This guide is under construction!  Please use the information here cautiously.  Ask your supervisor for assistance.

• Library Administration will announce the amount of travel funds near the beginning of the fiscal year (fiscal year runs July 1 – June 30)
• All tenure-track librarians will have the same amount 

Some people have personal T-Cards; others use the T-Card of the Libraries Human Resources Coordinator, and others use a personal credit card. Talk to your supervisor about which method you are eligible for.

• Personal T-Cards – This card is assigned through the UA Travel office and requires a training session before use. All expenses claimed for your travel would go on this card (registration, airfare, hotel, meals, etc.) 
• Libraries Human Resources Coordinator T-Card – Kim can pay your registration, airfare, and reserve a hotel on this card in advance of travel 
• Personal credit card – You can use your personal credit card for travel, and may have to for portions of your travel if you don’t have a personal T-Card. Know that it can take multiple months after submitting the Expense Report before the money gets to your bank account. Be prepared that you may not have your reimbursement before you need to pay your credit card bill.  

For assistance within the Libraries, contact the Human Resources Coordinator, Kim Anderson. Spend Authorizations and Expense Reports can be tricky. Kim Anderson can help, especially the first few times.

• UA Travel Policies and procedures are found here: https://travel.uark.edu/index.php
• Your supervisor may want to verbally approve travel before you put information into WorkDay
• Create an estimate of how much each item will cost: conference registration, airfare, hotel, meals, car travel or mass transit at location, etc.
• Federally allowed per diem rates are based on the location of travel. Find those here: https://www.gsa.gov/travel/plan-book/per-diem-rates?gsaredirect=portalcategory
• Hotel rates may exceed per diem in certain instances, such as staying at conference hotel
• Create a Spend Authorization in WorkDay. Training can be found within WorkDay. The final amount you claim cannot be more than the Spend Authorization
• When Spend Authorization is approved, you can begin to book travel. Travel will be paid for by a T-Card or with your personal credit card. If paid for with personal credit card, you will not be reimbursed until after the travel takes place.

You will need to submit an expense report for all charges. You might be able to submit one expense report for the entire trip, or you may need multiple expense reports dependent on billing cycles. 

See graphic for timing of submitting Expense Reports.

Save all receipts for expenses you will claim. You will submit scans of receipts in Workday.

Make sure all Expense Reports and receipts have been submitted through WorkDay.