  For lodging that is over the Federal daily per diem, travelers must have an approved and signed Request for Special Travel Authorization form TRAV-213 on file with Office of Finance.

Lodging receipts are required with the following Information:

  • Date of check in and check Out
  • In traveler’s name
  • Single room rate and tax charged
  • Payment of Balance Due

If the lodging bill is being split, both parties must have receipts in their names. No expenses for meals or lodging will be allowed within the city or town of the employee’s Official Station or within 50 miles radius (unless specifically authorized by the Travel Administrator).

Lodging in Private Homes will not be reimbursed.

When TCard is used to make reservations for hotel, obtain a credit authorization slip from the hotel.  Complete the form and return it to the hotel.  This will ensure that the traveler will not need actual TCard when checking in or out of hotel.

Transportation

Extension will reimburse transportation at the most economically and advantageously method which benefits CES.

Taxi Fare  

Taxi fare is not allowable when mileage is paid or when plane fare is claimed in lieu of mileage

If a traveler pays a tip for ground transportation, the tip will NOT be reimbursed by Extension.

Common Carriers

Extension will reimburse travel by commercial air for non-refundable coach class accommodations only. Tickets should be purchased at least 14 days in advance when possible.  Airline tickets purchased less than 14 days in advance require justification on the TRAV-210 form as to why the tickets were not purchased at least 14 days in advance.  

Departmental Travel Card should be utilized when at all possible. 

The traveler must submit an itinerary for flight with an itemized receipt of the charges incurred.  Receipt must be itemized, dated, reflect traveler’s name, and indicate that the balance due has been paid.

Reimbursement of bag fees is limited to one bag per trip unless documentation is made regarding the necessity of additional bags.

Cost of preferred seating is not reimbursable unless no other seating is available and must be justified in writing with the reimbursement request.

Privately Owned Aircraft

Privately owned aircraft reimbursement is calculated at 52 cents per nautical mile.

Charter Flights

When it is necessary for employees to charter a plane, the total cost is reimbursable. However if the plane was chartered only for personal convenience of employees, reimbursement shall be limited to the cost of airfare for a scheduled airline flight to the same location. 

Private Vehicle

CESP 6-1 for more information

If private vehicle is used, mileage shall be reimbursed and computed using map mileage.  Mileage shall be computed from the traveler’s official station or residence whichever is less, to the destination.  Reimbursement will be the rate as established by the Chief Fiscal Officer of the State.  This rate is currently 52 cents per mile.  You may use http://www.randmcmnally.com or http://www.mapquest.com for mapping trip.  Traveler’s private vehicle license # must be on Trav 207 in order to get reimbursed.

Vehicle Rental 

CESP 6-1 for more information

When renting a vehicle within the State of Arkansas and where available within the United States, the mandatory Enterprise rental car contract must be utilized unless a documented exception is noted. Traveler must provide an itemized rental receipt for the vehicle rental to Office of Finance.

Financial services will verify if any optional insurance was purchased on the rental.  Extension will not reimburse for any optional insurance purchased by the traveler.

Vehicle Rental requires approved justification.

Travel Authorization

Out of State

A complete Out-of-State Trip Application Form TRAV-210 should be on file with Office of Finance 2 weeks prior to trip.  The purpose of the Out-of-State Trip Application is to provide a summary of the anticipated expenses for your trip and the dates that you will be away from your official station.

If prior approval is not received within 2 weeks of the date of travel, the traveler will need to include a justification explaining why prior approval was not received.

Office of Finance will review application for accuracy.  If approved, Office of Finance will send an approved copy of the application back to the traveler.  If the application is not approved, Office of Finance will notify the traveler of what steps are needed in order to complete the application for approval.

Employee is considered on travel status a maximum of one day before and one day after an official event.  Exceptions may be allowed when the most economical and advantageous method of travel requires more than one day of travel. Justifications for exceptions must be included in the Travel Authorization description and preapproved by the Chief Financial Officer (CES) or their designee.

Instructions to complete the TRAV-210

Non Extension and Guest

An authorized Travel Authorization form for Non-Extension Employees & Guests TRAV-229 submitted by an extension employee must be on file and approved by Office of Finance before a travel claim can be paid for Non-Extension and Official Guests. 

Travel expenses must be submitted on Travel Form TRAV-207 for a Non-Extension Employee or Guest to receive reimbursement for their travel expenses. The traveler should make sure to obtain appropriate signatures, and submit required documentation to Office of Finance to receive their reimbursement.   

