Roane State Community College

1. This policy applies to the travel of all employees (including temporary part-time hourly) 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 expense. 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.
2. 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. Current reimbursement rates shall be issued by the Chancellor as an addendum to this policy.
3. All travel must be consistent with the educational, research, and professional needs of Roane State Community College (RSCC). Employees must conduct all travel with integrity, in compliance with applicable laws, policies, and procedures, and in a manner that excludes consideration of personal advantage. Employees must exercise good judgment and conduct all aspects of travel in a cost-efficient manner. This includes travel which is necessary for the proper execution of official college business or in justifiable pursuit of Roane State’s educational and research objective. Travel to meetings and conferences of a professional nature which will increase the attending employees’ usefulness to the college.
4. Compliance – When traveling, employees should be as conservative as circumstances permit. Reimbursement for travel will be based upon the most efficient route possible. Employees will be personally responsible for any extra expense incurred. It is the responsibility of the employee to be familiar with and adhere to established travel policies. Deliberate disregard of this policy or filing an intentionally misleading or fraudulent travel claim is grounds for disciplinary action, up to and including termination of employment.
5. Procurement Cards (P-Cards) – P-Cards may be used for the payment of registration fees and required advance payments for airlines. P-Cards may not be used for expenses incurred during actual travel time except in instances of team/group travel, as set forth in RSCC policy BA-01-02 Athletic Team and Other Student Group Travel.
6. Grant, Contract, Foundation, and Agency Fund Travel – Travel expenses for grant, foundation (restricted funds), contract or agency funds will be paid in accordance with the provisions and reimbursement limitations of RSCC travel policies, unless otherwise stipulated by the grant or foundation. Airfare, however, must always comply with this policy.
7. Travel Exceptions – The college president must approve any exceptions to this policy.
8. In-Route Expenses – Employees should not spend more time at the site of travel than necessary – arriving early or staying late should be considered personal travel. Traveling to and from a business meeting or event is limited to one day each way prior to and after the event for domestic travel and two days for international travel. Employees are expected to arrive no earlier than the day before the first substantive portion of an event (i.e., exclusive of social events), and reimbursement will not be provided for the excess portion of a stay unless an exception is provided. Additional expenses related to flight delays and cancellations are reimbursable and do not need to be processed as an exception. A memo is to be attached explaining the additional expenses.
9. Travel Packages - 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.

Travel Request

1. Authorization – The travel authorization request is the official authorization for travel.
   1. 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 request should be completed as far in advance of the trip as possible to allow for proper routing and approval as follows: The president or designee shall have authority to approve travel by employees of their college.
   2. The Chancellor or designee must approve all out-of-state travel by presidents of the institutions.
   3. Authorization for travel by a student, regardless of the destination, must be approved by the president of the college or designee.
2. In-State Travel – All employees are authorized without further approval for in-state travel where overnight travel and conference fees are not involved. Other in-state travel requires prior authorization by the employee’s appropriate approving authority. Employees whose employment requires frequent in-state travel may obtain blanket authorization in writing for such travel.
3. Out-of-State Travel – All employees must obtain prior written authorization for out-of-state travel, which must be approved by the employee’s appropriate approving authority. The authorization must show the name of the person traveling, purpose of the trip, destination(s), date of departure and return, mode of transportation, and estimated expenses. The college’s travel authorization submittal system will verify the availability of funds. If, in the normal course of official business, the employee must routinely travel into another state and back on the same day, such travel will be considered in-state travel provisions. This exception applies for trips which do not exceed 50 miles into another state. Employees whose employment requires frequent out-of-state travel may obtain blanket authorization in writing for such travel.
4. Extended/International Travel – Authorization for travel by an employee to Alaska, Hawaii, and all out-of-country/international travel, including Canada, shall be subject to approval by the president of RSCC (depending on the traveler, subject to Section II. A.1.-A.3.), not the designee. Requests for authorization should reach the appropriate office fourteen (14) days before the date of travel.

