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) • 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) • Personal Services Contract on file with Knoxville • Casual Laborer Status in IRIS • Retired Employees • Anyone else in a “withdrawn” status in IRIS 73

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

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

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

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 • 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 • 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 • 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 • 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? • 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 • 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 • 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 • 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 • 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 • 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 • 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 • 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 • 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 • 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 • 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 • 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 • 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 • 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 • More economical -or- • Only practical means of transportation • Refuel before returning car • 28

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

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

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 • 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 • 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 • 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 • 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 • 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 • 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 • 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 • Paid in advance or at conference site • Expense reimbursed upon trip completion • Itemized receipt must be attached • 87

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 • 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 • 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 • 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 • What is reimbursed: • Air Time • Roaming • Applicable tax • Provide the following information: • Name • Location • Date • Purpose (business related) • 33

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 • Routine parking charges reimbursable • Over $50 requires receipt • Parking sites must be identified on expense report 79

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

Travel Policy, FI0705