Skip to Main Content
Menu
Roane State Community CollegeRoane State Community College

Roane State Community College

Masks Recommended IndoorsMasks Recommended IndoorsCOVID-19 Self-ReportCOVID-19 Self-Report
RSCC Policies & Guidelines
  1. RSCC HomeRSCC Home
  2. About Roane State
  3. RSCC Policies & Guidelines
Move Forward. Don't delay your future! Apply now! Register for online or traditional classes.Move Forward. Don't delay your future! Apply now!. Register for online or traditional classes.
Tennessee Reconnect and Promise. Graduating high school seniors can attend tuition-free. Free tuition for adults.Tennessee Reconnect and Promise. Graduating high school seniors can attend tuition-free. Free tuition for adults.
Online degrees available. Choose from seven completely online programs.Online degrees available. Choose from seven completely online programs.

RSCC Policy BA-01-01; General Travel

Roane State Community College
Policy Number: BA-01-01
Subject: General Travel

The following policy applies to the travel of all employees of the institutions governed by the Tennessee Board of Regents (TBR), as well as members of the Board staff, in the performance of their official duties. Provisions of this policy also may apply to individuals other than employees who are authorized to travel at institutional, or Board expense. Specific provisions of the policy also address the travel of Board members, pursuant to T.C.A. § 4-3-1008. Authorization for travel will not be granted and expenses will not be reimbursed unless the travel is made and reimbursement claimed in accordance with this policy and any approved exceptions hereto. Procurement cards may be used for the payment of hotels, registration fees and airlines. Procurement cards may not be used for meals, incidentals incurred during actual travel time except in instances of team/group travel. Procurement cards may not be used for personal expenses.

This policy and specific reimbursement rates for travel expenses allowed under this policy shall be consistent with those of the Comprehensive Travel Regulations of the State of Tennessee. Exceptions which may be deemed necessary and approved by the Board shall be submitted for consideration by appropriate state officials. Current reimbursement rates shall be issued by the Chancellor as an addendum to this policy.

All travel must be consistent with the educational, research, and professional needs of the TBR System. Employees must conduct all travel with integrity, in compliance with applicable laws, policies, and procedures, and in a manner that excludes considerations of personal advantage. Employees must exercise good judgment and conduct all aspects of travel in a cost-efficient manner.

  1. General Provisions
    1. No authorization for travel by any employee shall be granted, and no reimbursement for travel expenses shall be made, except in accordance with the provision of this policy. Reimbursement for travel expenses shall be limited to expenses incurred upon travel authorized in advance in accordance with Section II.

      Travel forms have been linked within this policy and are also available in the Travel Guide on the Business and Finance web page and in Jaggaer.
    2. Travel which may be authorized, and pursuant to which expenses may be reimbursed, shall be limited to the following:
      1. Travel which is necessary for the proper execution of official college business or in justifiable pursuit of Roane State’s educational and research objectives.
      2. Travel to meetings and conferences of a professional nature which will increase the attending employee's usefulness to the college.
    3. Travel shall not include, and no reimbursement for expenses shall be made for, transportation in connection with an employee's official station of employment. The employee's "official station" is their regular area of employment activity, e.g., office headquarters, campus, or designated location of an employee established in the field. For purposes of this policy, this provision means that no employee shall be reimbursed for coming from home to, or going home from, their "official station".

      1. The official station of an employee shall be designated by the president.
      2. It is normally expected that the official station is that location at which the employee spends greater than 50% of their working time.
      3. Each faculty member will be assigned to one of the college’s campuses/higher education centers as their official station for a given semester. This assignment will be reviewed and modified as appropriate each semester upon recommendation of the relevant dean and the Vice President for Student Learning. The president or his designee shall have the authority to approve the official station and to grant exceptions to this provision.
      4. Official Station is to be determined as follows:
        The official station will be the campus that houses the majority of the faculty member’s teaching activities - defined as the sum of hours of instruction (lecture, lab and clinical).

