Tennessee Board of Regents (TBR) Policy 4:03:03:00

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2 Tennessee Bard f Regents (TBR) Plicy 4:03:03:00 All travel must be cnsistent with the educatinal, research, and prfessinal needs f the TBR System. Emplyees must cnduct all travel with integrity, in cmpliance with applicable laws, plicies, and prcedures, and in a manner that excludes cnsideratins f persnal advantage. Emplyees must exercise gd judgment and cnduct all aspects f travel in a cst-efficient manner. Emplyees shuld always chse the mst cst-efficient mde f travel. Fr example, an emplyee cannt chse t drive due t persnal preference and get full reimbursement if it is cheaper t fly versus drive a persnal vehicle r rental car t the destinatin. They will nly be reimbursed fr the cst f a cmparable flight. Emplyees shuld, under nrmal circumstances, make flight and ldging arrangements at least a mnth befre the travel t ensure reasnable csts. Arrangements made n shrt ntice shuld have an explanatin as t the business reasn fr nt making arrangements at least a mnth ahead.

3 Reimbursement will nt be made fr travel t and frm an emplyee s residence and fficial statin f emplyment. The fficial statin is the area where the majrity f emplyment activity ccurs, such as campus, r designated lcatin in the field. The fficial statin shuld be designatin by the appinting authrity. An emplyee is n fficial travel status at the time f departure frm the emplyee s fficial statin r residence fr the purpse f business travel. Reimbursement f per diem is nly allwed when an emplyee stays vernight fr travel utside the cunty f the emplyee s fficial statin r residence. En rute ldging will be allwed fr nly ne day each way n trips that require mre than 10 hurs f cntinuus travel. (Hwever, ldging will nt be reimbursed if the emplyee s chice f travel is nt the mst cst-efficient.)

4 All receipts fr reimbursement shuld be itemized. Credit card receipts nly shwing ttal charged are nt sufficient. Internet travel sites such as Expedia, Travelcity r Kayak can be utilized t purchase single travel services such as an airline ticket. Internet travel sites cannt be used t purchase a package f mre than ne travel service. Purchases f travel packages that cmbine services such as ldging, airline, r vehicle rentals are nt allwed. These package deals d nt usually prvide sufficient itemized pricing fr each service purchased and therefre d nt allw fr prper cmparisn t CONUS r cnference rates as required by plicy.

5 In-State Travel All emplyees must btain prir authrizatin fr in-state travel by the emplyee s apprpriate apprving authrity. Written authrizatin may nt be necessary fr in-state travel where the expected expenses will nt be substantial, r when circumstances necessitate travel n shrt ntice, and such travel is apprved rally. In mst situatins, written apprval is nt necessary fr in-state travel. Emplyees whse emplyment requires frequent in-state travel may btain blanket authrizatin in writing fr such travel.

6 Out-f-State Travel All emplyees must btain prir written authrizatin fr ut-f-state travel by the emplyee s apprpriate apprving authrity. The authrizatin must shw: Name f the persn traveling Purpse f the trip Destinatins Date f departure and return Mde f transprtatin Estimated expenses Availability f funds This authrizatin can best be cmpleted using a travel requisitin; hwever, s r mems are als sufficient as lng as all items listed abve are included.

7 If, in the nrmal curse f fficial business, the emplyee must rutinely travel int anther state and back in the same day, such travel will be cnsidered in-state travel and shall be subject t the in-state travel prvisins. This exceptin applies fr trips which d nt exceed 50 miles int anther state. Emplyees whse emplyment requires frequent ut-fstate travel may btain blanket authrizatin in writing fr such travel.

8 Authrizatin fr travel by an emplyee t Alaska, Hawaii, and all ut-f-cuntry travel shall be subject t written apprval by the President. A mem t the President shuld be submitted befre travel arrangements are made. The same items required fr ut-f-state authrizatins shuld be included in the mem. Travel authrizatins nt cmpleted n a requisitin d nt need t be submitted with the travel claim t Accunts Payable fr reimbursement fr in-state r ut-f-state travel. The apprved mem t the President fr ut-f-cuntry travel must be submitted with the travel claim fr reimbursement. Travel authrizatins are dne t prtect the emplyee. Emplyees that have nt btained prir apprval may nt be reimbursed. Accunts Payable des nt audit travel authrizatins fr in-state and ut-f-state travel.