Instructions to complete the TRAV-229

In State Travel

In-State travel reimbursements should be reported on Travel Account Form TRAV-207 and should be submitted on a monthly basis.  Only one In-State travel reimbursement request per month is allowable.  The TRAV-207 should be submitted to your supervisor within 5 working days after the end of the month.  All In-State reimbursements should be received in Office of Finance within 90 days after the completion of the month of travel with all appropriate signatures, required receipts, and documentation.   All loose receipts will need to be attached by glue/tape to a blank piece of paper for processing.

All instate travel must be submitted by July 5 for the fiscal year ending June 30th.

Quick Tips for In State Travel:  Mileage with overnight stay for travel that occurs in two different months should be reported in both months but charged only for the current month.  Zero “O” miles will be noted for the other month.

The following are examples of improper and proper statements for purpose and mileage section of Trav-207

Improper:

  • Youth Group Meeting
  • Youth Group - E.F.N.E.P.
  • Assist with E.H.C. Meeting
  • Picked up speaker for meeting
  • Delivered film for processing
  • County fair board meeting

Proper:

  • Youth Group Meeting - Food   Preparation
  • E.F.N.E.P. Youth Group - Meal   Planning
  • E.H.C. Meeting - Clothing   Selection
  • Discussed mtg. program - Parenting Skills
  • Discussed program visibility with   media
  • Discussed educational exhibits for county fair

Border City Travel

Trips to border cities that are necessary to carry out routine job responsibilities and does not require overnight lodging should be considered in-state travel. Expenses will be reimbursed at in-state rates and reported on the regular monthly travel account.  This would include routine trips to border cities to attend committee meetings, to pick up materials, or to visit a government office.  Example of border city: Memphis TN and Texarkana Texas.  No out-of-state trip application will be required for these one-day trips.

Travel to border counties and cities that require overnight lodging require an Out-of-State Trip Application TRAV-210 to be filed two weeks prior to the departure. A Request for Special Travel Authorization, TRAV-213, may be submitted with the out-of-state trip application when the traveler is requesting authorization to exceed the maximum daily allowance for lodging. The request for special travel authorization must contain a proper and complete justification

Instructions for completing Trav 207 for In State

Example of Split Month Travel

Out of State Travel

The traveler will submit to Office of Finance an approved TRAV-207 within 5 working days after the completion of the out of state trip with a copy of the approved Out-of-State Trip Application TRAV-210 for Extension Employee’s or TRAV-229 for Non Extension Guest, along with all appropriate signatures, required receipts, and documentation. All loose receipts will need to be attached by glue/tape to a blank piece of paper for processing.

Instructions for completing the Out-of-State Trip Application Form

Instructions for completing Non Extension Trip Application Form

Instructions for completing Out of State Trav-207 Form

Border City Travel

Trips to border cities that are necessary to carry out routine job responsibilities and does not require overnight lodging should be considered in-state travel. Expenses will be reimbursed at in-state rates and reported on the regular monthly travel account.  This would include routine trips to border cities to attend committee meetings, to pick up materials, or to visit a government office.  Example of border city: Memphis TN and Texarkana Texas.  No out-of-state trip application will be required for these one-day trips.

Travel to border counties and cities that require overnight lodging require an Out-of-State Trip Application TRAV-210 to be filed two weeks prior to the departure. A Request for Special Travel Authorization, TRAV-213, may be submitted with the out-of-state trip application when the traveler is requesting authorization to exceed the maximum daily allowance for lodging. The request for special travel authorization must contain a proper and complete justification

Foreign Travel

PMGS 12-4Division of Agriculture Policy on International Travel

An International Travel Approval Form PMGS 12-4 and TRAV-210 must be turned into Office of Finance before traveler engages in travel.  The form must be signed by the appropriate Unit Head/Department Head.  If traveler encumbers costs prior to approval, they risk their claim not being paid.

Meals for foreign travel will be reimbursed at actual expense, not to exceed $50 for a full day of travel, or $10 for breakfast, $15 for lunch, and $25 for dinner.  Authorization for reimbursement beyond these limits will be approved only in extenuating circumstances.  When such additional authorization for foreign travel is needed, a “Special Travel Authorization” form should be filed.

Actual expense for lodging on foreign travel may be claimed without special authorization.

