The University of Memphis
This policy applies to the travel of all employees of The University of Memphis 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 University expense. Departments may adopt more restrictive policies than those included in this document. Authorization for travel will not be granted and expenses will not be reimbursed unless the travel is made and reimbursement claimed according to this document.
These procedures and reimbursement rates will be consistent with the Comprehensive Travel Regulations of the State of Tennessee and the travel policy of the Tennessee Board of Regents (TBR). Current reimbursement rates can be found in the Travel Rate Schedule. Reimbursement for expenses related to Authorized Travel cannot be made for amounts above the maximum limitations detailed in the schedule. Only necessary and reasonable expenses will be reimbursed. Original receipts are required to document expenses except where noted.
1) Travel must be consistent with the educational, research, and professional needs of the University.
2) Employees must:
To facilitate effective and economical University travel while maintaining the necessary controls for accountability. The University needs to comply with TBR policies and state and federal law and to the greatest extent possible, minimize administrative costs.
|Official Travel Status|
The employee is considered on official travel status at the time of departure from the employee's official work station or residence, whichever is applicable, for traveling on University business.
|Banner Finance Self Service|
A module within Spectrum which is used to process electronic documents, such as budget revisions and purchase orders for travel.
Authorized travel will be limited to the following:
|Corporate Credit Cards|
Eligible employees can receive a Corporate Credit Card. The employee is responsible for all charges to the credit cards. Only actual business expenses incurred will be reimbursed. See the University Policy on Corporate Credit Cards.
|Authorization of Travel|
Approving Authorities - The President or President's designees will have authority to approve travel by employees of the University. The President has authorized the department or activity head (or approved "designee") to approve in-state and out-of-state travel. All authorizations must be approved by the next higher authority over the requester either verbally, by e-mail or in writing. Expenses incurred by the University for travel that is not properly authorized or for an incomplete travel purchase order are the personal responsibility of the traveler.
In-State Travel - All employees must obtain prior authorization for in-state travel by the employee's appropriate approving authority. A claim for reimbursement involving only occasional local mileage and/or parking within Shelby County may be processed without a written authorization. In these cases, write "none" for the travel purchase order on the claim form.
Out-of-State Travel - All employees must obtain prior authorization for out-of-state travel, which must be approved by the employee's appropriate approving authority.
Alaska, Hawaii, and Out-of-Country Travel - Authorization for travel by an employee to Alaska, Hawaii, and out-of-country will be subject to approval by the President. Authorizations should be routed to the President by the appropriate vice president/provost. The Request for Overseas Travel Form is available from the Accounting Office or at http://bf.memphis.edu/forms/acct/acct11.pdf. Requests for authorization should reach the President's Office fourteen (14) days before the date approval is needed. Refer to University procedure UM1409 for information regarding international travel for students and/or faculty (i.e., study abroad programs).
Travel Purchase Orders - Travel Purchase Orders should be submitted on-line by accessing the Banner Finance Self Service module using the Spectrum portal. Travel Purchase Orders are submitted by the traveler's department, approved by the appropriate officials and forwarded to the Accounting Office for final processing electronically. Travel Purchase Orders prepared by Financial Managers and Designees have implicit approval and are automatically forwarded to the Accounting Office. If the department is unable to access the Banner Self Service System, Request for Travel Authorization forms are available on the web.
Group Travel Purchase Orders - Purchase Orders will usually be granted on an individual basis. One authorization may be granted when a group is traveling together or when more than one person may undertake travel at different dates for the same purpose. This provision will usually apply to student groups, field travel for research projects, and similar situations. In these cases the PO should contain the name and University identification number of one primary person and clearly identify by footnote the group which will be involved in the travel or the names of all individuals for whom travel claims will be submitted under the purchase order. Special arrangements for group travel should be initiated through the University Procurement Services before entering into any agreements.
Blanket Travel Purchase Orders - Blanket travel purchase orders can be obtained for employees required to make frequent trips for the same purpose. The purchase order must show the name of the person traveling, purpose of the trips, destinations, dates of departure and return, mode of transportation, estimated expenses, and availability of funds.
General- All travel must be by the most direct route possible, and any employee who travels by an indirect route must bear any extra expense. When work is performed by an employee en 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 en route to or from the official station. For example, if an employee normally 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.
