1 / 64

Travel Policy, FI0705

Travel Policy, FI0705. Allen B (Joe) Croom Assistant Vice Chancellor Director, Business Affairs. Web Page for Policy. https://my.tennessee.edu/portal/page?_pageid=34,140536&_dad=portal&_schema=PORTAL&p_policy=FI0705. Travel, Purpose. Execute official university business (or)

johana
Download Presentation

Travel Policy, FI0705

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Travel Policy, FI0705 Allen B (Joe) Croom Assistant Vice Chancellor Director, Business Affairs

  2. Web Page for Policy https://my.tennessee.edu/portal/page?_pageid=34,140536&_dad=portal&_schema=PORTAL&p_policy=FI0705

  3. Travel, Purpose • Execute official university business (or) • Educational objectives • Must be connected to duties and role • Specific • Not “meeting”, “research”, “conference” • Official Station = work location • Must be approved in advance • 2,3

  4. When not to use IRIS (T6) • Personal Services Contract on file with Knoxville • Casual Laborer Status in IRIS • Retired Employees • Anyone else in a “withdrawn” status in IRIS 73

  5. Conservative • Most direct or expeditious route • Indirect route – employee assumes additional expense • In-route expenses <= 1 day each way • 4,5

  6. Reimbursement Procedures • 30 days after travel (unless local mileage) • Travel Reimbursement Rate Schedule • Limits are maximum - not what to spend • Travel Expense Report in IRIS • Official travel status – begins with departure time from official station/residence • Trips are paid by Direct Deposit • Deposit notification goes to a default e-mail address of IRIS ID@tennessee.edu • 89,90,91,93,97

  7. To Ensure Proper E-mail Notification of Direct Deposit • Find your netID http://directory.utk.edu/index.jsp • Search for your name, NetID to the right of name • Change your “Route Mail To:” Option • https://directory.utk.edu/mail.jsp and log in with netID • Enter e-mail address in the “Route Mail to:” option • Press continue.

  8. To Ensure Proper E-mail Notification of Direct Deposit • The netId password may be different than your current computer, e-mail, Banner, and IRIS passwords.  • The default password is • First two letters of your birth month with the first letter capitalized • Last two digits of your birth year • Last four digits of your social security number.  • If birthday is May 3, 1901 and SSN is 123-45-6789, password would be Ma016789.  • If that does not work, try using the birth month without the capital letter.  In the previous example, the password is ma016789. • If you have difficulty with your password, contact the help desk. 

  9. Receipts • Itemized receipt required for • Lodging • Registration fees • Airline tickets • Rental car • Allowable expense over $50 • Forwarded email is NOT acceptable • 18,92

  10. Signatures • Original signatures required • When employee/guest can not sign: • Faxed, signed copy of document showing amount • Attach a note as to why faxed copy • Other documentation (ie, form T3 or letter) • Used to itemized expenses for entry • Must show the amount to be reimbursed • Can be signed in lieu of signature on expense report • 95,96

  11. In-State Travel Request • Travel Request not required • unless department requires one • Travel within TN • Travel to another state when: • Travel < 50 miles one-way AND • Trip there and back is on the same day • 111

  12. Out-of-state Travel Request • Requires Travel Request in IRIS • Approvals • Department Head or designee • Department Head of cost center or designee (if charged to a different cost center) • Traveler’s Supervisor must approve • 113

  13. International Travel Request • Requires Travel Request in IRIS • Approvals: • Department Head or designee • Department Head of cost center or designee (if charged to another cost center) • Chancellor or designee • 114

  14. TN Travel Destination after 1/15/07 • Brentwood, TN/BR • Chattanooga, TN/CH • Franklin, TN/FR • Gatlinburg, TN/GA • Knoxville, TN/KN • Memphis, TN/ME • Nashville, TN/NA • Oak Ridge, TN/OR • Townsend, TN/TO • All other TN cities and counties, TN/

  15. Advances, Who? • New (less than 3 mos.) employees • Student employees • Team or group leaders • Employees traveling outside of continental US • Term Employees • Non-Exempt Employees • Must be expected to be on campus to clear advance • 9