Within 5 working days after completion of the trip, traveler must submit the approved PMGS 12-4, approved TRAV-210, and submit a TRAV-207 with required receipts and documentation to Office of Finance for processing. 

Travel Advance

Individual

Travel advances are available for Out-of-State Travel on official business, where Extension funds are being used.  The advance is calculated at 50% of the estimated meals, mileage, and taxi charges.

The Procedure that is followed for Travel Advances is as stated:

  • Employee files form TRAV-210 (Out- of- State Trip Application), and check the “travel advance requested” box.
  • A TRAV-224 (Travel Advance Agreement) will be issued to the employee following the receipt of the approved out of state trip application.
  • Employee submits the completed copy of the TRAV-224 to Office of Finance.
  • Office of Finance issues payment for the advance approximately 1 week in advance of trip.
  • Employee files travel expense reimbursement claim TRAV-207 and all receipts within five (5) working days of completion of trip. 
  • Office of Finance will reconcile the account upon receipt of the claim.  Payment of the net difference will be issued to the employee.  If the advance is greater than the reimbursement, the employee will be notified of the difference due to Extension.  Employee will be responsible for reimbursing Extension for the difference due.
  • Travel Advance request must be for at least $200 to be eligible.

Out of State Group

A travel advance for group travel must be approved before submitting to Office of Finance.  An employee may be advanced 90% of the estimated expenses for overnight group travel.  The employee should follow the following steps to request an advance:

  • Employee should complete an Out- of-State Trip Application TRAV-210 and a Travel Authorization for Non-Extension Employees and Guests TRAV-229.  On the TRAV-210 the employee should check the box for a travel advance and indicate in the remarks section an advance is necessary for group travel.  One TRAV-229 may be completed for the entire group by indicating “see attached” for the names and information.
  • The completed and approved forms should be submitted to Office of Finance at least two weeks prior to travel departure. Upon receipt of the complete and approved forms, Office of Finance will send a travel advance agreement to be signed by the requestor and returned.
  • Once the traveler submits the approved and signed travel advance agreement to Office of Finance, Office of Finance will issue payment to the traveler.  The traveler will receive the travel advance approximately 1 week in advance of trip.
  • Employee files travel expense reimbursement claim TRAV-207 and all receipts within five (5) working days of completion of trip. 
  • Office of Finance will reconcile the account upon receipt of the claim.  Payment of the net difference will be issued to the employee.  If the advance is greater than the reimbursement, the employee will be notified of the difference due to Extension.  Employee will be responsible for reimbursing Extension for the difference due.

In State Group

Employees should follow the steps listed to request a travel advance for Over Night In-State Group Travel:

  • Employees should submit a TRAV-229 and a written expense estimate to the Accounts Payable in Office of Finance within two weeks prior to travel departure.  The estimate may be emailed to Office of Finance.
  • Office of Finance will review the written expense estimate and issue a travel advance agreement TRAV-224 to the requestor.
  • Once the traveler returns the approved and signed travel advance agreement to Office of Finance, Office of Finance will issue payment to the traveler.  The traveler will receive the travel advance approximately 1 week in advance of trip.
  • Employee files travel expense reimbursement claim TRAV-207 and all receipts within five (5) working days of completion of trip. 
  • Office of Finance will reconcile the account upon receipt of the claim.  Payment of the net difference will be issued to the employee.  If the advance is greater than the reimbursement, the employee will be notified of the difference due to Extension.  Employee will be responsible for reimbursing Extension for the difference due.

Travel Agency

Departments should utilize the Administrative Travel Card when possible.  If a departmental T-Card is not available, Office of Finance will use a travel agency to purchase airline tickets.  Employee should submit a preferred itinerary for their trip, along with their completed TRAV-210 (Out of State Trip Application) and TRAV-231 (Request for airline reservation).  Travel agency fees associated with purchasing the tickets will be charged back to the Unit’s fund and org number.   

If traveler uses personal funds, they will not be reimbursed until the trip has been taken.

Insurance

Travel Accident Insurance

Insurance coverage is provided for employees who are in travel status on behalf of Extension.  Employee will not be reimbursed for any additional insurance that they might purchase.

CESP8-13 Extension Policy covering travel insurance

Travel Insurance 4H Groups

4-H State and National Events require Event Insurance.  Contact the 4-H Event Coordinator at 501-671-2271 for more information.

