1. Anticipated meals and lodging costs of the authorized traveler

2. Anticipated mileage expense at the rate provided by law when an individual is required to use his or her own vehicle for official travel

3. Anticipated taxi fares

4. Anticipated meals and lodging for wards of the State when being escorted by a state employee

5. Travel situations specifically approved in writing by the Chief Fiscal Officer of the State

Note 1: The cost of registration and conference fees may not be included in the travel advance request.

* Note 2: DHS personnel who hold the American Express Corporate Credit Card are discouraged from using the Revolving Travel Fund. Should it become necessary for a card holder to apply for a travel advance, a letter of request from the traveler's Division Director will be submitted to the DAS Director justifying the advance by explaining why anticipated expenditures cannot be charged to the traveler's credit card.

1. The traveler completes the Revolving Travel Fund Repayment Agreement, Form DHS-1011.

2. The traveler obtains appropriate approval as indicated on Form DHS-1011 and forwards the completed forms to:

Arkansas Department of Human Services

Division of Administrative Services

General Operations Section

Cash Disbursement

P. O. Box 1437, Slot 3215

Little Rock, Arkansas 72203

Note: Any traveler expecting to exceed maximum for meals and lodging must also submit for approval a completed Request for Waiver of Per Diem, Form DHS-1000 prior to travel taking place. (See Chapter 304, Section III. N. 4. and Note to Section III. E.)

3. Travel advance requests, including those submitted by mail, are generally processed within two working days after receipt. Employees in the Donaghey Complex are notified by telephone when travel advance checks can be picked up. Other travel advances are sent by return mail.

1. A Travel Reimbursement Form, TR-1, must be filed within five working days after the traveler returns to the traveler's official station.

2. DAS, General Operations Section, Payable Units forward travel reimbursement checks for travelers who have outstanding travel advance loans to Cash Disbursement for processing.

3. If the traveler's reimbursement check is greater than the travel advance loan, the traveler will reimburse the travel fund the full amount of the advance with cash, money order, or personal check before the reimbursement check will be released.

4. If the traveler's reimbursement check is less than the advance, the traveler will reimburse the travel fund the difference with cash, money order, or personal check and endorse the reimbursement check to the Travel Advance Fund.

* 5. No collection efforts are made on past due travel advances. Past due advances are deducted from the traveler's payroll check after four weeks from the traveler's return date, and the traveler is permanently barred from use of the Travel Advance Fund. Anyone who has been issued a DHS American Express Corporate Card and who obtains a travel advance, without first obtaining the letter of request required by subsection A, Note 2 of this chapter, is permanently barred from use of the Travel Advance Fund. Payment made with a personal check that is returned for insufficient funds will be treated as a past due advance. If the traveler is no longer employed by DHS, the past due travel advance is forwarded to DAS, Managerial Accounting Section, Accounts Receivable Unit for collection.

Note: The Revolving Advance Fund is operated in accordance with the procedures in this chapter, not withstanding any different or contrary language in any form or procedure issued before the effective date of this manual, but not found in this manual.

1. The OCC filing fee account is a petty cash fund. It is operated to pay filing fees for staff attorneys. The fund enables DAS to expedite requests on short notice.

2. Funds are obtained from the filing fee account by completing a form memorandum.

1. DCFS filing fee account is a petty cash fund. It is operated to assist DCFS staff, through OCC, to obtain funds for filing fees. The fund enables DAS to expedite requests on short notice.

2. Funds are obtained from the filing fee account by completing a form memorandum.

1. DMS Office of Long Term Care Fee Account is operated to collect, deposit, and transfer receipts from license fees to the State Treasurer.

2. Transactions are carried out in this account when Cash Disbursement personnel are advised in writing by Long Term Care personnel to make the fund transfer.

1. DMS Medical Transportation Account is operated to pay providers to transport eligible clients to receive medical services. The DMS Director or designee provides DAS, Cash Disbursement, with the following:

2. The DMS Director or designee notifies DAS, Cash Disbursement, of changes in a. or b. above on an ongoing basis.

3. Whenever the bank balance is down to fifty percent of the authorized maximum amount, authorized representatives in the county offices request funds to replenish the Medical Transportation Account by forwarding a completed Medical Transportation Fund form, Form DHS-1028 to:

Arkansas Department of Human Services

Division of Administrative Services

General Operations Section, Cash Disbursement

P.O. Box 1437, Slot 3215

Little Rock, Arkansas 72203-1437

4. DAS Cash Disbursement will forward a warrant to replenish the account within three working days of receipt of the request.

1. To establish a petty cash fund, a request must be submitted to DAS, Managerial Accounting Section which forwards the request to the Director, Department of Finance and Administration. A similar request must be submitted and approved to close, increase, or decrease an existing petty cash fund. A general expense voucher must be drawn to provide the cash. Requests are to be sent to:

Arkansas Department of Human Services

Division of Administrative Services

Managerial Accounting Section, Banking Operations

P.O. Box 8150, Slot 3445

Little Rock, Arkansas 72203-8086

2. All petty cash vouchers must be entered in a petty cash journal. The petty cash fund custodian is responsible for accounting for the fixed amount at any time. Disbursements from the fund must be authorized by someone other than the custodian. The name of the designated petty cash disbursement officer should be included with the request.

3. Typical expenditures from petty cash are items such as postage, freight and express. In general, petty cash is utilized to purchase:

• Items requiring prompt payment

• Items on which the cost of utilizing regular disbursing channels would offset any savings that could be realized by immediate purchase and payment

Note: Under no circumstances may petty cash be utilized to circumvent purchasing regulations, make payroll advances, make travel advances, or reimburse travel expenses.

* 4. Petty cash fund disbursements are made on a petty cash voucher to be prepared and signed by the person responsible for authorizing the disbursements. Petty cash expenditures must be approved in advance and all petty cash vouchers must be supported by a receipt or sales slip. The following is required on the petty cash voucher:

5. A request to replenish a petty cash fund must include a copy of the petty cash journal with the general expense voucher. Individual vouchers need not accompany the general expense voucher, but must be retained for audit purposes. The general expense voucher should always reflect the amount of actual expenditures and NOT the fixed amount of the fund. Petty cash is replenished quarterly and at the end of each operational year so that expenses for one year do not carry over to the following year. The operation of an imprest cash fund should in no way be combined with change funds or cash receipts. Requests to replenish existing petty cash funds should be sent to:

Arkansas Department of Human Services

Division of Administrative Services

General Operations Section, Purchase Orders

P.O. Box 8086, Slot 3000

Little Rock, Arkansas 72203-8068

6. The custodian of the petty cash fund is responsible for ensuring that proper control is maintained. To accomplish this, the following basic requirements should be met: