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.
The following Account codes are related to travel and should be used in the FOAPAL line when completing the Request for Authorization of Travel Expenses:
740100 – Hotel/Meals
740200 – Mileage
740300 – Airfare
740400 – Car Rental
740500 – Guest of State (GOS)/Students
740600 – Registration Fees
740900 – Public: Taxi/Other/Parking
When traveling on official business, employees are covered under the university’s travel accident insurance policy as long as a TA form is on file. Even if the employee does 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 employees during actual time while operating a vehicle on official business.
Students traveling on behalf of the university must abide by the Travel for Students Representing UALR – Policy #309.5. Pursuant to said policy, an approved Class Trip Authorization must be on file, with student travel insurance purchased when applicable. If the student will be reimbursed for travel expenses, a TA form must also be completed and approved through Procurement Services. Before a student’s TA is approved, Procurement Services will verify with the Office of Finance and Administration that the Class Trip Authorization has been approved and is on file.
In addition, any employee, student, or guest of state operating a motor vehicle on official business or a sponsored trip (personal, university, or rental vehicle), must be age 18 or older and complete an Authorization to Operate a Motor Vehicle form. This form acts as a release to permit UALR to check the driving record, and anyone found to have an unacceptable record will not be allowed to drive.
TA’s should be submitted to Procurement Services for approval. A copy will be returned to the traveler once an Authorization Number has been assigned.
Please contact Clarice Anderson at firstname.lastname@example.org or 501.569.8702 or Sandra Phillips at email@example.com or 501.537-0053 if you have any questions about completing this form or travel procedures.
Reminder: After return of the trip, the Travel Reimbursement Form (TR-1) must be submitted to Accounts Payable within 5 working days.