        The determination of Official Station shall be guided by the following rules:

        1. For the purposes of this determination, dual enrollment hours will be assigned to the campus/higher education center that is located in the county where the dual enrollment course(s) is(are) taught.
        2. Distance Education includes web courses, hybrid courses, and TN eCampus courses. The credit hours for these courses will be assigned to the campus that houses the faculty member’s primary office location (see definition below). Up to 3 (3 hour) courses of either Web, Hybrid, TN eCampus or combination of the three will count toward the determination of the faculty member’s official station and office hours.
        3. Credit hours for courses delivered via the IDEA Room will be assigned to the campus from which the instructor most frequently teaches the class.
        4. Credit hours for accelerated classes will be counted as though the class required the entire semester. Hours will not be prorated based on weeks within a semester, etc.
        5. In the event that a faculty member spends the same amount of instructional time at two or more campuses/higher education centers, then the relevant dean will make a recommendation of official station for that semester (with supporting rational) to the Vice President for Student Learning. In the event that a faculty member’s teaching responsibilities are split between multiple divisions, then the relevant dean shall be the dean in whose division the faculty member has the most teaching credit hours.
        6. Release time (credit hours) for special projects will be assigned to the campus that houses the majority of the faculty member’s instructional hours unless there is a compelling business reason that the hours be assigned to another location. Justification for an alternate assignment must be provided in writing.
      5. “Primary Office Location” is determined based on the following:
        Each faculty member has a primary office location and generally this will be at the campus where the faculty member has their regular assigned office (which is where they normally maintain a majority of their office hours and normally is at the campus where they usually spend the most time teaching, including time spent teaching distance education courses). This would be defined as their primary office location.

      6. For graduation, in-service days at the beginning of each semester, the Academic Festival, and other college wide activities designated by the president, the official station for all employees will be the site where these activities are located. This provision does not apply to clerical and supporting employees.
      7. For an employee required to be on call (as determined by their job description), either overnight or on weekends, the official station of the employee while on call becomes their residence, or the location at which the employee receives the call.
      8. Reimbursable mileage begins at the location at which the employee receives the call.
    4. The employee is considered to be on official travel status, and as such, eligible for reimbursement of travel expenses, at the time of departure from the employee's official station or residence, whichever is applicable, for the purpose of traveling on college business.

      1. Expenses for meals will be allowed when overnight travel is required outside the county of the employee’s official station or residence.
      2. En route lodging will be allowed for only one day each way on trips of long duration.
      3. Expenses for lodging will only be allowed in cases where the approved and most direct or expeditious mode of travel will require more than ten (10) hours of continuous travel for trips of long duration.
      4. The lodging expense will not be considered en route lodging if it does not add an additional day of lodging expense.
        For example: An employee has a 9:00 a.m. meeting in Atlanta, GA. Assume the employee needs to work a full day prior to the trip. It would be less expensive and more convenient to drive rather than fly. The employee leaves the night before and drives to within two hours of Atlanta. Then the employee spends the night, continues the drive the next morning and arrives for the 9:00 a.m. meeting. This will be reimbursed but is not considered en route lodging as it did not add an additional day of lodging expense to the normal travel expenses.

    5. The limitations on travel expenses contained herein are maximum amounts above which reimbursement shall not be made. Employees are expected to be as conservative as possible in incurring travel expenses.
    6. With the exception of the per diem allowance for meals and incidentals, reimbursement for travel expenses shall only be allowed for actual expenses incurred, subject to the maximum limitations shown on the Addendum.

      1. Receipts must accompany claims for reimbursement for any exceptions where expenses exceed the amount cited on the Addendum.
      2. Receipts are not required for meals, taxi fares, tolls, and ferry fees.
      3. Lodging receipts are required and must itemize room charges and taxes.
      4. No expenses shall be reimbursed until after travel has been completed, unless authorized by the president for employees of the college, or the chancellor for employees of the Board
    7. Internet travel sites such as Expedia, Travelocity, or Kayak can be utilized to purchase single travel services such as an airline ticket. Internet travel sites cannot be used to purchase a package of more than one travel service. Purchases of travel packages that combine services such as lodging, airline, or vehicle rentals are not allowed. These package deals do not usually provide sufficient itemized pricing for each service purchased and therefore do not allow for proper comparison to CONUS or conference rates as required by policy.
  2. Authorization of Travel

    1. Approving Authorities

      1. The president or designees shall have authority to approve travel by employees of the college.
      2. The Chancellor or designees shall have authority to approve travel by employees of the Board.
      3. Authorization for travel by a student, regardless of the destination, shall be approved by the president of the college or designee.
    2. In-State Travel

      1. All employees are authorized for in-state travel where overnight travel and conference fees are not involved. No additional written or verbal authorization is required. The president may designate exceptions to the authorization.
      2. Written authorization for in-state travel where expenses associated with overnight travel and/or conference fees will be incurred should be obtained.
      3. Employees whose employment requires frequent in-state overnight travel may obtain blanket authorization in writing for such travel.
    3. Out-of-State Travel