Common Carrier Travel - When travel is by common carrier, the fare must not exceed the regular tourist fare charged the general public, and advantage must be taken of round trip rates when available. The employee's copy of the ticket (passenger receipt) or other acceptable receipt must be submitted for reimbursement of common carrier expenses. The University's Authorized Travel Agency is available to assist you in making your reservations. Air travel may be directly billed to the University when provided a valid Purchase Order number by the traveler.
Chartered Aircraft - Generally, faculty and staff (including group travel and athletics) whose duties require travel will use commercial ground and air carriers or a university vehicle. 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 or travelers. The Tennessee Board of Regents provides specific guidelines at http://www.tbr.edu/policies_guidelines/business_policies/4-03-03-00.
Use of State Aircraft - Specific guidelines on the Use of State Aircraft can be found at http://www.tdot.state.tn.us/mediaroom/docs/plane_usage_guide.pdf.
Limousine and Taxi Service - The employee will be reimbursed for one of the following expenses in traveling to and from the common carrier:
The total amount of reimbursement for mileage, parking, and/or taxi fares for all travel to and from the airport should not exceed the maximum amount allowed for taxi fares.
Automobile Travel - When travel by automobile is appropriate, employees may be reimbursed a mileage allowance for the use of personally-owned automobiles:
Car Rentals at Destination - Charges for automobile rental will be allowed whenever it is more economical than alternative methods of transportation or whenever it is the only practical means of transportation and when supported by original receipts. Related fuel charges are reimbursable with a receipt. Whenever possible, employees should refuel before returning vehicles. In accordance with State regulations, charges for insurance for rented automobiles are not reimbursable. If the Corporate Credit Card is used to rent the automobile, auto rental insurance is included. Additional information is available at http://bf.memphis.edu/hr/benefits/Car_Rental_Information.pdf
Toll and Ferry Fees - Reasonable tolls and ferry fees will be allowed when necessary. A receipt is not required for reimbursement.
Parking Fees - Parking fees for employees at their regular work site will not be reimbursed. However, if an employee is required to leave their office on University business and later returns, the actual additional charge required to park will be reimbursed up to the maximum in the Travel Rate Schedule.
General - Lodging expenses will be reimbursable to the maximum in the Travel Rate Schedule when supported by original receipts detailing daily room rates. Higher rates for lodging at the location of a convention will be allowed up to the amount shown in the convention brochure or conference hotel reservation form, if the brochure is submitted with the claim form. If more than one rate is shown, the lowest rate is the amount which will be reimbursed. The employee should attempt to receive a government rate for lodging.
In-State Lodging - Lodging expenses incurred within the state while on authorized travel will be reimbursable to the maximum in the Travel Rate Schedule.
Out-of-State Lodging - Lodging expenses incurred out of the state while on authorized travel will be reimbursable to the maximum in the Travel Rate Schedule. 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). 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. En route lodging will be allowed for only one day each way on trips of long duration.
Hotel-Related Taxes - Taxes on lodging costs will be reimbursable.
Additional Lodging Expense - To request a lodging rate exception, the traveler should include a brief explanation in the comments section of the travel claim if:
Shared Lodging - When employees share a hotel room, each employee should claim a proportionate share of the room cost, and include an explanation with their travel claim detailing dates and other employees with whom the room was shared.
|Meals and Incidental Expenses|
In-State and Out-of-State Meals - Meals while on authorized overnight travel will be reimbursed, subject to the meal allowance provided on the Travel Rate Schedule. The maximum per diem rates include a fixed allowance for meals and for incidental expenses (M&I). The M&I rate, or fraction thereof, is payable to the traveler without itemization of expenses or receipts. Incidentals are intended to include miscellaneous costs associated with travel such as tips for baggage handling, phone call home, etc.
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 CONUS web site. As with lodging, there is a standard rate for the continental United States (CONUS), and a list of exceptions. Reimbursement for meals and incidentals for the day of departure shall be three-fourths of the appropriate M&I rate (either for the in-state rate or CONUS rate for out-of-state travel) at the rate prescribed for the lodging location. Reimbursement for the M&I for the day of return shall be three-fourths of the M&I rate applicable to the preceding calendar day. To assist in this calculation, a table listing partial per diem rates for meals and incidentals for in-state and out-of-state travel can be found in the Travel Rate Schedule.
