006.09.1 R7-19-4-904. Procedures for TR-1 (Travel Reimbursement)
AR ADC 006.09.1 R7-19-4-904Arkansas Administrative Code
Ark. Admin. Code 006.09.1 R7-19-4-904
006.09.1 R7-19-4-904. Procedures for TR-1 (Travel Reimbursement)
The Travel Reimbursement Instructions Form (TR-1), P1-19-4-904 or http://aasis.state.ar.us/Forms/formFItrvlexpensereimbursmnt.htm, is the standard form to be utilized by all State officials, including board members and employees, for the purpose of claiming reimbursement for travel expenses incurred by the traveler for meals, lodging and mileage on personal vehicles used in connection with the official business of the State. Electronic equivalents of this form may be used so long as the elements of information required on the official form are included. This form is also to be used for recording any miscellaneous expenses incurred by the traveler. An itemization of all expenses incurred by the claimant will appear on this form. All travel advances will be deducted on this form.
When non-State employees and other official guests of the State are authorized to render service on behalf of the State and for “wards of the State” (inmates, foster children, patients or other persons in the care of the State), their names and expenses will be set out on form TR-1 or electronic equivalent. If, in addition to his expenses, a non-State employee performs official service for which he/she is paid a fee, the travel reimbursement process is not to be used to pay the fee, but his/her invoice for professional services is to be paid in the usual manner on the general expense document with the proper professional invoice attached. The following procedures will be utilized in submitting claims for reimbursement:
All travelers requesting reimbursement must complete a TR-1 form or equivalent.
All forms must be prepared electronically, typewritten or in ink and may be processed electronically where that capability exists on the State central accounting system or the system used by the agency or institution. The original bearing the traveler's signature shall be filed with the Agency; the traveler should retain a copy.
Changes to the official TR-1 may be made to include additional information, but no parts can be deleted.
When charges for transportation, lodging and conference registrations are not billed directly to the State, the following documentation is required for reimbursement:
Reimbursement for transportation must be supported by an original (or, in accordance with ACA 19-4-815 (b), confirmation number in the case of electronic tickets) vendor document describing the travel and indicating the cost.
Reimbursement for lodging must be supported with a hotel document indicating the lodging specifics.
A descriptive vendor document must support reimbursement for conference registrations.
Primary responsibility for authenticating travel reimbursement claims rests with the administrative head of the agency or their designee(s).
All claims for reimbursement of expenses must be itemized and attested to by the claimant and approved by the administrative head of the agency or his designee(s).
Travel Expense Reconciliation Form
A “Travel Expense Reconciliation” Form, P1-19-4-904 or electronic equivalent, must be attached to each “Travel Reimbursement Request” Form when presented for payment in those cases where all travel expenses were not paid by the employee. The traveler will indicate on this form expenses not paid by him/her that were direct billed or charged to the agency. The original will be retained in the agency's permanent files as proof that the allowable daily maximum(s) for travel has not been exceeded.
The receipts provided to the traveler at the time of purchase, particularly for lodging and commercial transportation, must support the “Travel Expense Reconciliation” Form filed in the agency.
Current with amendments received through February 15, 2024. Some sections may be more current, see credit for details.
Ark. Admin. Code 006.09.1 R7-19-4-904, AR ADC 006.09.1 R7-19-4-904
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