      1. All employees must obtain prior written authorization for out-of-state travel, which must be approved by the president or VP for Business and Finance if the trip involves overnight stay or airfare.
      2. The authorization must show the name of the person traveling, purpose of the trip, destinations, date of departure and return, mode of transportation, estimated expenses, and availability of funds.
      3. If, in the normal course of official business, the employee must routinely travel into another state and back in the same day, such travel will be considered in-state travel and shall be subject to the in-state travel provisions.
    4. All Other Travel

      1. Authorization for travel by an employee to Alaska, Hawaii, and all out-of-country travel shall be subject to approval by the president or designee.
      2. Authorization for travel to Alaska, Hawaii, and all out-of-country travel by the president shall be subject to approval by the Chancellor or designee.
    5. Student Travel - Authorization for travel by a student (including field trips), regardless of destination, shall be approved by the president or the VP for Business and Finance.
    6. Professional Development Travel - An individual travel authorization is required for all professional development travel if professional development funding is being requested from the college’s professional development budget pool and/or the Manley faculty professional development fund.
    7. Authorization Forms - RSCC Form TR-1, Travel Authorization, must be completed when required. All appropriate approvals, except the president and VP for Business and Finance, must be obtained prior to submission. The purpose of the authorization form is to document authorization for the travel to occur. Cost estimates included on the authorization form are provided just as estimates on the cost of the trip. Actual costs submitted on the travel claim must comply with travel policy regardless of the estimates provided on the travel authorization.
  3. Transportation

    1. General
      1. 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.
      2. When work is performed by an employee in route to or from the official station, reimbursable mileage is computed by deducting the employee's normal commuting mileage from the actual mileage driven in performing the work in route to or from the official station. In no instance shall mileage claimed for reimbursement exceed actual miles traveled.
        For example, if an employee commutes 10 miles (20 miles round trip) and performs work on the way home from the official station which results in 12 miles driven, the mileage reimbursement will be for 2 miles only, as that is the amount of mileage in excess of the employee's normal commute.
    2. Mode of Transportation
      1. Transportation for employees traveling singly should be by common carrier (air, train, or bus) whenever practical.
      2. The use of air travel is recommended when time is an important factor or when the trip is so long that other methods of travel would increase the subsistence expense.
      3. Automobile transportation may be used to save time when common carrier transportation cannot be satisfactorily scheduled, or to reduce expenses when two or more employees are making the trip.
      4. Reimbursement for personal vehicle use may be claimed at the lesser of the standard mileage rate or comparable cost of commercial transportation including taxi fares and/or limousine charges.
    3. Common Carrier Travel
      1. When travel is by common carrier, the fare must not exceed the standard coach fare charged the general public, and advantage must be taken of round trip rates when available.
      2. The Office of Business and Finance will make all reservations for air travel for college employees. In those instances where special fares are arranged by a conference or workshop, the Office of Business and Finance should be informed and will verify the competitiveness of the fare quoted. When reservations are made by the Office of Business and Finance, to the extent feasible, tickets will be billed to the college. In all other instances the employee will be expected to charge the ticket to their personal credit card.
      3. The employee's copy of the ticket, or an acceptable receipt, must be submitted for reimbursement of common carrier expenses on the RSCC TR-3 form, Travel Claim (Overnight Travel).
      4. Baggage fees will be allowed when necessary. A receipt is required for reimbursement.
      5. Charges for trip insurance are not reimbursable. The State of Tennessee is self-insured and does not purchase separate insurance and therefore will not reimburse for insurance purchases made for trips.
    4. Automobile Travel - When travel by automobile is appropriate, employees may use college-owned automobiles whenever available and feasible. However, college-owned vehicles should be used only on official business.