Reimbursement

1. Reimbursement – All employees and students must pay their own expenses and seek reimbursement except where otherwise noted in this policy.
2. Process – The travel claim form is completed then entered Jaggaer for approvals. All required receipts must be attached and routed electronically through Jaggaer to the appropriate review and approving offices for audit and reimbursement processing.
3. Timeliness - Employees must submit claims for reimbursement for travel expense no later than 45 days after completion of travel. An exception would be for instructional class travel which can be turned in at the completion of the semester. Failure to do so could significantly delay the reimbursement. In accordance with the Internal Revenue Service guidelines, claims not submitted in a timely manner may be considered taxable income. Claims submitted past 45 days require a written explanation memo with signature by the employee’s direct supervisor as well as the area vice president or Vice President for Business and Finance.
4. Rates – Reimbursement rates for per diem amounts for lodging and meals & incidentals (M&I) can be found via the CONUS website (in-state and out-of-state) and the OCONUS website (outside the Continental U.S.). Reimbursement of expenses incurred while on official business are subject to the limitations in this policy. The limits do not indicate the amounts that should be spent but provide maximum amounts that can be reimbursed.
5. Receipts – Receipts are required for all expenses (excluding meals) and they must be issued by the vendor, include the amount, date and must detail the charges. Credit card statements or slips do not qualify as a receipt except in the cases of ground transportation, tolls, and parking. For parking where no receipt is available, the maximum reimbursable amount is $8.00.
6. Eligibility – An employee is considered to be on official travel status and eligible for reimbursement at the time of departure from their official station or residence, whichever is applicable.
7. Official Station – The official station of an employee is their office or designated work location. The official station is typically the location from which the employee performs the major portion of their assigned duties. For remote employees, the official workstation will be assigned. Roane State reserves the right to define the official station of its employees. All reimbursements should be based on either the traveler’s residence or the official station, whichever is less, unless starting from the office. An explanation must be given if the reimbursement is based upon a location other than the employee’s residence or official station. An employee with a remote work arrangement is not eligible for reimbursement when traveling to the location that is considered to be the college’s physical work location. See RSCC policy PA-18-02, Alternate and Remote Work Arrangements. For the 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”.
8. Temporary Assignments – If an employee is reassigned, either on a temporary or permanent basis, to a work location other than their usual official station, that station shall become the employee’s official station. The employee will not be eligible for reimbursement to the new location.
9. 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. Travel for these events will not be reimbursed. This provision does not apply to non-exempt employees.
10. Reimbursement will be allowed for division and committee meetings/corresponding committee sponsored events (committee members only) where the employee’s attendance is required for the welfare and support of the college (excluding the items noted in “I” above.
11. 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 received the call. Reimbursable mileage begins at the location at which the employee receives the call.
12. Expenses incurred at an employee’s official station will not be reimbursed by the college and are considered personal.
13. Expenses for Others – If an employee pays expenses associated with another employee, guest or student, the expenses must be submitted at the same time as the employee’s expenses, and each expense report should reference the other.
14. Scanned Documents – Supporting reimbursement documents and receipts must be scanned and attached to the travel claim in Jaggaer. The documents to be attached include, but are not limited to: travel authorization, travel claim, conference brochures, hotel folio, mileage maps, receipts, and all other pertinent documents supplied by the traveler. Once the reimbursement request has been processed, the scanned electronic documents in Jaggaer will serve as the official record for legal and accounting purposes. The department should keep any paper records until their ledgers have been reconciled for each trip and then the paper records may be destroyed unless federal funds were used to purchase the travel, and the granting agency requires the paper receipts to be retained for longer.
15. Personal Travel Combined with Business Travel – When a stay at a business location is extended for personal reasons either prior to or after the official business is concluded, the entire airfare may be reimbursed. Other expenses incurred during the personal portion of the stay such as meals, lodging and other local transportation are not reimbursable, and the traveler should exercise care not to seek reimbursement for these. If any destinations not pertaining to official college business are included on the airline ticket, the traveler must provide a quote for that specific destination, and they will be reimbursed the lower of the quote or their actual expenses. Additional days are not considered business related unless they are necessary to provide rest or sleep required for you to properly perform your duties.

Travel/Cash Advance

1. Temporary Travel Advances – An employee is expected to request reimbursement for travel expenses after travel is completed. As an exception to policy, a travel advance may be available under extraordinary circumstances. The employee may receive an advance by submitting a RSCC Request for Travel Advance form for Students and Employees that is fully completed, approved, and submitted with the travel authorization and is approved by the appropriate approving authority. Exceptions may be granted by the VP for Business and Finance based upon written request for exception for an advance approved by the employee’s direct supervisor. (The form is listed on the Travel Forms & Guidelines web page.) An amount equal to 80% of the estimated expenditure, excluding airfare, hotel and registration if purchased through the P-Card or college check, will be allowed as an advance. No advance less than $100 will be made.
2. Student Travel Advances – Students traveling under individual authorizations or an employee traveling with a student or students who is responsible for disbursing all funds for the trip are subject to travel advance specifications as set forth in RSCC policy BA-01-02 Athletic Team or Other Student Group Travel.
3. Registration Fees – Registration fees for conferences, conventions, seminars, and meetings can be processed using one of the processes described below. They should not be processed more than six (6) months prior to the event unless an “early bird” rate applies and is documented. Expenses incurred for social/personal events, such as golf outings, cruises, etc., or attendance by a spouse or personal guest are not permissible.

