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Revised: 1-1-2016Supersedes: 4-1-2012
Request to Travel
The following travel policies, which include most of the provisions of the State Travel Regulations, are applicable to all members of the University of Arkansas-Div. of Ag-Cooperative Extension Service (CES) staff, and official guests.
All travel related expenses must be reasonable, necessary, and cost effective for CES.
A Travel Authorization (TRAV-210 or TRAV-229) MUST be on file in Financial Services before a Travel Claim may be submitted for reimbursement.
Prior to traveling, a Travel Authorization should be completed and approved by the required managers. In those instances where prior approval was not received, a justification signed by the Travel Supervisor explaining why prior approval was not received should be included with the Travel Authorization when submitted.
For details related to specific UACES procedures and processes
Travel Card – T-Card
Travel Cards (T-Cards) are for business use only!
Travel Cards issued by US Bank are special VISA credit cards. They work similarly to your personal credit cards, except the charges are billed directly to Extension and paid by Financial Services. Extension supports the use of Departmental/Administrative Travel Cards.
Travel Reimbursements
Claims for travel reimbursement will be allowed only for actual expenses incurred within the limits and restrictions of these regulations. Reimbursements are NOT at per diem. Except as otherwise noted herein, all claims for travel reimbursement must be made by the traveler, and payment will be approved only upon the basis of personal reimbursement, unless otherwise approved by the Travel Office.
Travel Administrators & Travel Supervisors
State law restricts the authority for travel authorization to the administrative head of the agency. Due to the size of our organization, the Associate Vice-President for Agriculture-Extension has been authorized to designate the individuals in charge of each division to act as his agent in performing the duties of the Travel Administrator, which includes approving out of state trip applications and special travel situations. The Associate Vice-President for Agriculture-Extension has also designated certain other employees to act as Travel Supervisors for the purpose of examination and approval of travel expense documents.
Both travel administrators and travel supervisors should be cognizant of the state travel regulations and our travel policies.
Meals
For the purpose of these regulations, the travel day commences at 6:30 am, and includes breakfast, lunch, and dinner for a full day of travel. Although the Travel Office does not require meal receipts, your department may still require them to be attached to the Travel Claim.
When traveling by either privately owned automobile or a state owned vehicle, reimbursement for meals and lodging while en route to and from your destination shall be limited to actual expenditures. Total reimbursement for both travel and room and board shall always be based on the most economical means of travel.
Meals with an Overnight Stay
The maximum full day meal allowance will be the Federal-per-Diem rate. The Federal-per-Diem rate includes tax and up to 15% tip. The traveler is only eligible for 75% of the daily allowance for meals on the first and last day of travel. Tips are allowable on meals not to exceed 15%. The Federal-per-Diem rates are located by accessing the Federal-per-Diem site. When travel is overnight, reimbursement of meals enroute and from the employee’s original station will be subject to the following rules:
Meals without an Overnight Stay
Per PMGS 12-1, reimbursement of meals for one day travel without an overnight stay is not allowed.
Guide to Reimbursing Tips
Effective August 1, 2007 the State of Arkansas began allowing reimbursement of tips on meals. This revised regulation is for meals when traveling and will also include meals that fall under the “Official Function” Policy. Please note that any events that took place prior to August 1 will be reimbursed using the old regulation.
The following guidelines must be adhered to when claiming reimbursement.
Reimbursement for Meals While on Travel Status:
Meals Included in Conference Registration
Meal reimbursement requests must be reduced for meals provided as part of the conference registration by deducting the appropriate amount as shown under the Meals and Incidental Expenses (M&IE) breakdown (see current M&IE breakdown at http://www.gsa.gov).
Allowances may be made in writing to allow the traveler to claim meal reimbursement if any of the conditions below are met:
Complementary Meals
Meals provided by a common carrier or a complementary meal provided by a hotel/motel does not affect the maximum meal allowance per the Federal Travel Directory.
Meals that fall under the Official Function Policy (Not on Travel Status):
Group meals can be paid through the requisition/PO/invoice process, a personal reimbursement, a CES p-card or a CES t-card.
An itemized meal receipt is always required. Any gratuity, regardless of description, shall not exceed 15% of the total bill, unless special approval has been granted. An approved FIN-214 must be submitted with the invoice.
Lodging
Special Travel Authorization for Lodging
If an employee has not originally requested a “Special Travel Authorization” for lodging (TRAV-213), and they exceed the Federal-per-Diem Rate, a TRAV-213 form can be sent in at the same time as claiming the expenses.
Transportation
Per PMGS-12-1, when choosing to drive rather than fly, the reimbursement for mileage may not exceed the following: A) Lowest cost airfare for a reasonable schedule booked more than two weeks in advance of travel, B) $8 per day airport parking, C) Roundtrip mileage from home office to nearest airport, and D) $50 for round-trip taxi or shuttle to and from hotel/airport.