Same Day Travel - Generally, there will be no reimbursement for meals and incidental expenses when travel begins and ends on the same day. Exceptional cases can be petitioned in writing to the Manager of Accounting.
Official Banquets - When the expenses for an official banquet of a meeting or conference are in excess of the maximum rates, the excess will be allowed provided a receipt or proper explanation of the charge is submitted.
Personal Expenses - Expenses for entertainment (employee or others), laundry, valet service, tips and gratuities, etc., are personal expenses and will not be reimbursed in excess of the incidental portion of the Meals and Incidentals Rate.
Telephone, Internet Access and Fax Expenses - Charges for long distance telephone calls, Internet access and/or fax on official business will be allowed provided a statement is furnished showing the date, the name and location called, and the purpose of the call. Charges for necessary local calls on official business will be allowed.
Registration Fees - Registration fees for approved conferences, conventions, seminars, meetings, etc., will be allowed including cost of official banquets and/or luncheons, provided receipts are submitted with the travel claim.
Handling Fees - Fees for the handling of equipment or promotional materials will be allowed subject to the amount on the Travel Rate Schedule.
Passports - Reimbursement for cost incurred in obtaining or renewing a passport may be made to an employee who, in the regular course of their duties, is required to travel overseas in the furtherance of official University business. Passport expenses are reported on the same claim submitted for the employee's trip.
Claim Form - The Claim for Traveling Expenses form will be used for reimbursement of expenses. The form must show movement and detail of expenses on a daily basis. Receipts for appropriate expenses must be attached to the form. Expenses for books, supplies, postage, and other items that do not constitute actual traveling expenses should be claimed on a Request for Cash Reimbursement form. Claims for reimbursement for travel expenses should be submitted to the Accounting Office no later than thirty (30) days after completion of the travel. The claim for any trip which ends on the last day of the fiscal year must be in the Accounting Office on the first work day of the new fiscal year.
Separate claim for each claimant - A separate claim for reimbursement of expenses must be filed by each claimant. The University makes all payments for travel expenses on a reimbursement basis. No employee is authorized to have expenses billed to the University.
Claims for reimbursement (mileage) of multiple local trips may include an attachment which lists each trip.
Required signatures - The claim must be signed in ink by the employee, and be approved by the appropriate approving authority prior to reimbursement. All signatures on travel claims must be original. The approving authority is usually the department or activity head; all claims must be signed by a higher authority than the claimant. Approving officials are responsible for the reasonableness of the claim. Signatures of the claimant and approving authority must be made by the individuals' actual signatures - no other person may sign a claim for someone else.
Travel begins in one fiscal year and ends in another fiscal year - Travel which begins in one fiscal year and ends in another fiscal year will be considered an expense of the year in which the travel ends. The travel authorization for such trips should be clearly noted as applicable to the appropriate fiscal year.
Eligible and ineligble expenses - You are eligible for reimbursement of travel expenses if your trip was entirely business related. 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. 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. Additional days are not considered business related unless they are necessary to provide rest or sleep required for you to properly perform your duties.
General - 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. Advances to employees for anticipated travel expenses may be made under the circumstances described below. All travel advances must be approved by the President or President's designees. The Accounting Office has been designated by the President to approve travel advances.
Airline Tickets - The University has an arrangement with the Authorized Travel Agency to bill airline tickets directly to the University if the employee has an approved travel authorization number. Travelers booking their airlines tickets directly cannot receive an advance to pay the cost of the ticket prior to the trip being made.
Eligibility - Advances will only be approved in the following circumstances:
Request for Advance Form - The request for a temporary advance is made with the Request for Travel Advance form. This request should be received by the Accounting Office not less than five working days prior to departure. The advance check will be prepared by the Accounting Office and must be picked up by the requester before the travel begins. If an advance is needed earlier than three (3) working days before the trip is to begin, attach an explanation of why the advance is needed earlier and the date needed.
Payroll Deduction Authorization - Each employee receiving a temporary travel advance must sign a payroll deduction authorization form which will allow the University to recover the advance from any salary owed the employee in case of termination of employment or failure to submit a travel claim. (The deduction authorization is on the Request for Advance form.)