9 All travel must be by the mst direct r expeditius rute pssible. If an indirect rute is taken, then any extra expense is a persnal expense. When wrk is perfrmed by an emplyee in rute t r frm the fficial statin, reimbursable mileage is cmputed by deducting the emplyee's nrmal cmmuting mileage frm the actual mileage driven in perfrming the wrk in rute t r frm the fficial statin. Fr example, if an emplyee nrmally cmmutes 10 miles (20 miles rund trip), and perfrms wrk n the way hme frm the fficial statin which results in 12 miles driven, the mileage reimbursement will be fr 2 miles nly, as that is the amunt f mileage in excess f the emplyee's nrmal cmmute.

10 Transprtatin fr emplyees traveling singly shuld be by cmmn carrier (air, train, r bus) whenever practical. The use f air travel is recmmended when time is an imprtant factr r when the trip is s lng that ther methds f travel wuld increase the subsistence expense. When travel is by cmmn carrier, the fare must nt exceed the regular cach fare charged the general public, and advantage must be taken f rund trip rates when available. The prcard can be used t purchase advance airline tickets. Autmbile transprtatin may be used t save time when cmmn carrier transprtatin cannt be satisfactrily scheduled, r t reduce expenses when tw r mre emplyees are making the trip. Reimbursement fr persnal vehicle use may be claimed at the standard mileage rate prvided that the cst f such reimbursement is less than cmparable cst f cmmercial transprtatin including taxi fares and/r limusine charges.

11 When travel by autmbile is apprpriate, emplyees may use TTU-wned autmbiles whenever available and feasible. Hwever, TTU-wned vehicles shuld be used nly n fficial business. TTU-wned autmbiles When transprtatin is by a TTU-wned autmbile, tlls, parking, gasline and strage expenses are allwable. When using mtr pl autmbiles, emplyees will be furnished with curtesy cards fr purchase f gasline, il, and ther autmbile services, and such expenses shuld nt be claimed by emplyees as travel expenses. Emergency ut-f-pcket expenses, such as twing r emergency repairs, will be reimbursed but must be accmpanied by prper receipt identifying the autmbile and itemizing the services. Such expenditures must be f an emergency nature when immediate service is required and access t a state facility is nt pssible. Majr repairs shuld be apprved by campus fficials prir t wrk being perfrmed. Such expenditures are allwed but shuld be filed fr reimbursement separately.

12 Persnally-wned autmbiles The mileage reimbursement rate is currently $0.47. This rate is determined by the State Department f Finance and Administratin and is peridically changed. Any changes will be cmmunicated t Departmental Representatives by and in Tech Times. The authrized mileage allwance includes all perating expenses such as gas, il, and repairs which means n claims fr such expenses will be reimbursed separately. Accunts Payable uses the Rand McNally website t determine mileage. If any ther website is used, then please prvide dcumentatin with the travel claim. If an emplyee begins r ends his/her trip at his/her residence withut stpping at his/her fficial statin, reimbursable mileage will be the lesser f the mileage frm the emplyee s residence t his/her destinatin r his/her fficial statin t the destinatin. On weekends and hlidays, the emplyee may typically be reimbursed fr actual mileage frm his/her residence t the destinatin. If an emplyee travels between destinatins withut returning t his/her fficial statin r his/her residence, reimbursable mileage is the actual mileage between thse destinatins.

13 When travel is by cmmn carrier, reasnable limusine and taxi fares will be allwed fr necessary transprtatin. Bus r limusine service t and frm airprts will be used when available and practical. After arrival at destinatin, necessary taxi fares fr traveling between htels r ldging and meeting r cnference will be allwed. N receipt is required fr reimbursement f reasnable taxi fares.

14 Charges fr autmbile rental shall be allwed whenever it is mre ecnmical than alternative methds f transprtatin r it is the nly practical means f transprtatin. A mem dcumenting the cst cmparisn and/r business reasn fr a car rental must be submitted with all travel claims that include reimbursement fr car rentals. If an emplyee flies t a cnference, then a business purpse is needed t rent a car at the cnference lcatin. Nrmally, a shuttle t and frm the htel is much cheaper than renting a car. Mst cnference htels als have a restaurant which wuld eliminate the need t drive t ther lcatins fr meals. Therefre, a business purpse such as several business meetings at a lcatin ther than the cnference htel wuld be needed. Yu wuld still need t justify that it was nt cheaper t use ther mdes f travel such as taxis r that ther mdes f travel were nt available.

15 Charges fr insurance, upgrades, r rad-side assistance fr rented autmbiles are nt reimbursable. Reimbursement fr GPS will nt be made unless a business purpse is established. Whenever pssible, emplyees shuld refuel befre returning vehicles.

