Travel Contact Information:  Diane Mount, (extension 4342), Jamie Wilmoth (extension 4863)

 TRAVEL FORMS

This guide is designed for use by any RSCC employee or group and is intended to serve as a reference source for the primary areas associated with travel necessary for the proper execution of official college business and objectives. Policy BA-01-01 contains the complete travel policies and procedures. Travel policies and reimbursement rates are subject to change from time to time.

Types of Travel

In general, travel falls into two categories:
• Professional development – travel to meetings/conferences of a professional nature that will increase a person’s usefulness to the College.
• Non-professional development – travel of a routine nature required for the proper execution of official College business.

For a complete description of travel budget object codes, please choose the travel account code link on this page.
 

Travel Authorization (Form TR-2)

All college travel must be authorized in advance. All regular and temporary employees of the college are authorized for non-overnight travel on official business with the advance oral approval of his/her supervisor within the following counties in the RSCC service area:
• Roane
• Anderson
• Morgan
• Cumberland
• Scott
• Fentress
• Campbell
• Loudon
• Blount
• Knox

A Travel Authorization is required for all trips that are:
• In-state, except for those counties listed above, when total expenses are expected to be $50 or more
• Out of state and out of country
• Overnight trips
• Conferences/workshops where a registration fee is involved, irregardless of destination. A copy of the conference brochure and registration form should be attached to the travel authorization.

A fully approved travel authorization must be on file in the Business Office before departure and prior to final processing of a purchase order for any conference/meeting registration fees. Please allow sufficient time for processing the travel authorization form prior to the expected date of departure. No expenses will be reimbursed without a properly completed and approved authorization.
 

Approvals

Prior to Departure – Form TR-2 must be completed. Approval must be obtained prior to departure as follows:

• Faculty and Staff – your supervisor and vice president, the Vice President for Business and Finance, and President
• Senior Administrators – the President
• Grant-funded Trips – in addition to the above, manager of grant/sponsored program is required
• Out of Country – your supervisor and vice president, the Vice President for Business and Finance, and President
• Students – same as the above, regardless of the destination. When traveling as a student group, the group sponsor must submit a field trip application for approval and must execute a hold harmless agreement by the student or guest before departure. Field trip applications may be secured through the Vice President of Student Learning.  Hold Harmless Agreements are available in the Office of the Student Activities.

Travel authorizations must be fully approved prior to departure. A copy of the fully approved travel authorization is returned to the traveler and should be used as authorization for travel to commence. Travel authorization forms not fully approved prior to departure will require a written explanation detailing why proper authorization was not requested in advance.

Upon Return – A Claim for Traveling Expenses (Form TR-1) must be completed. Select the "Sample Travel Claim" link for an example of how to complete a travel claim form. The Vice President for Business and Finance or his designee must review and approve all travel claims according to the established travel policy. In addition, the following departmental approvals are required:

• Faculty and staff – your supervisor and/or budget manager
• Senior administrators – the President
• Grant funded trips – your supervisor and the manager of the grant/sponsored program

 

Transportation

All travel must be by the most direct or expeditious route possible, and any employee who travels by an indirect route must bear any extra expense occasioned thereby. Mileage reimbursement will be allowed only for the official business mileage in excess of an employee’s normal commuting mileage.   
• Mileage – Point-to-point mileage is calculated using the official state map for Tennessee travel and the Rand McNally website for out-of-state travel. Travel claims should list point-to-point mileage.
• Standard Mileage – Standard mileage rates for travel between campuses are available, select the link "Standard Mileage Chart."
• Vicinity Mileage – Miles driven that exceed allowable point-to-point mileage are considered vicinity. Vicinity miles should be shown separately from point-to-point miles on the Claim for Traveling Expenses and should include an explanation of the purpose of the vicinity miles.
• Air Travel – The President’s Office will make reservations for air travel. Air travel cannot be booked until the travel authorization is fully approved. Contact the President’s Office for airfare estimates.
• Taxi Fares, Tolls and Parking Fees – Receipts are not required for reimbursement of parking fees of $8.00 or less and reasonable taxi fares and tolls. Receipts are required for airport parking and hotel parking.

Lodging

In-state and out-of-state lodging expenses incurred while on authorized travel will be reimbursable up to the maximum shown on the Addendum to the travel policy.
• In-state Rate – Reimbursement will be made up to the maximum rate indicated in the Addendum based on the travel destination.
• Out-of-State Rate - The maximum reimbursement rates for out-of-state travel are the same as those maintained by the U.S. General Services Administration for federal employees within the continental U.S. (CONUS). The CONUS list contains a standard reimbursement rate for lodging and meals and incidentals, and several pages of exceptions. Most destinations for out-of-state travel fall within the list of exceptions. The CONUS list is available on the General Services Administration web site at http://www.gsa.gov/portal/category/21287
• Convention, Conference, or Seminar Lodging - Higher rates for lodging at the location of a convention or conference will be allowed, without special approval, up to the amount indicated in the convention or conference brochure. The lowest rate listed in the conference brochure will be reimbursed. If the lowest rate is unavailable, advance approval of the higher rate must be obtained prior to lodging. The conference or convention brochure that indicates the lodging rate must be included with the travel authorization.
• Lodging Taxes – Sales tax on lodging costs is reimbursable.
• Fee for Handling of Equipment or Promotional Materials – Reimbursable up to $20 per hotel.
• Shared Lodging – When employees share a hotel room, each employee should claim a proportionate share of the room cost, and include an explanation with the travel claim detailing dates and other employees with whom the room was shared. When lodging is shared with other than a TBR employee on authorized travel, the total cost of the room will be allowed, subject to the maximum listed in the Addendum.
• Receipts – Lodging receipts, including the itemized room charges and taxes by day, are required. Lodging receipts must show method and amount of payment and must show that the bill was paid in full upon checkout.
 

