UNIVERSITY TRAVEL Update Delete



  1. All travel for which the employee expects reimbursement must be authorized in advance. Unless such expenses have received authorization, they shall be the personal responsibility of the employee, and no reimbursement should be expected.
  2. Travel shall be by the most economical means taking into account good utilization of personal time and trip requirements.
  3. Reimbursable Expenses:
    1. The actual cost of hotel/motel. If an employee stays with friends or relatives rather than staying in a hotel/motel, an additional one-half of the single per diem rate may be reported.

    2. When travel is for long distances, it is customarily by plane and the air coach fare is reimbursed to the employee. When travel is to be by personal automobile over long distances, reimbursement shall include actual hotel/motel expenses, mileage, and a per diem based on a minimum of 500 miles of travel per day over the most direct route available. Charges for toll bridges, ferries, tunnels, and toll roads used on the most direct route of travel may be reported as well as reasonable parking charges (not including travel violations).

    3. When traveling, the employee is allowed a per diem to cover meals, laundry, and miscellaneous expenses e.g. if one meal is paid for by the employee, one-half of the per diem rate may be reported. If two or more meals are paid for by the employee, a full per diem may be reported. Any meals included in seminar fees or provided at a meeting at no cost to the employee, may not be included in meals used to calculate per diem to be reported. If fully entertained, a small per diem may however be reported to cover other miscellaneous expenses.
  4. The Director of Human Resources or Vice President for Financial Administration provides information about current mileage and per diem rates.
  5. Automobiles or vans needed for local university business should be rented from the Transportation Services. Most vehicles rented while on university business outside of the Chattanooga/ Cleveland area are covered by university insurance.
  6. The rental of 15 passenger vans is prohibited in accordance with the North American Division policy.

  7. Luggage and Travel Accessory Assistance:

    The following employees who are required to travel regularly, are eligible for assistance for luggage replacement, GPS (Global positioning systems), and noise canceling headphones. The term luggage includes suitcases, briefcases, computer cases, and carry-on pieces.

    Payment Schedule

    President

    Vice Presidents and Admissions Representatives

    Dean of Schools with MA Programs & Associate Vice Presidents

    (add deans of graduate programs)

    Department Heads, Academic and Non-Academic

    $450.00

    $350.00

    $250.00

    $150.00
  8. Regular travel expense report forms should be used with receipts attached and signatures of the supervisor and administrator responsible, and must be submitted to Payroll for reimbursement.