Travel Services

Welcome to Travel Services for Arkansas Tech University. We offer information on travel policies, procedures, and customer service to assist the university community in navigating the travel planning and reimbursement process. This includes business, educational, athletic, and international travel. Our goal is to assist faculty, staff, and students as we support the Tech mission of providing opportunities for progressive, intellectual development and civic engagement. We offer training opportunities online, in-person, and by audit travel documents. 

Please note: Travel Services is not a travel agency, but is responsible for auditing submissions for compliance with State and University regulations and providing guidance and training to our campuses.

 

News & Announcements

Updated Index Codes for Academic Affairs Departments Effective July 1, 2022

In support of the upcoming academic restructuring, new budget index codes have been established for departments within each college. The new codes will be effective July 1, 2022. We ask that the departments begin using the new codes July 1, 2022 on all documents that require an index. Examples include purchasing and travel requisitions, post office charge slips, FAMA project requests, budget transfer requests, student labor requests, etc. Unfortunately any use of former codes will result in automatic document cancellation and resubmission by the user will be needed. There have been some changes to organization codes. Please pay particular attention to this information on the updated idex list that has been provided to AA users. If your organization has changed, be sure to use the new number where required such as PCard logs or FAMA project request forms. Closing of FY 21-22

Closing of Fiscal year 21-22

As we approach the end of FY 2022, please keep these dates in mind, and contact our offices with any questions.

Deadline

Action

May 3, 2022

Bid items $20k and above submitted to Procurement

June 3, 2021

Requisitions due in Procurement and Travel. Requisitions entered after June 3, must include name of class, camp, or conference in the document text. Failure to do so will result in cancellation of requisition.

June 10, 2022

Last Day for PCard purchases

June 10, 2022

TR-1s submitted to Travel. Any travel completed between June 11 and June 30 must be submitted on a separate TR-1.

June 17, 2022

Invoices and approved POs submitted to Accounts Payable

Click here to view the FY 21-22 Year End Memo

 

Mileage Change!

Effective immediately, due to increasing gas prices, the State of Arkansas has temporarily increased the maximum authorized rate of mileage reimbursement for the use of privately-owned motor vehicles on official business of the state to 52 cents per mile.

Reimbursement for travel performed on or after March 17, 2022, is authorized at the new temporary rate of 52 cents per mile until further notice. Reimbursement for any travel before March 17, 2022, is authorized at the rate of 42 cents per mile.

Arkansas Tech University is implementing this temporary change in alignment with State of Arkansas policy.

The State of Arkansas Office of Accounting will continue to monitor average gasoline prices and the reimbursement rate will be re-evaluated for possible reduction when the average gasoline price declines below $3.50 per gallon.

For more information, contact the ATU Office of Travel Services at (479) 356-6209 or travel@atu.edu.

Updated Car Rental Procedures Now Available! Please see the Rental Car page for instructions on how to complete an Enterprise rental vehicle reservation using ATU's dedicated Enterprise portal. 

WEX Fuel Cards available in the Purchasing Office. Click here for more information.

Newly Released Travel Services Training and Reference Packet! Travel Services has compiled an updated training and reference packet available online for view and download. Check it out under the Training page or click here to view. 

As part of the Arkansas Tech University restructuring plan, the ATU motor pool rental vehicle fleet will be discontinued June 30, 2021. Beginning July 1, 2021, the ATU rental fleet, cars and vans including the 28-passenger busses and motor coach bus, will no longer be available for rental by departments.  

As ATU moves away from the use of university-owned vehicles, it will be utilizing both the State of Arkansas mandatory Enterprise rental car contract and personal mileage reimbursement more frequently. In anticipation of this, the ATU Office of Travel Services is preparing various online resources to aid in the booking of rental cars and vans. 

Travel Requisition and TR-1 Submission Tips 

 TF

EMPLOYEE
TRAVEL

INTERNATIONAL TRAVEL

STUDENT
TRAVEL

 

Are you a Non-State Employee or an Applicant traveler?

Visit our resources page for information about guidelines and the forms needed for your travel.

Learn More

 

Training and Reference Packet

ATU Travel Policy

State of Arkansas Travel Regulations

ATU Travel Procedural Manual

Current Procurement and Travel Services Newsletter

requisition entry quick reference

Travel Policy Quick Facts

TR-1 and Requisition Entry Tips

Rental Car Information

Forms and Resources

 
 State Department Travel Advisory Map

 TRAVEL CARD

The Travel Card Program provides travelers a safe, effective, convenient, and commercially available method to pay for expenses incidental to official travel, including local travel. 

Learn More

 

Travel Guidelines

  • Seek approval to travel from your department head, dean, or V.P.
  • Search for flights that would correspond with days traveling.
  • Seek rental car approval if necessary.
  • Create a requisition to Bank of America for any lodging, flight, or car rental placed on the TCard with the following information:
    • Traveler name(s)
    • Destination of travel
    • Reason for going
    • Dates of travel
  • Create a requisition to your T number for any allowable expenses that you will incur on your personal credit card with the following information:
  • Traveler name(s)
  • Destination of travel
  • Reason for going
  • Dates of travel
  • Estimated total for each of the following: Lodging (if applicable), baggage, taxi, parking, meals, mileage.
  • Keep all itemized receipts for all expenses.
  • Obtain “zero balance” hotel bill upon check-out.

Student Groups

  • All itemized receipts must be obtained for student groups including meal receipts.
  • Students must sign a log if cash is received for meals. The log will serve as a receipt for reimbursement and should be submitted with the completed TR1.

  • Verify your meal amounts on the GSA per diem chart.
  • Complete a TR-1 with any of the following necessary information
    • Lodging
    • Flight
    • Meals
    • Mileage
    • Shuttle
    • Parking
    • Taxi
    • Baggage
    • Incidentals
  • Attach all receipts from your travel for reimbursement. Meal receipts are not required.
  • Seek approval of your TR-1 from your Dept. Head, Dean or V.P.
  • Submit your TR-1, receipts, and any additional paperwork to Travel Services
  • Travel Services will be in contact via email or phone with any questions about your documentation. 

  

 

Contact Travel Services

Young Building East End
203 West O Street Suite 102
Russellville, AR 72801

Phone: 479-356-6209
Fax: 479-964-0507
Email: travel@atu.edu