Meals and Incidental Expenses (M&IE)

Meals while on authorized overnight travel will be reimbursed, subject to the maximum allowances provided in the Addendum. The M&IE rate, or fraction thereof, is payable to the traveler without itemization of expenses or receipts. The maximum per diem rate includes a fixed allowance for meals and for incidental expenses (tips for baggage handling, phone calls home, etc.).  See CONUS for current out of state M&IE rates.  In-state M&IE rates are included in the link above.
• Non-overnight Travel – Reimbursement for meals will not be permitted when overnight travel is not involved.
• Day of Departure and Day of Return – Reimbursement for M&IE for the day of departure and the day of return shall be 75% of the appropriate M&IE rate for the lodging location. Full day per diem shall be reimbursed up to the maximum listed in the Addendum between the day of departure and the day of return.
• Official Banquets – When the expenses for an official banquet is in excess of the per meal limits, as listed in the travel policy, the excess will be allowed provided a receipt is submitted or an appropriate explanation is provided on the travel claim form. Adjustments to the M&IE rate may be necessary when additional fees are charged for banquets/meals. 

Miscellaneous Expenses

• Personal Expenses – Reimbursement for meals will not be permitted when overnight travel is not involved.
• Telephone and Fax Expenses – Charges for long distance telephone calls and/or faxes and local calls on official business will be allowed provided an explanation showing the date, the name and location called, and the purpose of the call is included on the travel claim or lodging receipt. Charges levied by motels for local phone service not related to use are reimbursable when appropriately identified on the travel claim.
• Registration Fees – Registration fees for approved conferences, conventions, seminars or meetings will be allowed for reimbursement, if authorized in advance.
a.) Prepaid by Employee – Employees should prepay registration fees of less than $50 after the travel authorization is fully approved. Reimbursement should be requested on the travel claim form. A receipt or a copy of the cancelled check (front and back) should be attached to the claim for traveling expenses.
b.) Prepaid by RSCC – Registration fees of $50 or more may be prepaid by RSCC by requisition/purchase order with a fully approved travel authorization. A copy of the registration information should be sent to Purchasing and a copy should be attached to the travel authorization for review prior to approval.
• Handling Fees – Fees for the handling of equipment or promotional materials will be reimbursed up to the maximum indicated in the Addendum.
 

Travel Advance

Normally, travel expenses should be paid when incurred by an employee, with reimbursement made to the employee for actual expenses upon proper submission of a claim for traveling expenses. Advances to eligible employees for up to 80% of anticipated expenses may be available. See travel policy for a detailed explanation.

Advances shall not be issued to any employee who:
• has been issued a corporate card
• is eligible for a corporate card but chooses not to apply
• has had his/her corporate card cancelled or was refused a card based on the vendor’s credit requirements.

 

Corporate Card – UMB VISA

Corporate cards are made available, upon completion and approval of a UMB Bank VISA Corporate Travel Card Individual Account Application, to all regular full and part-time administrative and faculty employees. Completed applications should be submitted to the Vice President for Business and Finance. Contact Carol Smith for an application.
 

Claim for Traveling Expenses (TR-1)

All claims for traveling expenses should be submitted on the form designated for this purpose. Receipts are required for registration fees paid by employee, lodging, parking above maximum rate, official banquets, etc. Receipts are not required for meals and incidental fees.

The standard form (TR-1) must be submitted and must:
• be an original
• show detail of expenses on a daily basis
• list vicinity mileages on a separate line
• be typed or completed in ink
• signed by the employee in ink
• be approved by the appropriate approving authority
• be submitted in a timely manner, should be submitted no later than 30 days after completion of the trip.
 

Travel Reimbursement Rate Schedule

$0.47 per mile (effective 8/29/11 - until further notice)

$0.40 per mile (effective 1/1/09 - 8/28/11)

$0.54 per mile (effective 10/1/08 - 12/31/08)

$0.46 per mile (effective 1/15/07 - 9/30/08)

$0.42 per mile (effective 1/1/06 - 1/14/07)

$0.46 per mile (effective 9/19/05 - 12/31/05)

$0.38 per mile (effective 1/1/05 - 9/18/05) 

$0.35 per mile (effective 5/1/04 - 12/31/04)

The General reimbursement rates are included in the Addendum to the travel policy.

For questions or comments, please contact:

Wilmoth@roanestate.edu or Mountdw@roanestate.edu