Common Carriers
Privately Owned Aircraft
Charter Flights
Private Vehicle
Vehicle Rental
Fuel Card
Fuel cards (gasoline credit cards) are available for use when using either a rental or Extension vehicle. Fuel cards should NEVER be used in a private vehicle. Benefits of using the Fuel card is ease of use, no out of pocket expenses, lower gasoline prices, and the Federal excise tax is removed automatically. If your department does not currently have a Fuel card you may contact the UACES Facilities Management office at (501)671-2275 for further information.
Moving Expenses
For CES procedures related to moving expenses, see PMGS 20-03.
Travel Agency
Financial Services uses a travel agency to purchase airline tickets. Employees should submit a preferred itinerary for their trip, along with their completed TRAV-210 (out-of-state trip application) and TRAV-231 (request for airline reservation). Travel agency fees associated with purchasing the tickets will be charged back to the Unit’s fund and org number.
Departments should be utilizing the Administrative Travel Card, whenever possible. When the T-Card is used, you have the option of using any reputable travel agency, airline, or other online booking tool.
If the traveler uses personal funds, tickets may be purchased from any travel agency or online booking tool. Reimbursement will be made to the traveler once the trip has been taken.
Miscellaneous Travel Expenses
All miscellaneous expenses incurred in connection with travel reimbursement requests must be clearly identified and explained in detail on the travel expense statement.
Storage, Handling and Transporting Baggage, and Business Articles
Charges incurred in storing, handling, and transporting items used in connection with an employee's official travel and standard charges for handling baggage other than "personal" may be reimbursed. (Maximum one bag per trip unless special permission granted)
Registration Fees
Cost of registration at conventions and meetings is an allowable item of expense when supported by a receipt, canceled check, or organization notice of meetings, which states the amount. When a registration fee payment includes the cost of such items as meals and lodging, the traveler must not claim the same items separately.
Registration fees should be paid on a Purchase Order, p-card or Administrative T-Card. A copy of the Registration form MUST be submitted to Purchasing before the Purchase Order will be sent to the vendor.
Parking Fees and Toll Charges
Parking fees and toll charges for private, rental, or Extension vehicles are reimbursable and may be claimed on the Statement of Travel Expense, with appropriate receipts attached.
Taxi Charges
Taxi charges may be claimed on the Statement of Travel Expense. Receipts are required for tax charges over $25.00.
Expenses of Non-Extension Employees & Official Guests
Unless prior approval is obtained, when a Non-Extension employee, official guest or job applicant travels on behalf of UACES, he/she shall be allowed reimbursement for actual expense up to per diem for meals, lodging, transportation and other miscellaneous expenses when submitted on a Statement of Travel Expense Form (TRAV-207 ). A Travel Authorization for Non-Extension Employees and Guests (TRAV-229) must be approved and be submitted before a claim can be paid.
It is the responsibility of each department to ensure these individuals are not being reimbursed from any other source for their travel expenses. Federal employees who travel for Extension shall be regarded as a UACES employee and shall be reimbursed as such. The Statement of Travel Claim should show that this employee is on the payroll of the Federal Government and assigned to Extension. Alcoholic beverages are NOT allowed.
If your department utilizes the services of volunteer workers who perform duties similar to Extension employees, they are subject to the same rules and regulations governing Extension employees. Unless specifically related to employment recruitment, or being part of the official party at an Extension event, reimbursement for spouse’s expenses will not be allowable.
The person submitting the TRAV -229 form for Non-Extension Employees, official guests, and Federal Employees cannot be the Non-extension Employee or official guest.
Required Receipts
Receipts are required for the following items when requesting reimbursement
Expenses Not Allowed & Other Restrictions
Foreign Travel
An International Travel Approval Form PMGS 12-4 and Out of State Trip Application- TRAV-210 must be turned into Financial Services before traveler engages in travel. The form must be signed by the appropriate Unit Head/Department Head. If traveler encumbers costs prior to approval they risk their claim not being paid. After completion of the trip, traveler must submit the approved PMGS 12-4, approved TRAV-210, and submit a TRAV-207 with required receipts and documentation to Financial Services for processing.
Meals for foreign travel will be reimbursed at actual expense, not to exceed $50 for a full day of travel, or $10 for breakfast, $15 for lunch, and $25 for dinner. Authorization for reimbursement beyond these limits will be approved only in extenuating circumstances. When such additional authorization for foreign travel is needed, a “Special Travel Authorization” form should be filed.
Actual expense for lodging on foreign travel may be claimed without special authorization.
**See Division of Agricultural Policy on International Travel PMGS 12-4 for additional information.
Travel Advances
Travel advances are available only for out-of-state travel on official business, where Extension funds are being used.
Travel Advances are allowed for the following:
Processing the Travel Claim upon Return
In order for an individual to obtain reimbursement of authorized travel expenses, a Travel Claim (TRAV-207 must be completed and submitted for approval.
Processing of Travel Reimbursements
Reimbursements must be submitted to Financial Services for processing within the following time frames.
Disposition & Processing by Travel Section
Procedures for Group Travel
See CES Procedures for Processing Group Travel
Accidents and Insurance Questions
Reports of any travel related accident and any questions regarding insurance coverage should be directed to the UACES Facilities Management office at (501)671-2275.
All accidents must be reported without delay so that claims can be handled as promptly as possible.