  16. Advances, Details • Travel Advance Form • Limited to 80% of est. reimbursement, except for team/group • Not for direct-bill items • Submit travel reimbursement on return • Write “Advance” across the top of the expense report/note in comments • Must be repaid within 30 Days • Can be payroll deduct if not repaid • 10

  17. Airfare, General • Only Standard Coach fare! • Purchase own ticket (exceptions noted) • Student traveling with employee & no other expenses may be paid by employee • World Travel encouraged • Individuals not reimbursed for charter air services • 15,16,17,40

  18. Airfare, Traveling to Airport • May be reimbursed for 1 of the following: • Mileage reimbursement for round trip and airport parking • Allowable mileage reimbursement for two round trips from home and short-term parking when driven by relative or friend • 80

  19. Airfare, Documentation • Original passenger coupon (preferred) • Documentation from vendor • Name of passenger • Dates of travel • Complete trip itinerary • Amount • Name of airline • Class of service • 18

  20. Airfare • Non-refundable or international airfare can be reimbursed prior to trip • Fees to reissue or revalidate are reimbursable • Unused ticket must be processed for refund or applied to future trip • 19,20,21

  21. Airfare, Discounted for Extended Stay • Employee stays longer for discounted airfare • Reimbursed for per diems (meals & lodging) associated with personal time • Total cost for per diems less than airfare savings • No additional destination related to personal expenses • Savings must be documented • 83

  22. Airfare, Discounted for Extended Stay, Documentation • Purchase ticket • Obtain quote for airfare without extension on same day • Quotes obtained after date ticket purchased not sufficient • Detailed explanation of expenses & savings in comments section • 83

  23. Airfare, Direct-Bill, Who • Students • Prospective athletes • New employees (< 3 months) • Term employees • Non-exempt employees • Non-employees • (not eligible for Corporate Travel Card) • 22

  24. Airfare, Direct Bill, How • T-25 Application for Direct Bill of Airfare • TA number issued (Deborah Boyd) • Departments enter on expense report • Shows as “Paid by Company” • Must use World Travel

  25. Auto, University Motor Pool • Should be used when available • Restricted to continental US • Gas & oil at motor pool, when possible • Gasoline credit card provided • If can not use gasoline credit card, personal reimbursement requests made with Motor Pool • See policy Motor Pool policy 725 • 23

  26. Auto, Personal • No additional expense incurred • Itinerary and official business mileage • Tripometer reading • Rand McNally may be used if indirect route • Mileage or Gasoline (if less than mileage) • Local travel (< 50 miles) requires log • Details on next slide • 25

  27. Auto, Local Mileage • Within 50 mile radius • Keep a daily log containing: • Origin • Destination • Number of miles (odometer or trip meter) • Purpose of trip • No more than once per month • Can be quarterly • Requests submitted by June 30 • 26

  28. Auto, Rental - Official Station • Motor pool rejection slip needed • Without Motor pool rejection slip reimbursement is limited to lesser: • Rental amount • Mileage reimbursement • CANNOT be direct billed to department! • 27

  29. Auto, Rental - Domestic • More economical -or- • Only practical means of transportation • Refuel before returning car • 28

  30. Auto, Insurance Not Reimbursed • Personal Auto Insurance (PAI) • Collision Damage Insurance (unless International travel or guest travel, then encouraged) • Inspect auto before rental • Contact Business Affairs if damage occurs while renting • Responsible account charged first $1,000 • 30,31

  31. Lodging • Reimbursed subject to rate schedule • Employees must pay for own lodging • Early departure fees reimbursed w/ receipt 60,64,67

  32. Lodging, Deposits • Reimbursed with documentation that deposit is • Required by contract terms • Standard practice • 68

  33. Lodging, Documentation • Original Receipt must contain • Name of occupant • Daily room charge • Applicable tax • Total charges • Explanation must be given if not original • Conference rate documentation, if applicable • 60