Business Auto Insurance

Business Auto Insurance provides coverage for autos that are rented for official business use only.  Extension should be listed as the renter in addition to the employee, if possible.  Employees keeping a rented car for personal use after the business portion of the trip is completed are responsible for the vehicle and their liability for the personal use portion.  Employee should arrange to verify their own insurance coverage for personal time.

Employees who use their own personal vehicle for Extension business travel must carry at least the minimum limit of auto liability as required by law.

Employees should report travel accidents on form MISC-110 and contact Facilities Management at 501-671-2275 immediately.

Moving Expenses

The Senior Associate Vice-President for Agriculture-Extension will notify the employee in writing that the moving expense may be claimed.  Office of Finance will determine whether or not a particular expense qualifies for reimbursement. 

Employees can contract a Preferred Moving Company or a Non-Preferred Moving Company. 

Employees who contract preferred moving companies should schedule the move as soon as possible upon acceptance of employment and offer by Extension to pay for moving expenses.  Move must take place no later than one year from the start of employment. 

For Preferred Moving Companies, employees should contact the local representative for Extension.   The contact for Extension’s local representative is A-1 Daniel Moving & Storage Co Inc. The contacts for Extension are Shelia Waldrop or Jo Bardin.  When calling ask for U of A Cooperative Extension Service pricing.  A-1 may be contacted by calling 1-800-282-6608 or by faxing to 501-375-1075.

If an employee decides not to contract with the preferred moving company, three written moving estimates must be secured.  On-line estimates will not be accepted by Office of Finance.  Justification should be provided if the firm with the lowest estimate is not selected.  Receipts are required for all reimbursements. 

To receive reimbursement, employee must submit the original invoice, the signed approval letter, original receipts and the 3 written estimates if not using the preferred moving company to Office of Finance along with the Form PURCH -306,”Estimated Cost of Moving Expenses” in order to file for reimbursement. .

Relocation Expenses

Relocation Expenses should be entered as a requisition directly to the contract moving company when possible instead of a personal reimbursement.  Receipts are required. See Federal Publication #521 at http://www.irs.gov/publications/p521/ar02.html.

Division of Agriculture Vehicles

Use of Vehicles

To comply with University of Arkansas Board Policy and applicable statutes of the State of Arkansas, the Division of Agriculture has adopted the following vehicle use policy:

Use of a Division vehicle is a privilege. Employees entrusted with the use of a Division vehicle must act appropriately, use sound judgment, and abide by all Arkansas laws and regulations regarding operating a motor vehicle.

Vehicles should be used for official business purposes only. All occupants in Division of Agriculture vehicles should be traveling in conjunction with official business purposes for the University of Arkansas.

Division vehicles should be driven only by employees. Administrative approval must be obtained by individual employees who plan to drive the vehicle home at night before leaving the next day on assigned business.

Vehicles are not to be used for routine commuting back and forth to the office.

Appointed, temporary and seasonal workers who drive Division of Agriculture vehicles will complete a Arkansas State Vehicle Safety Program Authorization to OperateForm, a release to permit the Division to check an employee’s driving record via the Arkansas State Vehicle Safety Information Network.

Drivers are to read and adhere to the Driving Safety Tips provided as part of the Arkansas State Vehicle Safety Program.

Employees under the age of 18 are prohibited from driving Division of Agriculture vehicles.

Seatbelts are to be used at all times by both drivers and passengers while traveling in a Division vehicle.

Drivers of Division of Agriculture vehicles, trucks and on-road equipment must have a valid driver’s license to operate the vehicle driven.

The use of cellular phones to carry out conversations while operating a Division vehicle is strongly discouraged.  Texting and driving is against Arkansas state law.

Smoking, use of e-cigarettes and other tobacco products is prohibited in Division of Agriculture vehicles.

Employees are prohibited from possession, carrying or being under the influence of alcoholic beverages in Division-owned vehicles.

Employees are prohibited from possessing, smoking, ingesting or otherwise engaging in the use of, or being under the influence of, marijuana or other controlled substances while operating vehicles owned or leased by the Division.

Vehicles that are not driven a minimum of 10,000 miles per year for three consecutive years may be assigned to a motor pool managed by Facilities Management and be available for checkout by all CES employees through Fleet Commander. This is to ensure that the total fleet is used most efficiently.

Vehicles left at the Little Rock State Office (LRSO) overnight are to be parked in the fenced lot at the back of the complex. Vehicles should be locked at all times. Equipment such as computers, cameras, etc., should not be left in vehicles overnight.