      1. College-Owned Vehicles

        1. When transportation is by a college-owned automobile, tolls, parking, gasoline and storage expenses are allowable.
        2. When using motor pool automobiles, employees will be furnished with courtesy cards for purchase of gasoline, oil, and other automobile services and such expenses should not be claimed by employees as travel expenses.
        3. The Physical Plant department will be responsible for scheduling use of all college-owned vehicles and for issuing appropriate courtesy cards.
        4. Emergency out-of-pocket expenses, such as towing or emergency repairs, will be reimbursed but must be accompanied by proper receipt identifying the automobile and itemizing the services. Such expenditures must be of an emergency nature where immediate service is required and access to a state facility is not possible.
        5. Major repairs should be approved by the director of the Physical Plant prior to work being performed. Such expenditures are allowable but should be filed for reimbursement separately.
      2. Personally-Owned Automobiles

        1. Mileage reimbursement rates are provided on the Addendum.
        2. The authorized mileage allowance includes all operating expenses such as gas, oil, and repairs precluding any separate claim for such items.
        3. Employees may use reputable websites to determine point-to-point and/or vicinity mileage.
      3. Commuter Mileage

        1. Procedures for calculating mileage are based on the fact that the State is prohibited from reimbursing employees for normal commuting mileage.
        2. If an employee begins or ends a trip at their official station, reimbursable mileage will be the mileage from the official station to the destination.
        3. If work is performed by an employee in route to or from their official station, reimbursable mileage is computed by deducting the employee’s normal commuting mileage from the actual mileage.
        4. If an employee begins or ends a trip at their residence without stopping at their official station, reimbursable mileage will be the lesser of the mileage from the employee’s residence to the destination or their official station to the destination. On weekends and holidays, the employee may typically be reimbursed for actual mileage from their residence to the destination.
        5. If an employee travels between destinations without returning to their official station or residence, reimbursable mileage is the actual mileage between those destinations.
        6. The travel claim must indicate the employee's itinerary and must show the official business mileage.

          1. Business mileage as indicated by the official state map or reputable websites, and that published by Rand-McNally or reputable websites for out-of-state routes will be regarded as official.
          2. Vicinity mileage must be reported on a separate line of the travel claim by day and not included with point-to-point mileage. Only mileage on official business may be claimed.
        7. Necessary charges for hotel and airport parking will be allowed.
    5. Limousine and Taxi Service
      1. When travel is by common carrier, reasonable limousine and taxi fares will be allowed for necessary transportation.
      2. Bus or limousine service to and from airports will be used when available and practical.
      3. After arrival at destination, necessary taxi fares for traveling between hotel or lodging and meeting or conference will be allowed.
      4. No receipt is required for reimbursement of reasonable taxi fares.
    6. Car Rentals at Destination
      1. Charges for automobile rental shall be allowed whenever it is more economical than alternative methods of transportation or it is the only practical means of transportation and the estimated cost is included and approved on the travel authorization form.
      2. Car Rental Insurance Reimbursement
        1. Charges for insurance for rented automobiles to be operated solely inside Tennessee are not reimbursable.
        2. If an employee is required to rent an automobile that will be operated for business purposes outside Tennessee or the United States, rental charges for insurance may be reimbursed.
      3. Whenever possible, employees should refuel before returning vehicles.
    7. Tolls and Ferry Fees - Reasonable tolls and ferry fees will be allowed when necessary. No receipt is required for reimbursement of tolls and ferry fees.
    8. Daily Parking Fees
      1. If an employee is required to leave their office on college business and later returns the same day, the actual additional charge required to park will be reimbursed up to the maximum indicated (see Addendum).
      2. Those employees required to utilize commercial parking facilities in the daily performance of duties, or while on travel status, will be allowed reimbursement for actual costs.
      3. Receipt is required if the fee exceeds the maximum indicated per day in the Addendum.
    9. Unnecessary meals and lodging expenses which are occasioned by the use of an automobile for reasons of the employee's personal convenience, or which are due to travel by an indirect route, will not be allowed.
    10. If travel is by common carrier, the employee will be reimbursed for expenses in traveling to and from the common carrier including related parking expenses.
    11. Receipts must be furnished on airport and hotel parking exceeding maximum parking allowance in Addendum.
  4. Lodging

    1. In-State Lodging - Lodging expenses incurred within the state while on authorized travel will be reimbursable to the maximum shown on the Addendum.
    2. Out-of-State Lodging
      1. Lodging expenses incurred out of the state while on authorized travel will be reimbursable to the maximum shown on the Addendum.
      2. 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 United States (CONUS).
      3. The CONUS list, available on the General Services Administration web site, contains a standard reimbursement rate for lodging and meals and incidentals, and several pages of exceptions.
      4. Most destinations for out-of-state travel fall within the list of exceptions.
      5. En route lodging will be allowed for only one day each way on trips of long duration. En route lodging will only be allowed in cases when the approved and most direct or expeditious mode of travel will require more than ten (10) hours of continuous travel. (Refer to Section I.D. for explanation of en route lodging expenses.)
    3. Out-of-Country Lodging - Lodging expenses incurred while out of the country will be reimbursed at actual expenses with receipts.
    4. Additional Lodging Expenses

