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Cooperative Extension Service |
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Agricultural
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U of A Board Policies
Dale Bumpers College
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Summary: Policy on Payment Requests, Personal Reimbursements and Travel Advances. Effective November 1, 2001 Vendor Payment RequestsEffective November 1, 2001, the
Arkansas 4-H Foundation, Inc. sets forth that all Program Managers will have
signature authority for payments to vendors from their 4-H Foundation Fund up to
$250.00. Requests for payments between $250.00 and $999.99 will require
the signature of the Program Manager and the Assistant Director - 4-H Youth
Development (4-H Foundation
Secretary). Requests for payment over $1,000.00 will require the signature of
the Program Manager, Assistant Director - 4-H Youth Development and the General Manager or his Designee. Reimbursement for Demonstration Materials or Program SuppliesEffective November 1, 2001, the Arkansas 4-H Foundation, Inc. all requests for reimbursement for demonstration materials or program supplies should be submitted on a monthly basis. Individual supply purchases exceeding $100.00 may be submitted separately. All reimbursement requests must be signed by the individual requesting reimbursement and by the Fund Manager. In the case where the Fund Manager is requesting reimbursement, the request must be signed by at least one officer of the 4-H Foundation. The original receipt or charge ticket must accompany all Reimbursement Requests or Requests for Payment. Faxed or photo static copies of receipts/invoices will no longer be accepted. Requests for PaymentOne request for payment may be submitted for several invoices to the same vendor as long as there is only one Fund to be charged. In the case of reimbursement the Individual may submit multiple vendor-itemized receipts for reimbursement on one request. For example an employee may have a receipt from Wal-Mart for $12.50, Home Depot for $56.00, Hobby Lobby for $23.98 all for supplies for one activity. They would submit a request for reimbursement for the total amount of $92.48 at the end of the month along with the original receipts for each of these expenditures. If it is a Request for Payment that is for a vendor then there may be several invoices attached. For example if obtaining supplies for an activity requires going to Hobby Lobby three times resulting in an invoice for $24.98 on 10-12-01, $52.69 on 10-13-01 and $5.27 on 10-14-01, then the Request for Payment to Hobby Lobby would be for the total amount of $82.94 with all three receipts/invoices attached. Travel AdvanceTravel advances are available only for out-of-state travel on official business, where 4-H Foundation funds are being used. The advance is calculated at 80 percent of the estimated meals and lodging shown on form 4-H Foundation Travel Advance Request. Travel Reimbursement Claims must be submitted within five (5) working days after completion of the trip. Original receipts must be submitted with the Travel Reimbursement Claim. Travel advances not repaid will be deducted from the salary check or other monies owed to the employee by the Arkansas 4-H Foundation or the University of Arkansas, Cooperative Extension Service. |
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University of Arkansas • Division of Agriculture |
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