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The University of Tennessee Travel Program

The University of Tennessee Travel Program. Policy Change for CONUS Per Diems. Eastern Region Secretaries Centra Meeting January 10, 2006. What is changing January 1?. UT will use the federal government’s CONUS per diems for all out-of-state and foreign travel.

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The University of Tennessee Travel Program

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  1. The University of TennesseeTravel Program Policy Change for CONUS Per Diems Eastern Region Secretaries Centra Meeting January 10, 2006

  2. What is changing January 1? • UT will use the federal government’s CONUS per diems for all out-of-state and foreign travel. • Per diem reimbursement for one-day travel will not be allowed for travel less than 12 hours in duration. • Williamson County will be added to Level I (TN1U). • Mileage rate will 42 cents per mile

  3. What are CONUS Per Deims? • The per diems established by the federal government for travel reimbursement within the CONtinental US. • As we discuss CONUS per diems, it also refers to the per diems used for travel outside of the continental US.

  4. Why are we changing? • To be in compliance with guidelines provided by the State of Tennessee and the Internal Revenue Service: The maximum reimbursement per diems for out-of-state travel are the same as those maintained by the U.S. General Services Administration for federal employees within the continental United States (CONUS).

  5. What is the timeframe?

  6. Types of Per Diems • University per diems – category that covers most university travel, unless other per diems are specifically dictated by a grant or contract. • State per diems – may be dictated in state-sponsored grant or contract (TNCEP) • Federal per diems – may be dictated in federally-sponsored grant or contract

  7. What do per diems affect? • Meal allowances • Non-conference maximum lodging per diems – conference hotels will not apply but must have proof of the conference hotel submitted with travel reimbursement

  8. Affect on University per diems 1 • For in-state travel > > • No change – traveler will continue to be reimbursed at the same per diems • Use region codes TN1U and TN2U in IRIS • Level I counties now include: Davidson, Hamilton, Knox, Shelby, Sevier, Williamson, Washington counties and Johnson City • Level II counties are all other Tennessee counties • Refer to new reimbursement schedule for more information

  9. Affect on University per diems 2 • For out-of-state or foreign travel > > • Record using CONUS per diems • Do NOT use region codes OS1U, OS2U, OS3U, or ALL FGNU in IRIS

  10. What will we do differently? 1 • For travel within the US, but outside the state of Tennessee (out-of-state travel): • In IRIS, use region codes that reflect the specific destination • For example: • GA/AT – for Atlanta, Georgia • TX/SA – for San Antonia, Texas • KY/ – for a small town in Kentucky with no specific per diem • DO NOT use OS1U, OS2U or OS3U! • Refer to GSA website (link on TRIP transaction in IRIS for maximum rates for meals and lodging

  11. What will we do differently? 2 • Government rates should be requested when booking the hotel reservation, and The University of Tennessee Identification Card will serve as evidence to the hotel that an employee is eligible for the CONUS per diems. • Check GSA website for maximum rates for lodging when making reservations. Must know the city and/or county that the hotel is located at. Requesting CONUS Per Diems

  12. What will we do differently? 3 • There is no reimbursement of meals for one-day travel that is less than 12 hours in duration. Per diems should not be requested in IRIS for one-day travel less than 12 hours. • The 12-hour rule applies to both in-state and out-of-state travel. • 12 hours to 17 hours & 59 minutes = 75% of full day meals • 18 hours and over = 100% of full day meals One-day Trips

  13. What will we do differently? 4 • One-day trips & meal reimbursement will be an audit function. Therefore you must know the start and stop time of the trip. If less than 12 hours – do not claim meals. Reimbursements of travel less than 12 hours and claiming meals will be rejected. One-day Trips

  14. What we will do differently? 5 • Williamson County will be added to Level I lodging • In IRIS, use region code TN1U Williamson County

  15. Timeframe Specifics • Any travel occurring on or after January 1, 2006 should use the new CONUS per diems for out-of-state and foreign travel. • Any travel ending before January 1, 2006 should use the old per diems, even if the reimbursement is made after January 1.

  16. Re-Cap 1 • These changes are effective January 1, 2006 • Mileage rate is 42 cents per miles effective January 1, 2006 • No meal per diem for one-day travel unless over 12 hours • Williamson County moved to Level I lodging

  17. Re-Cap 2 • CONUS-related changes • Federal per diems – no change • State per diems – no change • University per diems: • In-state – No change • Out-of-state – Begin using CONUS per diems that reflect the specific state/city • Foreign – Begin using CONUS per diems that reflect the specific country/city

  18. Resources 1 • IRIS TRIP transaction

  19. Resources 2 • Out-of-state per diem rates (check to see the max for lodging and meals • Go to GSA website (or use link in IRIS TRIP transaction) • http://www.gsa.gov • Click on Policy | Travel Management | Per Diem | Per Diem Rates • Search for the city and state you are traveling to for the CONUS rates

  20. Questions?

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