Vehicles should be returned to the LRSO fenced lot with no less than half a tank of fuel. When vehicles in use are down to a quarter of a tank of fuel, they should be filled as soon as possible.

License Plates and Division of Agriculture Decals

State regulations require that all state vehicles, except those exempted by executive order, bear two state license plates, front and back. It is the responsibility of the person driving the vehicle to make sure that both plates are affixed to the vehicle at all times. Lost or missing plates must be reported to the Director of Facilities Management immediately.

State regulations require that all state vehicles, except those exempted by executive order, bear an approved decal affixed to each front door. Division of Agriculture decals are the approved decal. Facilities Management applies these decals to each new vehicle when purchased. Drivers should note the presence and condition of the decals, and if damaged or missing, report this immediately to the Director of Facilities Management.

Vehicle Report-Monthly

Reporting in the Reservation System

Vehicle mileage reporting will be through the online Fleet Commander fleet management system. Vehicles using the reservation system will not submit monthly vehicle reports, since reservations created in Fleet Commander will capture the destination, purpose, Cost Center and Worktag information that was previously submitted in a monthly vehicle report. Gas tickets will need to be attached to the WorkDay Expense report process.

Reporting outside the Reservation System

Vehicles not using the reservation system will enter the mileage log into Fleet Commander by the 5th of each month. Each unit will have a designated person to access Fleet Commander and submit the mileage log. Gas tickets will need to be attached to the WorkDay Expense report process.

Maintenance of Extension Vehicles

Unit heads or program leaders will designate a responsible person to assure safe operation and routine maintenance of the department’s assigned vehicle(s).

The Division of Agriculture Vehicle Maintenance Schedule should be followed.

The completion of that maintenance will be should be paid with either the vehicle WEX Card or a UADA p-card and charged to the appropriate Workday worktag.

All state purchasing regulations must be followed in the purchase of tires, batteries and other repair parts for the vehicle. Contact the Purchasing Department in Office of Finance for assistance with appropriate regulations.

Routine maintenance charges should be charged to the Wright Express (WEX) card assigned to that vehicle. If the vendor not does accept WEX cards, contact the Purchasing Department for help in locating suitable vendors to follow state purchasing guidelines.

Emergency Repairs

Emergency repairs on an Extension vehicle may be handled at a vendor without a blanket account established if the employee is able to verify with the vendor that they will invoice for payment rather than requiring a purchase order number before releasing the vehicle. Call Purchasing for help in locating suitable vendors. The employee should complete an online requisition upon returning to the office and send the invoice to Office of Finance. Please check warranty for any possible coverage before authorizing repairs. 

Vehicle Accident Reporting Procedures

Employees involved in motor vehicles accidents while driving a Division of Agriculture vehicle must follow the procedures outlined below:

Notify the police immediately to insure a proper investigation.

Gather all pertinent information:

  • Name, address, driver’s license number and insurance company name and policy number of other drivers.
  • Make model, year, and license plate number of other vehicles.
  • Name and address of all witnesses.
  • Do not volunteer information or admit fault.
  • Assist where needed.
  • Notify Facilities Management and the Chief Operating Officer then the Senior Associate Vice President for Agriculture - Extension as soon as possible with the following information: 
    • Date, time and location of accident.
    • Number of Division of Agriculture personnel involved.
    • Report any injuries and how serious.
    • Report the number of vehicles involved.
    • Whether the Division of Agriculture vehicle can be driven or must it be towed.

Complete form MISC-110

Reports of any travel-related accident and any questions regarding insurance coverage should be directed to the Facilities Management office at (501) 671-2275.

T-Cards

T-Card Policy - CESP 6-3

Travel Card (T-Card)

The Travel Card (T-Card) Program provides travelers a safe, effective, convenient, and commercially available method to pay for expenses incidental to official travel.  The travel card is intended for official state travel-related use only and should never be used for personal purchases or to pay for someone else’s travel expenses.  The Travel Card reduces the amount of personal travel funds needed to purchase:  Airline Tickets, Baggage Fees, Conference Registration Fees, Lodging, Parking, Rental Car, and Taxi/Shuttle charges.

If your department is in need of a card, please complete a TRAV-400D and send it to Office of Finance for processing.  For any question, please contact the Accounts Payable Manager at 501-671-2047.