Travel
Notice of New Travel Regulations
Authorization to Operate State Vehicles and Private Vehicles on State Business
Request for Travel Authorization
Travel Expense Reimbursement (TR1)
Travel for Students Representing UALR
TRAVEL ACCIDENT INSURANCE FOR STUDENTS AND EMPLOYEES
Frequently the Office of Finance & Administration receives questions about employee travel, student travel, and travel accident insurance coverage. This article will provide an overview of the steps that should be taken when an employee or student group travels on official University business or a sponsored trip, to ensure coverage by travel accident insurance.
Authorization to Operate a Motor Vehicle
Any student or employee operating a motor vehicle on official University business or a sponsored trip, must complete an Authorization to Operate a Motor Vehicle form. This form acts as a release to permit the University to check your driving record, and anyone found to have an unacceptable driving record will not be allowed to drive.
Incidents which would deem you as having an unacceptable driving record could include having excessive driving points of 10+, a suspended or revoked driver’s license, a DWI offense, or lack of liability insurance.
The Authorization form should be submitted to the Office of Finance & Administration with a legible copy of your driver’s license at least 10 calendar days prior to the travel date to ensure enough time for the driving record check.
Once your driving record is received, a representative of the Office of Finance & Administration will inform the sponsor(s) or department head(s) of your eligibility to drive on behalf of UALR.
Employee Travel
University policy states that employees traveling on behalf of UALR should have an approved Request for Authorization of Travel Expenses (TA) on file. This authorization will also include any “estimated” expenses that will be incurred while traveling. Travel expense reimbursements will not be issued unless a TA is on file.
When traveling on official UALR business you are covered under the University’s travel accident insurance policy as long as a TA form is on file. Even if you do not intend to claim expenses for reimbursement, the TA form must be completed, and the box “No Cost – UALR Insurance Only” should be checked. Travel accident insurance only covers you during actual time while operating a vehicle on official University business.
Student Group Travel
Often students travel off-campus to represent the University or for an academic learning experience. It is important that proper procedures are followed to ensure that the employees and students are covered by travel accident insurance, as follows:
- Verify that any student or employee who plans to drive at any time during the trip (whether it is a personal car, a rental car, or a University fleet vehicle), has an Authorization to Operate a Motor Vehicle form on file and is authorized to drive.
- Complete a Request for Authorization of Travel Expenses (TA) form for each University employee who will be driving on the trip, which ensures coverage under the University’s employee travel accident insurance policy. If no expense reimbursements will be submitted, then the block “No Cost – UALR Insurance Only” should be checked.
- Secure authority for the trip by completing a Class Trip Authorization form. Once the appropriate signatures have been obtained the form should be filed with the Office of Finance & Administration for final authorization from the Vice Chancellor of Finance & Administration.
- Student travel accident insurance through the University should be purchased for all students traveling on official University business or a sponsored event. This insurance is purchased when the Class Trip Authorization form is filed with the Office of Finance & Administration at the rate of .60 per student, per day for vehicle travel and .80 per day for travel by airplane. The department or student organization will be back charged for the insurance expense following completion of the trip. Student travel accident insurance covers students from the beginning to the end of the trip, not only while traveling in a vehicle.
This article provides only a quick overview of employee and student travel accident insurance. If there are travel insurance questions that fall outside the scope of what has been provided above, feel free to call Finance & Administration at 569-3202 and they will assist in providing an answer based on your individual circumstances.