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U of A Board Policies
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Summary: Establishes policies and procedures for out-of-state travel by Extension personnel. Out-of-State Trip Application, T.R.A.V.-210 • Types of Trips • Reimbursement for Expenses • Method of Travel • Expense Accounts • MiscellaneousI. Out-of-State Trip Application, T.R.A.V.-210PreparationTime
Submission• Full or Part Expense Trips – If any expenses are to be paid by Extension, the application must be submitted no later than two weeks in advance of the trip.
• No Expense Trips – If no expenses are to be paid by Extension, the application must be submitted no later than five days in advance of the trip. Trips funded through the Agricultural Development Council or the 4-H Foundation and requiring official time are considered "No Expense" trips for Extension and should be submitted no later than five days in advance of the trip. • Please submit all supporting documents with the application. II. Types of Trips• Professional Improvement Trips – One out-of-state professional improvement trip per year will be approved for each state faculty member. Reimbursement will be based on availability of funds. • E.C.O.P. and Southern Directors’ Approved Meetings – Trips to E.C.O.P. and Southern Directors’ approved meetings will be reimbursed at full expense. The number of faculty members attending the same meeting will be determined by the Associate Vice President - Extension. • Extension Representative Trips – Reimbursement for full expenses will be approved for faculty members who are asked to attend out-of-state meetings as representatives of the Cooperative Extension Service. • 4 - H Exchange Trips – One agent per county (not to exceed two per district per fiscal year) may be reimbursed for full expenses for no more than five working days for an out-of-state 4-H exchange trip. National Association Meetings• Voting Delegates, Officers (Officers must also be voting Delegates), Distinguished Service Award (D.S.A.) Recipients and National Award Recipients – $400 per recipient will be allowed for travel expenses, in accordance with allowable transportation costs, subsistence, and registration costs, to the annual meeting of the National Association of County Agricultural Agents, the National Extension Association of Family and Consumer Sciences, the National Association of Extension 4 - H Agents, and Epsilon Sigma Phi. The maximum official time allowable is the number of days of the meeting itself plus one day’s travel time before and after the meeting. (This would be the day immediately preceding the meeting and the day after the meeting, even though one of the days may occur on a weekend.) If additional family members travel to the meeting with the employee, no reimbursement may be made for these individuals. • Others – All others desiring to attend will be granted official time not to exceed the number of days of the meeting itself plus one day’s travel time before and after the meeting. Employees may attend no more than one national association meeting on official time during each fiscal year. • Official Time Trips – Approval of official time may be granted to State Extension Faculty for trips that are considered to be of value to them in their fields of work or for trips that are made in cooperation with other agencies or groups. No expenses will be reimbursed. • Foreign Travel – The subsistence per diem allowed is different for travel outside the United States, check the policy on Foreign Travel C.E.S.P. 6-6. Professional Development Incentives for Out of State TripsThe Associate Vice President for Agriculture - Extension will offset travel expenses for County Extension Agents or Extension Specialists making presentations at national or regional professional meetings with the following conditions:
Examples of trips that may be approved:
III. Reimbursement for Expenses• Mileage – All regulations regarding mileage for in-state travel apply to out - of - state travel. Mileage is reimbursed at the rate of 43 cents per mile. • Plane Fare in Lieu of Mileage – Persons traveling by privately owned automobile will be reimbursed for the amount of coach plane fare or mileage at 43 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, $6 / day for airport parking, and $25 for shuttles, taxis, etc. • Plane Fare – Plane fare is reimbursed on the basis of coach fare. Upon request, Financial Services will make the reservation, obtain the plane ticket, and make direct payment to the travel agent. Submit the template, "Request for Airline Reservations (TRAV-231)," to Financial Services, along with the Out - of - State Trip Application (TRAV-210.) • Taxi Fare – Reimbursement may be made for taxi fare between home and/or office and the airport, between the airport and the hotel, and between the hotel and the meeting place. Taxi fare is not allowable when mileage is paid or when plane fare is claimed in lieu of mileage. • Privately owned aircraft reimbursement is calculated at 52 cents per nautical mile. • Other Common Carriers – The full ticket cost is reimbursed. A receipt is required. Subsistence
IV. Method of TravelTravel may be by personal car, state - owned vehicle, privately owned aircraft, or common carrier (plane, train, or bus). Reimbursement will be made on the basis of the most economical method of travel, considering the cost of the trip. When traveling by either personal car or state - owned vehicle, reimbursement for meals and lodging while en route to and from the destination shall be limited to actual expenditures not to exceed the maximum daily allowance provided 400 or more miles are traveled per day. • Personal Car – When travel is by personal car, reimbursement is the lesser of coach plane fare or 43 cents per mile, based on the Rand McNally National Highway Map or a computer program giving you the shortest major highway route to the expected destination. (Financial Services uses Rand McNally National Highway Map.) A different route may be taken if there is not appreciable difference in the travel time. • Privately-Owned Aircraft – When travel is by privately owned aircraft, reimbursement for transportation will be the lesser of either commercial air fare or 52 cents per nautical mile. Subsistence expense is reimbursed on the basis of the most economical method of travel. • Common Carrier – When travel is by common carrier, the full ticket cost is reimbursed. Air travel must be coach class. V. Expense AccountsComplete and assemble the expense accounts in the same manner as in-state travel expense accounts. Your claim for reimbursement (TRAV-212) for the expenses incurred on this trip should be prepared and mailed to Financial Services within five business days of your return to headquarters. VI. Miscellaneous• All expenses (including mileage to and from airports) related to the out-of-state trip should be claimed on the T.R.A.V.-212. • Two or More Staff Members Attending Same Meeting – If two or more staff members attend the same meeting, travel may be by car, plane, or other common carrier. Reimbursement is based on the method of travel most economical to Extension. Effort should be made to schedule an Extension owned state vehicle for the trip. If travel is by plane, reimbursement is on that basis. If all faculty members travel in the same car, the one furnishing the car is paid mileage and passengers receive no reimbursement for transportation. If one staff member elects to travel by plane and the others travel in their personal cars, the ones traveling by car are reimbursed a pro rata share of a coach plane fare or mileage, whichever is less. If other travel arrangements are requested, approval is based on administrative decision. Reimbursement of subsistence expense is based on whether mileage or plane fare is allowed. • Vacation Leave During Trip – Vacation leave planned in connection with an official trip should be indicated on the trip application. On the expense account, subsistence claims should be discontinued at the time the official portion of the trip ends and the vacation begins. When purchasing common carrier transportation , the ticket cost should reflect only the official trip expense. • Special Travel Authorization – A Request for Special Travel Authorization, T.R.A.V.-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. The justification must contain the minimum room rate that can be obtained. A copy of the hotel or motel confirmation should be attached if available. The justification requires the signature of the appropriate supervisor and/or Travel Administrator. It should be submitted two weeks prior to the trip departure as a part of the out-of-state trip application. The Special Travel Authorization is intended for out of state travel where transportation is limited if employees are not staying at the headquarters facility. Approval for the Special Travel Authorization within the state will only be approved in exceptional circumstances. • Travel Advance – When a travel advance is desired for an out-of-state trip, an "X" should be placed in the box for "Travel Advance Requested" on the Out - of - State Trip Application. Policy C.E.S. P. 6-12 on Travel Advances should be reviewed before requesting a travel advance. |
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