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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)

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travel policy fi0705

Travel Policy, FI0705

Allen B (Joe) Croom

Assistant Vice Chancellor

Director, Business Affairs

web page for policy

Web Page for Policy

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

travel purpose
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
when not to use iris t6
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  • Anyone else in a “withdrawn” status in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

conservative
Conservative
  • Most direct or expeditious route
  • Indirect route – employee assumes additional expense
  • In-route expenses <= 1 day each way
          • 4,5
reimbursement procedures
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 [email protected]
          • 89,90,91,93,97
to ensure proper e mail notification of direct deposit
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.
to ensure proper e mail notification of direct deposit1
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. 
receipts
Receipts
  • Itemized receipt required for
    • Lodging
    • Registration fees
    • Airline tickets
    • Rental car
    • Allowable expense over $50
  • Forwarded email is NOT acceptable
          • 18,92
signatures
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
in state travel request
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
out of state travel request
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
international travel request
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
tn travel destination after 1 15 07
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/
advances who
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
advances details
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
airfare general
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
airfare traveling to airport
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
airfare documentation
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
airfare
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
airfare discounted for extended stay
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
airfare discounted for extended stay documentation
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
airfare direct bill who
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
airfare direct bill how
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
auto university motor pool
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
auto personal
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
auto local mileage
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
auto rental official station
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
auto rental domestic
Auto, Rental - Domestic
  • More economical -or-
  • Only practical means of transportation
  • Refuel before returning car
        • 28
auto insurance not reimbursed
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
lodging
Lodging
  • Reimbursed subject to rate schedule
  • Employees must pay for own lodging
  • Early departure fees reimbursed w/ receipt

60,64,67

lodging deposits
Lodging, Deposits
  • Reimbursed with documentation that deposit is
    • Required by contract terms
    • Standard practice
          • 68
lodging documentation
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
lodging conference
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
lodging sharing a room
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
travel packages general
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
travel packages documentation
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
meal allowances
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
registration fees invoice
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
registration fees t 30
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
registration fees employee paid
Registration Fees, Employee Paid
  • Paid in advance or at conference site
  • Expense reimbursed upon trip completion
  • Itemized receipt must be attached
          • 87
registration fees lodging meals
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
international travel general
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
international travel passports and visas
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
international travel conversion
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
travel cellular phones
Travel, Cellular Phones
  • What is reimbursed:
    • Air Time
    • Roaming
    • Applicable tax
  • Provide the following information:
    • Name
    • Location
    • Date
    • Purpose (business related)
          • 33
travel telephone calls
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
travel parking fees
Travel, Parking Fees
  • Routine parking charges reimbursable
  • Over $50 requires receipt
  • Parking sites must be identified on expense report

79

travel taxi fares
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
travel taxi fares documentation
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
travel other reimbursable
Travel, Other Reimbursable
  • Tolls allowed when necessary
  • Fees for purchasing traveler\'s checks
  • If comments indicate business related
    • Printing
    • Duplication
    • Promotional items
    • PC computer connect charges to access or connect to University (requires explanation)
          • 107,115,77,82
travel not reimbursed
Travel, Not Reimbursed
  • Personal Expenses
    • Laundry
    • Hotel valet service
    • Other personal expenses
          • 76
negative adjustments
Negative Adjustments
  • Must be entered with a (-) sign
  • Department reduces for budget reasons
  • Department reduces for internal policy
  • Traveler requests reduction
honorariums from outside orgs
Honorariums from Outside Orgs
  • If University reimburses travel
    • Employee must remit honorarium full to university
    • Honorarium credited against account charged for travel expense
  • If University does not reimburse travel
    • Employee retains honorarium
  • Not reimbursed for same travel expenses by outside org. & University
          • 58
grant and contract travel
Grant and Contract Travel
  • Reimbursed like other travel
  • Unless otherwise stipulated- grant/contract
  • Airfare reimbursed at standard coach fare regardless of funding source
  • Grant/Contract requires Federal/State rate, choose appropriate Trip Type, Statutory field
          • 48
guest travel
Guest Travel
  • Who?
    • Consultants
    • Candidates for positions
    • Others who are authorized to travel at university expense
  • Non-resident alien guests must submit a copy of their visa as part of reimbursement documentation
          • 49
guest travel1
Guest Travel
  • If only direct-billed airfare
    • no employee #, travel request, or expense report is needed
  • Others must be put as Guest traveler in IRIS which assigns an employee number
  • Meal allowance / per diem
  • Review signature requirements
          • 50
guest travel lodging
Guest Travel, Lodging
  • Rates
    • Should be CONUS, when possible
    • If not possible, actual expenses reimbursed
  • Lodging Expenses
    • Actual lodging can be reimbursed
    • Actual lodging can be direct-billed
          • 53
guest travel transportation
Guest Travel, Transportation
  • Expenses
    • Paid by guest
    • Billed to University
  • Insurance
    • Hired & Non-owned Automobile Liability Insurance
    • Purchase Collision Damage Waiver Insurance
    • Additional insurance will not be reimbursed
          • 54
team group travel
Team/Group Travel
  • 5 or more individuals traveling together on univ. business
  • Nondiscrimination by facilities used
  • Travel request must list all individuals in comments or attachment
  • In-state Travel Expense Report must list all individuals in comments or attachment
          • 99
team travel transportation
Team Travel, Transportation
  • Ground transportation at official station
    • Contracted services through purchasing
    • Vehicle from Motor Pool
    • Reimbursement of rental
  • Ground transportation at destination
    • Contact the vendor directly
  • Chartered Flight
    • Contract must be executed
          • 102
team travel lodging
Team Travel, Lodging
  • Billed directly to university (preferred)
    • If > $5,000, must bid
  • Person responsible may obtain cash advance for lodging
  • If hotel/motel requires PO, submit to purchasing
          • 103
team travel meals
Team Travel, Meals
  • Same day trips may be reimbursed
  • Direct bill to university whenever possible
  • Invoice or receipt
    • Identify the group for which charges are made
    • Number of meals served
    • Cost per meal
    • Total amount
          • 104
team travel meals1
Team Travel, Meals
  • Cash advance for responsible person
  • Roster for cash distributed to group members
    • Person’s name
    • Student ID/Employee number
    • Value of each meal (not to exeed per diem)
    • Roster must be signed by person receiving cash
  • Person can not be reimbursed until all receipts or detailed, signed roster is provided
          • 104
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