4. Advance Payment

   1. Check Request. If the P-Card is not accepted as a form of payment, the registration can be paid by check and processed through the institutions procurement system with the travel authorization.
   2. Paid by and Reimbursed to the Employee. If an employee chooses to pay registration fees with personal funds either in advance or at the conference site, the expense is reimbursed via the travel claim upon completion of the trip. An itemized receipt for the registration must be attached to the travel claim. The employee will not be reimbursed prior to the trip.
   3. Paid by P-Card –Registration fees may be prepaid by the college providing that a properly approved Request for Credit Card Purchase form (the procedures and form can be found on the Purchasing Department's website) is submitted with the travel authorization request in addition to the completed conference/meeting registration form.

   4. Packages that include Multiple Items – In some instances, a package may include a grouping of items such as a retreat that includes lodging, meals, and workshops as a single registration price. In these instances, the following criteria must be met before a package can be purchased:

      1. The lodging and meals must be part of a package and listed in the registration materials.
      2. The payment must be to the vendor who is collecting the registration fee.
      3. The items must be directly related to the official purpose of the conference. Extra fees for golf outings, historical tours, sporting events and similar items are not reimbursable.

   5. 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.

1. Rates – Reimbursement rates for lodging, meals, mileage, and incidentals will be in accordance with the Federal rates (OCONUS) for the city and country for all international travel.
2. Receipts – Pertinent information on international receipts must be translated to English and signed by the person who translated the documents.
3. Conversion to U.S. Dollars – All amounts on the travel claim must be in U.S. Dollars. The conversion rate and computation must be shown on each receipt, or the traveler may use the conversion shown on a credit card statement and attach it to each receipt. If neither a receipt with a conversion rate nor a credit card statement is available, the traveler may use a conversion website and attach the converted amount to each receipt. The conversion rate and date must correspond to the date shown on the receipt (i.e., conversion rate -01/01/2024; receipt date – 01/01/2024). International credit card transaction fees are reimbursable.
4. Travel Visa Expenses are Reimbursable – if permission is required by the government of the country visiting for business.
5. Passport application fees and photographs are not reimbursable. Passports are personal in nature and are good for ten years. TBR views the business-related expense as minimal in comparison to the personal benefit.
6. Air Travel Coach Fare – In accordance with T.C.A. §49-7-130, reimbursement for airfare will be limited to coach fare or equivalent. No business, “business select,” or first-class fares will be reimbursed. If an employee elects to purchase these fares, they will be reimbursed for the cost of a standard coach ticket, which must be documented. The cost of the ticket must be supported by the original receipt. The receipt must contain the name of the passenger, dates of travel, complete trip itinerary (including departure and arrival times), amount, and the name of the airline. Additionally, the receipt must contain the class of service that will be identified by either the word “coach” or “economy,” or an economy/coach airfare letter (e.g., W, S, Q, L, etc.). The itinerary must be attached to the travel authorization regardless of who is paying for the expense.
7. The Vice President of Business and Finance Office will request all air fare quotes for college employees. When reservations are made by the VP’s office, 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, and they will receive reimbursement for the lessor of the quotes. Please note, airline fees are non-refundable and non-transferable, but the credit for cancellation will be held in the employee’s name for future flights.
8. Airline Fees – Fees imposed by the airline industry such as seat assignment fees, boarding pass fees, luggage fees and similar fees will be reimbursed, provided a receipt is furnished and fees are applicable to work related trip.
9. Trip Insurance – 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 for trips.

10. Airport Parking/Transportation – Parking receipts must list the vendor, date, and amount. The employee can be reimbursed for one of the following for traveling from their official workstation or residence to and from the airport:

    1. Mileage for one round trip and airport parking
    2. The cost of one round trip taxi or ride-share fare, including a tip of up to 20% of the fare
    3. Mileage for two round trips when driven by a friend or relative.

11. Chartered Aircraft – Generally, faculty and staff (including group travel and athletics) whose duties require travel will use commercial ground and air carriers or a college automobile. However, a chartered aircraft may be used if time and/or distance preclude ground travel or if a commercial air service is either unavailable or does not meet the needs of the traveler(s).

    1. The Vice President for Business and Finance shall assign the following duties to a responsible official:

       1. Reviewing and approving requests for charter air services
       2. Scheduling charter flights
       3. Informing those who request charter flights of the charter company’s policy on cancelling scheduled flights
    2. Charter services will be obtained only when it can be shown that the charter does not exceed the sum of traveling costs by commercial carrier (e.g., transportation, meals, and lodging) or that circumstances necessitate travel when no other means is available.

