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006.09.1 R1-19-4-1008. Travel Advance Revolving Funds

AR ADC 006.09.1 R1-19-4-1008Arkansas Administrative Code

West's Arkansas Administrative Code
Title 006. Department of Finance and Administration
Division 09. Office of Accounting
Rule 1. Rules and Regulations of the Financial Management Guide
Ark. Admin. Code 006.09.1 R1-19-4-1008
006.09.1 R1-19-4-1008. Travel Advance Revolving Funds
In accordance with ACA 19-4-1008, the Chief Fiscal Officer of the State may approve the establishment of a revolving fund by an agency, department, board, commission or institution to be used to make advances of expense funds for authorized travel by officials, employees of State agencies, boards, commissions, and institutions of higher learning and students when travel is in conjunction with institution-sponsored events or programs.
The Chief Fiscal Officer of the State shall-not be liable for any unauthorized expenditure through the failure of any official, employee or student to reimburse revolving funds for travel advances. The responsibility of ensuring that only authorized expenditures are paid by the use of any advance from an established revolving fund and the collection of advances made from a revolving fund ultimately rests with the administrative head of the board, commission, agency, department or institution.
The administrative head of the board, commission, agency, department or institution may appoint a travel administrator to administer travel functions within their activities. However, the responsibility for taking corrective measures for any abuses discovered rests with the administrative head of the board, commission, agency, department or institution.
Establishment of a Revolving Fund
A Travel Advance Fund is established by submitting a request to the Department of Finance and Administration-Office of Accounting. The administrative head of every board, commission, agency, department or institution that wishes to establish and operate a travel advance revolving fund shall do so in accordance with the policies set forth by, and with the approval of, the Chief Fiscal Officer of the State. In addition, a custodian must be designated who will be responsible for operating, maintaining and processing all transactions in the account(s). All Travel Advance
Funds in operation on the effective date of this rule are hereby approved.
Policy
The cost of registration and conference fees may not be included in the travel advance request. State personnel who hold an approved State travel card are discouraged from using the Revolving Travel Fund. Should it become necessary for a cardholder to apply for a travel advance, a letter of request from the traveler's immediate supervisor will be submitted to the Travel Advance Fund Custodian justifying the advance by explaining why anticipated expenditures may not be charged to the traveler's credit card.
AMOUNTS TO BE ADVANCED:
Travel Advance Revolving Funds may be utilized to make advances of amounts not to exceed 50% of the total anticipated travel expenses, not including those expenses that are direct billed to the agency or charged on the Sponsored Business Travel Card.
Within Arkansas:
Anticipated meals (air fare, lodging, vehicle rental) should be direct billed using the “Sponsored Business Travel Card.”
Within the Continental United States:
Anticipated meals and taxi (air fare, hotel, and vehicle rental) should be direct billed using the “Sponsored Business Travel Card.”
Outside the Continental United States:
Where the travel destination of the traveler and/or group does not provide access to the Sponsored Business Travel Card (SBTC) or other electronic means of accessing funds, the cash advance may be 75% of total anticipated travel expenses less air fare and hotel which may be direct billed using the Sponsored Business Travel Card.
When the travel destination of the traveler and/or the group does provide access to the Sponsored Business Travel Card (SBTC) or other electronic means of accessing funds, the cash advance should not be authorized but in no event will it exceed 50% of the total anticipated travel expenses. Air fare and hotel may be direct billed.
PLEASE NOTE: Travel advances for student/client/group activities as defined by ACA 19-4-904 (d) may be made for 90% of the anticipated expenses that are not to be direct billed to the institution.
Specific exceptions to this policy may be addressed via e-mail to the director, Office State Procurement at [email protected] subject: travel advance. State agencies, boards, commissions and institutions of higher learning shall require employees and/or students to file an agreement authorizing the agency/institution to recover any amounts advanced for travel expense purposes from the amounts claimed and allowed the employee or student as reimbursement for actual expenses incurred or add them to the receivable account of the student.
Procedure for Obtaining a Travel Advance
The traveler completes the “Revolving Travel Fund Repayment Agreement” Form P1-19-4-1008.
The traveler obtains approval of his/her supervisor as indicated on the form and forwards the completed forms to the Travel Advance Fund Custodian.
Travel advance requests, including those submitted by mail, should be processed with advance check prepared within five (5) working days after receipt provided that travel advance check should not be released more than 10 working days prior to planned travel. Employees should be notified when travel advance checks are available, and/or the advance checks should be routed to the traveler.
Repayment of travel advances: travel advances will be repaid according to the following guidelines:
• A “Travel Reimbursement” form, TR-1 or equivalent, should be filed within five (5) working days after the traveler completes his/her travel. The total amount of the travel advance to be repaid to the Travel Advance Fund must be stated in the space provided on the TR-1 form when submitted. All TR-1 forms indicating an amount due the Travel Advance Fund must be routed through the Travel Advance Fund Custodian for verification of proper “amount due”. Failure to submit the TR-1 or equivalent to the proper unit in a timely manner or failure to indicate an amount due the Travel Advance Fund may result in the traveler being permanently barred from utilization of the Travel Advance Fund.
• After submission of form TR-1, two warrants/checks will be issued as follows:
1) Payment to the Custodian of the Travel Advance Fund from which the original travel advance was made for the full amount of the advance.
2) Payment to the traveler for the net amount (after the travel advance has been deducted).
The sum of the two warrants/checks will equal the amount of the total reimbursement claimed and approved.
• Anyone who has been issued a State travel card and who obtains a travel advance without first obtaining written authorization from his/her supervisor may be permanently barred from using the Travel Advance Fund.
• If the traveler is no longer employed by the issuing organization and the travel advance has not been repaid by the borrower, the amount of the travel advance will be deducted from his/her final payroll check. If the travel plans by a current employee are cancelled after a travel advance was made, the travel advance must be repaid within five (5) days of the cancellation date.
Current with amendments received through January 15, 2024. Some sections may be more current, see credit for details.
Ark. Admin. Code 006.09.1 R1-19-4-1008, AR ADC 006.09.1 R1-19-4-1008
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