      1. Sales taxes on lodging costs are reimbursable.
      2. 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 or conference website. Higher rates for lodging at the location of a convention or conference for presidents/directors will be approved on the same basis as approval is granted for other employees. Any exceptions must be approved by the Chancellor.
      3. The convention or conference brochure which indicates the lodging rates must be included with the travel authorization. Otherwise, reimbursement will be limited to the applicable lodging rate as provided in these regulations.
      4. Miscellaneous lodging expenses, such as required resort fees and energy or utility surcharges are fully reimbursable and should be added to the lodging costs, in a manner similar to local hotel or sales taxes.
    5. Shared Lodging
      1. In the event of double occupancy for state employees on official travel, both employees should attach an explanation to their travel claim detailing dates and other employees with whom the room was shared.
      2. The lodging cost may be claimed by the employee who incurred the cost, or one half the double occupancy charge may be allowable for each employee.
      3. If a room is shared with other than a state employee, actual cost subject to the maximum in the Addendum will be allowed.
      4. The receipt for the entire amount should be submitted with the expense account.
  5. Meals

    1. In-State and Out-of-State Meals
      1. Meals while on authorized travel will be reimbursed, subject to the meal allowances provided on the Addendum.
      2. The maximum per diem rates include a fixed allowance for meals and for incidental expenses (M&I).
      3. The M&I rate, or fraction thereof, is payable to the traveler without itemization of expenses or receipts.
      4. Incidentals are intended to include miscellaneous costs associated with travel such as tips for baggage handling, phone calls home, etc.
      5. The M&I rates for out-of-state travel are the same as those for federal employees, and are available on the General Services Administration’s web site.
      6. As with lodging, there is a standard rate for the continental United States (CONUS), and a list of exceptions.
      7. Reimbursement for meals and incidentals for the day of departure shall be three-fourths of the appropriate M&I rate (either the in-state rate or CONUS rate for out-of-state travel) at the rate prescribed for the lodging location. Reimbursement for M&I for the day of return shall be three-fourths of the M&I rate applicable to the preceding calendar day.
      8. Reimbursement for M&I for the day of return shall be three-fourths of the M&I rate applicable to the preceding calendar day.
      9. To assist in this calculation, the following table lists partial per diem rates for meals and incidentals for in-state and out-of-state travel.

        Per Diem Rates Three-Fourths Calculations
        $59 $44.25
        $64 $48.00
        $69 $51.75
        $74 $55.50
        $79 $59.25
      10. The following table may be used to determine reimbursement for a single meal, when appropriate. Reimbursement for meals will not be permitted when overnight travel is not involved.

        In-State and Out of State of Tennessee
        Meals and Incidental - Allocated by Meal
      11. Revisions to the tables above and below that are required solely by changes in CONUS rates will not be subject to Board approval.
        Per diem $59 $64 $69 $74 $79
        Breakfast $13 $14 $16 $17 $18
        Lunch $15 $16 $17 $18 $20
        Dinner $26 $29 $31 $34 $36
        Incidentals $5 $5 $5 $5 $5