Automobile/Ground

1. College-owned Automobile – A college-owned (fleet) automobile may be used when available. If a P-Card is not used, gas receipts must be processed on the travel claim. The use of college vehicles is restricted to the continental U.S. Employees that are furnished with a college-owned automobile for business travel are not eligible for mileage reimbursement.
2. Employee-owned Automobile – The authorized mileage allowance includes all operating expenses such as gas, oil, and repairs precluding any separate claim for such items.
   1. When a personal automobile is used by the employee for convenience on a work-related trip, a more comprehensive review of all costs of flying versus driving must be considered and employee/traveler must submit supporting documentation to substantiate the claim for mileage; the lowest expense, automobile mileage vs airfare, will be reimbursed.
   2. The travel claim must indicate the employees’ itinerary and must show the official business mileage. Business mileage as indicated on MapQuest, Google Maps or reputable websites for out-of-state routes will be official. Vicinity mileage must be reported on a separate line and not included with point-to-point mileage. Only mileage while on official business may be claimed.
3. Flying vs. Driving – The choice of flying versus driving is influenced by distance, time, cost, and one’s preference. When the destination is out-of-state and flying is the economical choice but one chooses to drive and the round trip is 1,000 miles or more, the reimbursement may not exceed the cost of the lowest available airfare from the same point of origin and destination plus associated estimated costs for parking and ground transportation. The traveler must obtain an airfare quote if they are claiming 1,000 miles or more and the destination is out-of-state. The quote should be obtained on the date that the trip request is approved or at least 21 days prior to the trip. This requirement does not apply if two or more employees are traveling in the same vehicle, if there are multiple business destinations, if the traveler is required to transport large amounts of cargo for college business, or if the traveler can establish that driving is more economical.
4. Local Mileage – Reimbursement may not be requested for commuting from the traveler’s home to their official station regardless of the frequency of these trips per day. Reimbursement requests for local mileage should be submitted no more than once a month. Business mileage as indicated in MapQuest, Google Maps, or other reputable websites for routes will be official.

5. Automobile Rentals – Rental cars are permissible when flying to a business destination and it is less expensive than alternative means of transportation (taxi, Uber, train) or when convenience or safety issues justify the additional cost. The total rental, including parking and gas, should be considered. Restrictions related to rental cars include:

   1. Refueling Rental Vehicles – the Pre-paid or Fuel Service option is not permissible. Travelers should refuel the automobile to the fuel level at time of pick up before returning the automobile. Gas receipts should be obtained and submitted with the reimbursement request.
   2. Rental of Luxury Vehicles – When renting a vehicle, the traveler should select the most economical vehicle that serves their needs. The rental of luxury class vehicles is prohibited.
   3. Insurance – All insurance associated with car rentals should be declined and will not be reimbursed, except for the collision damage waiver coverage for international car rentals. Travelers are encouraged to purchase this coverage for all international rentals.
   4. 15 Passenger Vans – For all 15 passenger vans, renters must be mindful of restrictions related to delivery or pick up. It is the renter’s responsibility to reschedule the delivery or to pick up the van at the rental location if the renter cannot be present at the scheduled delivery time.
6. Tolls – Toll fees will be reimbursed when necessary. Toll charges added to rental car charges for toll pass devices are also reimbursable.
7. Ground Transportation – If an individual travels by air, reasonable taxi, bus, ride-share (Uber, Lyft), or shuttle charges to and from airports can be reimbursed. Reimbursement for ride-share will be limited to basic fare, unless obtaining a larger vehicle to accommodate multiple people is more cost efficient. No upgraded fares will be reimbursed unless justification exists. If an employee elects to purchase these fares they will be reimbursed the cost of a basic fare, which must be documented. The cost of the ride must be supported by the original receipt. Reasonable taxi and ride-share fares will also be allowed for travel between lodging and meeting sites. Ground transportation charges will not be reimbursed for travel off property for meals while attending overnight meetings or conferences. This is considered covered in the daily M&I per diem. Regardless of the amount of the fare, the destination and reason for each fare reimbursement claimed must be listed on the receipt. Credit card statements showing ground transportation charges can be submitted as reimbursable receipts. Tips paid on ground transportation are reimbursable for up to 20% of the fare.

Lodging

1. Non-Conference Lodging – Lodging expenses will be reimbursed subject to the maximum amounts shown in the U.S. General Services Administration’s Per Diem Rates (CONUS) or the Depart of Defense (OCONUS). Receipts are required and must include the address of the hotel, name of the individual occupying the room, the daily room charge, applicable tax, and total charges. The reimbursement rate for lodging and meals is based upon the city where the employee spends the night. Therefore, the address including the zip code of their lodging location must be listed on their expense reimbursement request (TR-3 Travel Claim form for overnight travel).
   