16 Reasnable tlls and ferry fees will be allwed when necessary. N receipt is required fr reimbursement f tlls and ferry fees. Emplyees required t utilize cmmercial parking facilities r airprt parking while n travel status, will be allwed reimbursement fr actual csts. A receipt is nt required if the fee is $8 r less per day.

17 In-State ldging will be reimbursable up t the maximum TBR plicy rates per city/cunty. See Addendum in TBR Plicy. Out-f-State ldging will be reimbursable up t the maximum CONUS rates per city/cunty. CONUS rates Click n the Per Diem Rates link n the left hand side Enter city r ZIP cde and click Find Per Diem Rates Ldging and per diem rates are shwn Print-uts f the CONUS rates fr travel shuld be included in the dcumentatin submitted with the travel claim. Sales taxes n ldging csts will be reimbursable.

18 Higher rates fr ldging at the lcatin f a cnventin r cnference will be allwed, withut special apprval, up t the amunt indicated in the cnventin r cnference brchure r cnference website. Dcumentatin f the cnference rate MUST be included with the travel claim when submitted. It is encuraged that this dcumentatin be btained befre travel is cmpleted. Often this dcumentatin is n the cnference website, which may nt be available after the cnference. The President must apprve in writing any rate higher than CONUS rates, if dcumentatin f cnference rate cannt be prvided. Cnference ldging arrangements shuld be made as sn as pssible as special rates are ften bked up quickly. Arrangements made n shrt ntice shuld have an explanatin as t the business reasn fr nt making arrangements at least a mnth ahead.

19 In the event f duble ccupancy fr emplyees n fficial travel, bth emplyees shuld attach an explanatin t his/her travel claim detailing dates and ther emplyees with whm the rm was shared. The ldging cst may be claimed by the emplyee wh incurred the cst, r ne half the duble ccupancy charge may be allwable fr each emplyee. If a rm is shared with anyne ther than an emplyee, actual cst subject t the maximum allwable rates will be allwed The receipt fr the entire amunt shuld be submitted with the travel claims.

20 Meals while n authrized travel will be reimbursed thrugh per diem rates allwable by TBR Plicy (in-state) and CONUS (ut-f-state). Current in-state per diem is $51 per day, except Davidsn Cunty which is $59 per day. The maximum per diem rates include a fixed allwance fr meals and fr incidental expenses (M&I). The M&I rate, r fractin theref, is payable t the traveler withut itemizatin f expenses r receipts. Incidentals are intended t include miscellaneus csts assciated with travel such as tips fr baggage handling, phne calls hme, etc.

21 Reimbursement fr meals and incidentals fr the day f departure and day f return shall be three-furths f the apprpriate M&I rate (either the in-state rate r CONUS rate fr ut-f-state travel) at the rate prescribed fr the ldging lcatin. CONUS rates Click n the Per Diem Rates link n the left hand side Enter city r ZIP cde and click Find Per Diem Rates Ldging and per diem (Meals & Inc. Exp.) rates are shwn Belw the table click n the link fr Breakdwn f M&IE Expenses The breakdwn fr each pssible rate is shwn. Reimbursement fr meals prvided at a cnference shuld nt be made. Per diem shuld be reduced per the breakdwn fr each day.

22 Expenses fr entertainment (emplyee r thers), laundry, tips and gratuities, etc., are persnal expenses and will nt be reimbursed in excess f the incidental prtin f the M&I rate. Charges fr lcal and lng distance telephne calls, internet, and/r fax n fficial business will be allwed. Registratin fees fr apprved cnferences, cnventins, seminars, meetings, etc., will be allwed including cst f fficial banquets and/r lunchens. The prcard can be used t purchase advance cnference fees. Fees fr the handling f equipment r prmtinal materials will be allwed up t $20 per htel.

23 Fr ut-f-cuntry travel, if expenses are in a freign currency, then the cnversin rates shuld be dcumented and attached t the dcumentatin submitted with the travel claim. Any cmmn cnversin website can be used. All expenses shuld be entered n the travel claim in dllars. Ldging charges are reimbursed at actual rates rather than CONUS rates. Out-f-cuntry meals are reimbursable at the maximum CONUS per diem rate fr ut-f-state travel.

24 When preparing cst cmparisns, searches fr flights shuld be at least a mnth frm the date yu are cmpleting the search. Next day flights are VERY expensive and nt reasnable cmparisns. Searches shuld be dne n a website such as Expedia. Cnference ldging arrangements shuld be made as sn as pssible as special rates are ften bked up quickly. Arrangements made n shrt ntice shuld have an explanatin as t the business reasn fr nt making arrangements at least a mnth ahead.