    2. Out-of-Country meals - Out-of-Country meals are reimbursed at actual expense with receipts. If no receipts are provided, the maximum rate will be the maximum CONUS rate of out-of-state travel.
    3. Official Banquets - When the expenses for an official banquet of a meeting or conference are in excess of the meal allowance, the excess will be allowed provided a receipt or proper explanation is provided on the travel claim form.
    4. Business Meals – See policies BA-07-01 and BA-07-02 for criteria on reimbursing business meals. Access the complete detailed RSCC policy GA-13-04 at www.roanestate.edu/policies/.
  6. Miscellaneous Expenses
    1. Personal Expenses - Expenses for entertainment (employee or others), laundry, tips and gratuities, etc., are personal expenses and will not be reimbursed in excess of the incidental portion of the M&I rate.
    2. Telephone, Internet, and Fax Expenses - Charges for long distance telephone calls, internet, and/or fax on official business will be allowed. Charges for necessary local calls on official business will be allowed.
    3. Registration Fees
      1. Registration fees for approved conferences, conventions, seminars or meetings will be allowed including cost of official banquets and/or luncheons, if authorized in advance, and provided receipts are submitted with the travel claim.
      2. Registration fees may be prepaid by the college providing that a properly approved Request for Credit Card Purchase form (the form can be found on the Purchasing Department's website) is completed or a requisition (with completed conference/meeting registration form) is submitted with the travel authorization request.
    4. Handling Fees - Fees for the handling of equipment or promotional materials will be allowed up to the maximum indicated (see Addendum).
  7. Claims
    1. RSCC Travel Claim forms TR-2, Travel Claim form (Mileage Only) and TR-3, Travel Claim form (Overnight Travel) shall be used for reimbursement of expenses.
      1. The form must show movement and detail of expenses on a daily basis, be signed in ink by the employee, and be approved by the appropriate approving authorities prior to reimbursement.
      2. Signatures on travel claims must be original or electronic in accordance with TBR policy. Where adequate controls have been implemented to minimize risks associated with travel claim (such as the risk that duplicate claims will be submitted or alterations made to the original claim subsequent to approval by approving authority), travel claims may be submitted for payment electronically. All claims must be approved by the VP for Business and Finance or designee.
      3. Receipts for appropriate expenses must be submitted with the claim for reimbursement.
      4. Expenses for books, supplies, postage, and other items that do not constitute actual traveling expenses should not be included on the claim form.
      5. Claims for reimbursement for travel expenses should be submitted no later than forty-five (45) days after completion of the travel. An exception would be for instructional class travel which can be turned in at the completion of the semester.
    2. Each employee is responsible for ensuring that claims are filed in accordance with the provisions of this policy.
  8. Travel Advances
    1. General
      1. 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 travel expenses.
      2. Permanent or temporary travel advances to employees for anticipated travel advances may be made when approved by the VP for Business and Finance.
      3. All travel advances must be approved by the VP for Business and Finance.
    2. Permanent Travel Advances

      1. When an employee has blanket travel authorization, and is expected to travel the major portion of each month, the employee may be placed upon permanent travel status.
      2. Upon determination of the employee's estimated monthly expenses, if such expenses exceed $100, the employee may be provided with a single advance in an amount sufficient to cover such expenses for one month, provided such amount may not exceed half of the monthly salary of the employee.
      3. Subsequent to the initial advance, the employee shall submit appropriate claims and be reimbursed as heretofore provided, with any unused portion of the advance to be returned upon termination of the employee's permanent travel status.
    3. Temporary Travel Advances
      1. When temporary travel is authorized for an employee, the employee may receive an advance, provided an RSCC Request for Travel Advance form for Students and Employees is fully completed and submitted with the travel authorization and is approved (form is listed on the Travel Forms & Guidelines web page).
      2. An amount equal to 80% of the estimated out-of-pocket expenditures will be allowed as an advance, however, no advance less than $100 will be made. Upon return, the employee must submit the appropriate claim for travel expenses, with the amount of the advance deducted from the total expenses.
      3. Students traveling under individual authorizations or an employee traveling with a student or students who is responsible for disbursing all funds for the trip may be advanced 100% of the amount of the authorization.
    4. Payroll Deduction Authorization
      1. Each employee receiving a permanent or temporary travel advance for the first time must sign a payroll deduction authorization form which will allow the college to recover the advance from any salary owed the employee in the event of termination of employment or failure to submit a travel claim.
      2. This deduction from payroll will be used as a last resort only in the event all other efforts to collect the advance have failed.
    5. Expense Claim
      1. Upon return, the employee should submit an expense claim detailing actual expenditures. This claim should show the total expenses incurred.
      2. The advanced amount should be subtracted from this total.
      3. No advance should exceed actual expenses. If this does happen, however, the excess should be returned by the employee to the business office for deposit as a credit against the original advance with proper distribution being made of the actual expenses incurred.
      4. In the latter instance, the expense account claim should be forwarded to the business office with notification to file it with the advance request.
    6. Non-business Expenses
      1. You are eligible for reimbursement of travel expenses if your trip was entirely business related.
      2. If your trip was primarily for business and, while at your business destination, you extended your stay, made a personal side trip, or had other personal activities, you can obtain reimbursement for only your business related travel expenses.
      3. These expenses include the travel costs of getting to and from your business destination but do not include additional lodging, parking, and per diem for the days not required for the business travel.
      4. Additional days are not considered business related unless they are necessary to provide rest or sleep required for you to properly perform your duties.
  9. Exceptions
    General - The Chancellor shall have the authority to grant exceptions to any part or all of the provisions of this policy when deemed appropriate and necessary. The Chancellor has delegated to the president the authority to grant exceptions to any part or all of the provisions of this policy in individual instances when deemed appropriate and necessary; however, any exception directly affecting presidents must be approved by the Chancellor or designee. The president and system employees traveling in their company will be reimbursed for travel expenses in accordance with the provisions of TBR Exception Number 1.

