Operating Policies and
Procedures Manual
Effective Date: 07/01/97
Policy Number: 05-24
Section: Finance and Administration
Subject: Travel: Expense Allowances
POLICY
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For staff, reimbursement is made for actual expenditures for lodging, meals,
and incidental expenses of a reasonable nature not to exceed the maximums
set by the Arkansas Department of Finance and Administration (ADFA).
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For non-staff, reimbursement of expenses is limited to actual lodging,
meal and incidental expenses of a reasonable nature.
-
Reimbursement of expenses to be charged to sponsored gifts, grants or contracts
made to the university must be in full compliance with the specific terms
of the gift, grant or contract as well as this policy.
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Expenses of a personal nature, such as for personal insurance, alcoholic
beverages, cleaning, laundry, valet service, extra meals, etc. are
not allowed.
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Expenses are allowed for the following:
- Meals and Lodging - Standard in-state rate: maximum of$70 plus tax per day for
lodging and a maximum of $39 plus tax per
day for food (no in-state or out-of-state meal
reimbursement is made without overnight lodging);
standard out-of-state rate:
maximum of $70 plus tax per day for lodging
and a maximum of $39 plus tax per day
for food. Exceptions to these amounts can be found
on the travel site at http://finance.astate.edu/travel/forms.html.
-
If two or more staff share the same room,
the total claimed for reimbursement must
not exceed the
total paid for the room.
- Receipted, itemized statements are required
from the hotel or motel for all lodging
expenses.
Summary statements provided by credit card companies are not
considered receipts.
Note: Many hotels and motels offer an educational or government
rate upon request at the
time reservations
are made.
- Telephone and telegraph expenses incurred for official business.
Receipts required.
- Miscellaneous transportation and related expenses such as taxi,
bus, airport, limousine
or parking expenses. Long-term
parking
is encouraged. Receipts required.
- Registration (when not paid in advance) and/or other allowable
meeting expenses when
necessary to carry out the purpose of the
trip. Receipts required.
-
On the "Travel Authorization" form, staff members may request through
the vice chancellor for finance and administration approval to exceed the
daily maximum rate to cover lodging expenses for both in-state and out-of-state
travel. The request must be submitted prior to the beginning of the
trip. The daily limits on meals and lodging are available at http://finance.astate.edu/travel/forms.html.
This page is maintained by
Cassey Tune
Last updated on 01/21/2008