Welcome to Arkansas State University!

  • Only full-time employees may request travel advances

  • Travelers who fail to follow the requirements listed below may be refused a travel advance for future travel

REGULATIONS

  • Travel advances for less than $100.00 will not be approved

  • Travel advances may not be requested for air travel, hotel, or for conference registration fees. Charges for commercial airfare should be billed to the University through a local travel agency or charged to the traveler's Travel Card or department Ghost Card

  • A receipt showing the cash advance has been payed off must be turned into the Travel Office

  • Travel advances for student groups or for team travel can only be requested by an authorized full-time faculty or staff member who will be responsible for repayment of the advance

  • Repayment of a travel advance must be made in full within 15 working days after completion of the trip. Failure to do so may result in payroll deduction of the advance amount owed. The travel advance is repaid through the submission of expenses on the Expense Report

Travel Advance for Travel within Arkansas:

  • The traveler is allowed to request up to 50% of anticipated meals and other travel expenses except airfare, lodging, vehicle rental or conference registration. These items should be direct billed to the agency using the Sponsored Business Travel Card (SBTC) or Central Travel Service Account (CTS)

Travel Advance for Travel within the Continental United States:

  • The traveler is allowed to request up to 50% of anticipated meals and other travel expenses except airfare, lodging, vehicle rental or conference registration. These items should be direct billed to the agency using the Sponsored Business Travel Card (SBTC) or Central Travel Service Account (CTS)

Travel Advance for Travel Outside the Continental United States:

  • The traveler and/or group is allowed to request up to 75% of anticipated travel expenses, less airfare and lodging, if traveling to a destination where access to the Sponsored Business Travel Card (SBTC) or other electronic means of accessing funds is not available
  • If access is available, then the traveler and/or group is only allowed to request up to 50% of anticipated travel expenses less airfare and lodging. Travel expenses for airfare and lodging should be direct billed to the agency using the Sponsored Business Travel Card (SBTC)

NOTE: Travel advances for student/client/group activities as defined by ACA 19-4904 (d) may be made for 90% of the anticipated expenses that are not to be direct billed to the institution