  34. Lodging, Conference • For official meetings • Published conference rates plus taxes • Submit conference materials to document rates or CONUS used • Select Conference Hotel expense type in IRIS • Reimbursed for lowest available room type • Overflow hotel limited to conference rate • 61

  35. Lodging, Sharing a Room • If two employees share a room • Each pay and request separate receipt • If individual receipts not available, may submit a copy of the original (note this in comments). • One can pay if total less than CONUS rate • Travel report must indicate other employee • If shared with non-employee, will be allowed up to maximum reimbursable amount • 64

  36. Travel Packages, General • Purchased to obtain best overall trip cost • Can not include the following: • Expenses not covered by fiscal policy • First-class airfare • Lodging that exceeds per-diem • Meal allowances that exceed per-diem • 78

  37. Travel Packages, Documentation • Must provide one of the following: • Itemized receipt (preferred) or Statement from vendor (preferred) • Travel Package Itemization (Form T-40) and copy of online receipt • Documentation must include: • Name of traveler • Items covered in package • Cost for each item • Beginning and ending dates • 78a

  38. Meal Allowances • Daily meal allowances - rate schedule • Must be in travel status for 12 hours (unless team / group travel) • Pro-rated for 12 – 18 hours • Rate - where employee spent night • Based upon departure and return times • Deduct meals covered by conference • 69,71

  39. Registration Fees, Invoice • Reg/Conf/Train Company Paid showing amount of registration (Travel Expense) • Itemized invoice • Name of individual attending • Date and location • Itemization of all items included in fee • Trip number required • Can be processed before/after conference • MUST be submitted to Business Affairs for payment as with all travel related invoices • 86a

  40. Registration Fees, T-30 • Reg/Conf/Train Company Paid showing amount of registration (Travel Expense) • Trip number required • Sent to Business Affairs, 10 days in advance • Documentation • Cost of registration fee • Must specify amenities included • Two copies of registration forms • Additional enclosures should accompany T-30 • 86b

  41. Registration Fees, Employee Paid • Paid in advance or at conference site • Expense reimbursed upon trip completion • Itemized receipt must be attached • 87

  42. Registration Fees, Lodging/Meals • Part of package arrangement • Listed on registration form • Payable to same vendor • Meals, banquets, or proceedings paid by Univ. must be directly related to official purpose of conference • Meals occurring during authorized travel times • Must not be purely personal (tours, etc.) • 88

  43. International Travel, General • Collision Damage Waiver for rental • Airfare reimbursed in advance • Travel Advances may be obtained • OCONUS reimbursement rates for lodging, meals, and incidentals (includes all taxes) • 29,19,9d

  44. International Travel, Passports and Visas • Fees & expenses for purchase of visas & passports are reimbursable • Must be for official University travel (not as a condition of employment) • Receipt for passport or visa must be provided • Other expenses must be fully documented • 81

  45. International Travel, $ Conversion • Currency Conversion Options ($ in IRIS) • Computation written on receipt or conversion printed from website & attached to each receipt • Credit card statements matching amount claimed are ok. • Amounts not combined (like lodging & food) • Expenses related to conversion are reimbursed • 43,44

  46. Travel, Cellular Phones • What is reimbursed: • Air Time • Roaming • Applicable tax • Provide the following information: • Name • Location • Date • Purpose (business related) • 33

  47. Travel, Telephone Calls • Business-related local and long distance • List on the Travel Expense Report • Name of party called • Location of party called • Date of the call • Purpose of the call • Explanation for the charge • 105

  48. Travel, Parking Fees • Routine parking charges reimbursable • Over $50 requires receipt • Parking sites must be identified on expense report 79

  49. Travel, Taxi Fares • If traveling by common carrier: reasonable taxi, bus, or limousine is allowed: • To and from airport • Between lodging and meeting sites • To and from restaurants • 98

  50. Travel, Taxi Fares, Documentation • Receipts, if $50 or more • Destination for each fare claimed • Reason for each fare claimed • “Transportation, Ground” on Travel Expense Report • 98

More Related