25 Flight Expenses Airline Ticket $ Mileage t/frm Airprt Parking at Airprt Shuttle t/frm Htel Baggage Fees Driving Expenses Mileage t/frm (650 miles) $ Parking at Htel Ttal $ Ttal $568.88

26 Prepare travel requisitins n ne sheet f white paper. All requisitins shuld be typed rather than handwritten t ensure legibility. Fr the beginning balance n travel requisitins, insert the available balance fr travel fr the accunt number (index) t be charged fr the travel claim. The accunt number and apprpriate accunt cde shuld als be nted n the requisitin. Subtract the ttal estimated amunt f the travel frm the available balance.

27 Insert the name f the cllege, schl, r department and the name f the persn submitting the requisitin fr travel (claimant). Cmplete the estimate f expenses by indicating all prpsed methds f travel and expenses. Obtain prper signatures. The requisitins must be signed by the claimant and the apprpriate apprving authrity. After the travel is cmpleted, the "actual" sectin f the requisitin shuld be cmpleted. The requisitin fr travel, the cmpleted claim, and all supprting dcumentatin shuld be frwarded thrugh apprpriate channels t the Business Office.

28 The "Travel Expense Claim" frm shall be used fr reimbursement f expenses. If any travel expenses were paid fr thrugh a Tennessee Tech prcard, then the Travel Expense Claim with Prcard Activity frm shall be used fr reimbursement f expenses. Prepare travel claim frms n ne sheet f white paper. All claim frms shuld be typed rather than handwritten t ensure legibility. The claim frm shall be signed by the claimant and the apprpriate apprving authrity befre submissin fr reimbursement. D nt print frms, backup dcumentatin, r receipts dublesided. Print nly n ne side f a sheet f paper.

29 Dcumentatin required t be submitted with travel claim: All required receipts, such as, htel, baggage fees, parking, airprt shuttle, r ther receipts as required by plicy. A print ut frm f the apprpriate CONUS rate shuld be attached fr each city/cunty traveled. Accunts Payable uses the Rand McNally website t determine mileage. If any ther website is used, then please prvide dcumentatin with the travel claim. A print ut frm cnference website r cnference brchure shuld be attached t travel claim t substantiate cnference htel rate and cnference dates. Dcumentatin f flight itinerary shuld be included with travel claim even if airline ticket was paid by prcard. Any travel expenses paid n prcard shuld be nted in the Prcard Activity sectin n the travel claim. Car rental mem substantiating business purpse fr car rental r cheaper mde f transprtatin.

30 The "Mileage Claim fr Use f Persnal Vehicle" is fr the reimbursement f mileage and parking expenses nly when using a persnal vehicle fr fficial business travel. This frm may nt be used fr vernight trips r any expenses ther than mileage and parking reimbursement. Multiple trips may be included n ne frm. Each day f mileage shuld be listed n ne line. This frm des nt require a requisitin fr prcessing.

31 All requisitins, travel claims, and supprting dcumentatin will be maintained as scanned cpies nce prcessed fr payment. Originals will be shredded. All receipts submitted must be legible nce scanned. The claimant is respnsible fr maintaining receipts in a manner that prevents fading, tearing, r wrinkling f receipts. All receipts smaller than 8½ x 11 shuld be taped t a plain white 8½ x 11 sheet f paper. Tape shuld nt cver amunts, dates, vendr names, r ther relevant infrmatin n the receipt, since tape ptentially can blank ut the infrmatin nce scanned. If a receipt is submitted fr reimbursement that is illegible nce scanned, then reimbursement may nt be made fr that expense.

32 All emplyees are required t receive reimbursements frm Accunts Payable thrugh direct depsit rather than check. Students may als sign up fr direct depsit thrugh Accunts Payable. If a student des nt sign up fr direct depsit, then the check will be mailed t the student s hme address that must be prvided when the claim is submitted. Accunts Payable has a separate direct depsit authrizatin frm. This must be dne even if a student r emplyee is signed up fr direct depsit fr payrll r student refunds.

33 1) Include CONUS rate printuts frm 2) Include dcumentatin f cnference htel rate (dcumentatin shwing cnference htel is nt sufficient) 3) Nte n travel claim when htel is nt claimed but prvided r shared with anther emplyee 4) Include mileage dcumentatin when Rand McNally is nt used 5) Include car rental mem when car is rented 6) Break ut f per diem nt required - it is preferred that amunt claimed per day be nted in the Dinner clumn 7) Nte all expenses paid n prcard fr trip in the Prcard Activity sectin n travel claim 8) Include flight itinerary even if paid n prcard 9) Original, itemized receipts are required 10) D nt tape ver imprtant infrmatin n receipts