Addendum

  1. General Travel Policy
    This Addendum provides the specific expense considerations cited in the general travel policy. The reimbursement rates listed below are consistent with the current Comprehensive Travel Regulations of the State of Tennessee, which may be revised from time to time. The following shall remain in effect from and after July 1, 2022, until revised by the Chancellor. The Board delegates to the Chancellor the authority to increase TBR travel rates commensurate with any rate increases approved by the State of Tennessee.
GENERAL REIMBURSEMENT RATES

Standard mileage rate

(https:///www.tn.gov/content/dam/tn/finance/documents/fa_policies/policy8.pdf State Travel Regulations)

$ 0.625 per mile (EFFECTIVE 07/01/2022)
Maximum parking fees without receipt $ 8.00 per day
Fees for handling of equipment or promotional materials $20.00 per hotel
IN-STATE TRAVEL RATES
Level I Cities and Counties per day:

Davidson County

Maximum Lodging

$234.00 + tax

Day of Departure and Return

75% of M&I
Maximum Meals & Incidentals (M&I) $79.00
Level II Cities and Counties per day:

Anderson County
Gatlinburg
Hamilton county
Knox County
Montgomery County
Pigeon Forge

Putnam County
Rutherford County
Shelby County
Sullivan County
Washington County
Williamson County

(Also includes Fall Creek Falls, Henry Horton, Montgomery Bell, Natchez Trace, Paris Landing, and Pickwick State Parks)

Maximum Lodging

$125.00 + tax

Day of Departure and Return

75% of M&I

Maximum Meals & Incidentals (M&I)

$59.00
Level III Cities and Counties per day:

(All other cities and counties not listed previously.)

Maximum Lodging

$96.00 + tax

Day of Departure and Return

75% of M&I
Maximum Meals & Incidentals (M&I) $59.00
OUT-OF-STATE REIMBURSEMENT RATES

Employees are to utilize the U.S. General Services Administration Continental United States (CONUS) rates provided by the federal government. The CONUS rates are located on the U.S. Government’s web page at http://www.gsa.gov/.

Use the CONUS standard rates for all locations within the continental United States not specifically shown on the web page as a listed point.

STANDARD OUT-OF-COUNTRY RATES

Maximum Lodging per day (with receipt)

Actual Expense

Day of Departure and Return

Actual Expense or 75% of M&I

Maximum Meals & Incidentals (M&I)

Actual Expense* or $79.00

*Out of Country meals are reimbursed at actual expense with receipts. If no receipts are provided then maximum rate will be the maximum CONUS rate of Out-of-State travel.

Revision History: 01/25/1990, 11/07/1994, 01/25/1996, 11/18/1996, 06/22/1998, 01/10/2000, 09/01/2001, 09/16/2002, 03/15/2004, 01/01/2005, 09/19/2005, 06/30/2006, 09/28/2007, 11/24/2008, 12/09/2010, 01/18/2011, 07/01/2013, 08/28/2014, 10/08/2014, 11/18/2014, 10/02/2015, 10/01/2016, 02/06/2018, 04/23/2019, 11/25/2019
TBR Policy Reference: 4:03:03:00
Revision Date Effective: 01/11/2022
Revision Approval By: Christopher L. Whaley, President
Original Date Effective: 01/11/1988
Original Approval By: Cuyler A. Dunbar, President
Office Responsible: Vice President for Business & Finance
Reviewed: 11/03/2021

Connect with us

TwitterFacebookInstagramYoutube
© Roane State Community College

Roane State Community College does not discriminate on the basis of race, color, religion, creed, ethnicity or national origin, sex, disability, age, status as protected veteran or any other class protected by Federal or State laws and regulation and by Tennessee board of Regents policies with respect to employment, programs, and activities.​​​​​​​ View full non-discrimination policy.

Tennessee's Community Colleges

Report Fraud, Waste and Abuse

Digital Millennium Copyright Act of 1998