Expense Claim - Upon return, the employee should submit a Claim for Traveling Expenses detailing their actual expenditures. This claim should show the total expenses incurred. The advanced amount should be subtracted from this total. If the travel advance should exceed actual expenses, the expense claim should be forwarded to the Accounting Office showing that the difference has been repaid. Repayment of all or part of an advance must be made to a cashier at the Bursar's Office and the receipt provided to the Accounting Office. If an advance is received and the travel is canceled, the advance must be returned within one (1) working day.
General - All terms and conditions of University travel regulations apply to official University visitors, except where specified below. Reimbursement rates apply to visitors. Lodging rates will be based on the in-state or out-of-state location where the lodging occurs. Meals will be presumed to be in-state if travel is to Memphis, unless a satisfactory explanation is provided.
Travel Authorization - All visitor travel must be authorized in advance with a Travel Purchase Order submitted on-line by accessing the Banner Finance Self Service module. Visitor travel authorizations should be approved by the appropriate approving authority. If the department is unable to access the Banner Self Service System, Request for Travel Authorization forms are available on the web.
Notification of Travel Regulations - Authorized visitors should be given a copy of the current University travel regulations prior to the trip.
Claims for Traveling Expenses - Claims for reimbursement should be submitted on the Claim for Traveling Expenses form. If a standard form is not used, the claim must be presented in the same detail of day-to-day expenses. A separate claim for expenses must be filed by each claimant and original receipts must be attached.
No Travel Advances - Travel advances cannot be authorized for visitors.
|University's Authorized Travel Agency|
The University has entered into an agreement with a travel agency to provide professional travel services for University reimbursed travel. The services offered by the travel agency are also available for personal travel not funded by the University. An office is located on campus to assist in making travel arrangements.
When University-reimbursed air travel by faculty and staff is booked through the authorized travel agency, the fare is directly billed to the university. The traveler must provide the agency with a valid Travel Purchase Order number when booking the ticket.
The authorized travel agency guarantees the University the lowest available fare at the time airline tickets are booked. Usually the earlier travel is booked, the more likely lower fares will be available. When travel plans permit, advise the agency service representative that you might be able to alter your schedule if a better fare is available. The University will reimburse only the lowest fare available that results in a travel time schedule reasonable to the circumstances.
Hotels, car rentals, and other travel services may be arranged through the authorized travel agency. Travelers are encouraged to contact the agency to determine if a lower rate is available; if not, the traveler may use the arrangements otherwise available. In some cases the authorized travel agency can secure services when they are "sold out" to the general public.
When using websites (such as Expedia.com, Travelocity.com, Hotwire.com, etc.) to make travel arrangements using package deals, documentation is required for each specific item included in the package such as airfare, hotel, and rental car. Documentation should be provided to substantiate the conformance with set rates as established in CONUS and in the general travel policy. If such documentation cannot be obtained from the website or vendors, the employee is responsible for comparing the package price to the separate coach airfare rates, hotel rates (as allowed by CONUS/conference rate) and vehicle rental rates and providing documentation to reflect that the package price is less expensive than fares allowed individually. When the website documentation is not sufficiently detailed, a signed statement by the employee (along with documentation from separate coach airfare rates, hotel rates, etc.) referencing the comparison above is to be attached to the travel claim to certify that a reasonable effort was made to procure the best price for the University. The employee is responsible for abiding by rates as approved by University.
Unless specifically authorized in this procedure or in the Tennessee Board of Regents travel policy, exceptions will not be approved. Requests for exceptions or interpretations must be made in writing and forwarded to the Controller, who will secure approval/disapproval.
|Request for Travel Purchase Order|
Travel Purchase Orders should be submitted on-line by accessing the Banner Finance Self Service module at http://my.memphis.edu/cp/home/displaylogin
|Request for Travel Authorization Form|
|Claim for Traveling Expenses|
|Request for Travel Advance|
|Special Remittance and Order Form (Form 10)|
|Request for Overseas Travel|
|Request for Cash Reimbursement|
|Whom do I contact with further questions?|
A list of General Accounting employees, their phone number and work distribution is available at:
Questions can also be emailed to firstname.lastname@example.org
Contact information on the University's travel agency is available at:
|TBR General Travel Policy|
|International Travel Policy for Student Groups/Classes|
|University's Travel Agent|
|Banner Finance Self Service|
|Accounting Website with link to General Accounting Contact List|
| ||UM1309 - Issued: May 17, 2011|
|Academic||Finance||General||Human Resources||Information Technology||Student Affairs|
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