   Short-term rentals from services such as Airbnb, Vacation Rental by Owner and others are allowable if the cleaning fees, service fees and other charges do not exceed the applicable CONUS rate. The traveler is responsible for any charges related to damages incurred during their stay. Receipts for these rentals must be from a company that rents the property.

2. Conference Lodging – Employees attending a conference, seminar, or group meeting where a block of rooms has been negotiated will be reimbursed for room and tax at the conference or group rate. A conference brochure/agenda or other documentation must be attached to the reimbursement request and contain the name of the designated conference and/or overflow hotel(s) and the applicable room rates. The absence of the room rate in the conference brochure/agenda will limit the reimbursement to the CONUS/OCONUS rate.
   
   In the event the employee lodged in a hotel of their choice, the amount of the reimbursement will be limited to the rate of the conference hotel, documented by conference literature, and attached to the expense report. As long as the lodging rate is equal to or less than the conference hotel rate, the reimbursement request does not need to be treated as an exception. In the event the conference materials do not contain a conference lodging rate, CONUS/OCONUS rates will be applicable.

3. Sharing a Room – When two employees authorized to travel on college business share a room, each employee should pay for their own lodging and request their own receipt. They are entitled to a combined applicable CONUS or OCONUS lodging rate, which does not need to be treated as an exception. If it is not possible to get separate receipts, one employee may pay the entire amount and claim the expenses. In these instances, the travel claims for both employees must identify the other’s name, personnel number, and the person incurring the expense will be reimbursed.
4. Hotel Fees – Early departure, late check-out and other hotel fees will be reimbursed, provided an explanation and a receipt are obtained. Resort fees will be reimbursed if the hotel is the conference lodging.

Meal Allowances

1. Rate – Daily meal allowances are provided in the U.S. General Service Administration (CONUS) or the Department of Defense (OCONUS). The meal allowance will be in accordance with the per diems for locations of travel and will be based upon the city where the employee spends the night.
2. In-Route Days – Reimbursement for meals for the day of departure and the day of return will be 75% of the normal reimbursement rate regardless of the time of departure or return. If one trip ends and another begins on the same day meal deductions should be made on one of the trips and noted on both trips so that the traveler is not reimbursed more than 100% of the allowance for that day.
3. Official Banquets – When the expenses for an official banquet of a meeting or conference are in excess of the per diem limit, the excess will be allowed provided a receipt or other documentation of the charge is submitted with the travel claim.
4. Reimbursement for meals will not be permitted when overnight travel is not involved.

Other Miscellaneous

1. Personal Expenses – Personal expenses will not be reimbursed. These include but are not limited to laundry, honor bars, TSA pre-check expenses, and other types of personal expenses.
2. Business Expenses – Items such as printing, duplication, and promotional materials required for official business are allowable expenses and will be reimbursed. A detailed receipt is required. These items should be included in the Other Travel description column of the travel claim form.
3. ATM – Expenses to obtain funds at automated teller machines (ATM) are not reimbursable except for international locations where this is a desirable method of obtaining cash. Receipts supporting the fee must be submitted on the travel claim.
4. Internet – Computer connect charges to access or connection to the college will be reimbursed. An explanation and receipt for the charge must be provided on the travel claim.
5. Telecommunications – Business related phone charges while on international travel will be reimbursed for airtime, roaming, and applicable taxes for individuals who do not have a cell phone allowance. Support for these charges must be provided with travel expense report.

Reward Points
College employees are allowed to earn points and miles associated with airline, hotel and rental car frequent travel programs for business travel expenses. RSCC will not purchase or reimburse employees any costs associated with redeeming and/or earning these points, even if the redemption is for college business.

Exceptions (General)

1. The TBR Chancellor shall have the authority to grant exceptions to any part or all of the provisions of this policy, in individual instances when deemed appropriate and necessary.
2. The college presidents have been granted the authority to grant exceptions to any part or all of the provisions of this in individual instances when deemed appropriate and necessary; however, any exception directly affecting presidents must be approved by the Chancellor or designee.

Addendum

1. The reimbursement rates included in this policy, based on the current Comprehensive Travel Regulation of the State of Tennessee for mileage and the CONUS/OCONUS rates for accommodations and meal per diems, may be revised from time to time.
2. The TBR Board delegates to the Chancellor the authority to increase TBR travel rates commensurate with rate increases approved by the State of Tennessee.