General Travel Policy

TBR Policy Reference: 4.03.03.00

Approved by: Dr. George Pimentel

Original Date Effective: 2011-10-13

Last Modified: 2021-04-26

Purpose

The following policy applies to the travel of all employees of Jackson State Community College (JSCC), in the performance of their official duties. Provisions of this policy also apply to individuals other than employees authorized to travel at institutional expense. Authorization for travel will not be granted and expenses will not be reimbursed without strict compliance with this policy and any approved exceptions hereto.

General Provisions

No authorization for travel by any employee shall be granted, and no reimbursement for travel expenses shall be made, except in accordance with the provisions of these policies and procedures. Reimbursement for travel expenses shall be limited to expenses incurred upon travel authorized in advance in accordance with Section II.
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 the College’s business, or
2. Travel to meetings and conferences of a professional nature that will increase the College's usefulness to the Tennessee Board of Regents System (the “System”).
Travel shall not include, and no reimbursement for expenses provided 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.
1. The College shall designate the official station of an employee.
2. The official station is that location at which the employee spends greater than 50% of their working time.
3. 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.
4. Reimbursable mileage begins at the location at which the employee receives the call.
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 state 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 en route 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.
5. 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.
6. 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 when incurring travel expenses.
7. 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.
8. Receipts must accompany claims for reimbursement for any exceptions where expenses exceed the amount cited on the Addendum.
9. Receipts are not required for meals, taxi fares, tolls, and ferry fees.
10. Lodging receipts are required and must itemize room charges and taxes.
11. No expenses shall be reimbursed until after travel has been completed, unless authorized in compliance with the travel advance guidelines under this policy.
12. 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 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.
Authorization of Travel
1. The travel authorization procedure is automated. The travel authorization on-line form may be accessed in jWeb, Work Action, Dynamic Forms.
  1. Employee will fill out on-line form and upload any required documents (conference information, mileage, conference hotel information, etc.).
  2. The form will be routed to employee’s supervisor for approval. Following supervisor approval, out-of-country travel will route to the President for approval.
  3. After the necessary signatures are obtained, the form will route to the office of Vice President of Financial and Administrative Affairs for a final policy and funding review.
  4. Following final review and approval, the employee will receive an email and a preview link of the form.
  5. Employee will save the form and send to the person responsible for submitting purchase requisitions in SciQuest for their department/division.
  6. Purchase Requisition will be submitted in the name of the employee. All full-time employees are entered into SciQuest as vendors.
  7. The Travel Authorization and all supporting documents will be attached in the internal documents in Jaggaer.
2. In‑State Travel
  1. Documented authorization for in‑state travel where expenses associated with overnight travel and/or conference fees will be incurred must be obtained.
  2. 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 documented authorization for out‑of‑state travel, which must be approved in accordance with the Purchasing Authority Limits policy.
  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 their 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.
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.
    1. The College expects a RandMcNally.com/mileage-calculator.do calculation to be submitted with each travel authorization.
  2. 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.
    1. 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.
    2. In no instance shall mileage claimed for reimbursement exceed actual miles traveled.
2. Mode of Transportation
  1. Transportation for employees traveling singly should be by the most economical route.
  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 employee's copy of the ticket, or an acceptable receipt, must be submitted for reimbursement of common carrier expenses.
  3. Baggage Fees for a maximum of one (1) bag will be allowed when necessary. A receipt is required for reimbursement.
  4. 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.
  5. Nominal early-bird check-in fees for airlines that do not offer prior seating choice may be reimbursable.
4. Chartered Aircraft
  1. Generally, faculty and staff (including group travel and athletics) whose duties require travel will use commercial ground and air carriers or an institutional automobile.
  2. 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).
  3. The following guidelines apply:
    1. The President or designee of the College shall assign the following duties to a responsible official:
      1. Reviewing and approving requests for charter air services;
      2. Scheduling charter flights; and
      3. Informing those who request charter flights of the charter company’s policy on canceling scheduled flights.
    2. Charter services will be obtained only when it can be shown that the charter does not exceed the sum of all traveling costs by commercial carrier (e.g. transportation, meals, and lodging) or that circumstances necessitate travel when no other means is available.
    3. The charter company must provide the institution with an original, itemized invoice showing the beginning and ending dates of the charter, the origin and destination of each flight, and the names of passengers on each flight.
5. Automobile Travel
  1. When travel by automobile is appropriate, employees may use state‑owned automobiles whenever available and feasible. However, state‑owned vehicles should be used only on official business.
    1. State Owned Automobiles
      1. When transportation is by a state‑owned automobile, reimbursement for tolls, parking, gasoline and storage expenses are allowable.
      2. 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.
      3. Such expenditures must be of an emergency nature when immediate service is required and access to a state facility is not possible.
      4. Major repairs must be approved by campus officials prior to work being performed. Such expenditures are allowed 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, such as RandMcNally.com, to determine point-to-point and/or vicinity mileage. Vicinity miles are miles driven on a business trip after you have arrived at your primary destination.
      4. Commuter Mileage
        
        Procedures for calculating mileage are based on the fact that the State is prohibited from reimbursing employees for normal commuting mileage.
        
        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.
        
        If work is performed by an employee en route to or from their official station, reimbursable mileage is computed by deducting the employee’s normal commuting mileage from the actual mileage driven.
        
        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.
        
        If an employee travels between destinations without returning to their official station or residence, reimbursable mileage is the actual mileage between those destinations.
    3. 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 and not included with point‑to‑point mileage. Only mileage on official business may be claimed.
    4. Necessary charges for hotel and airport parking will be allowed.
  2. 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 hotels or lodging and meeting or conference will be allowed.
    4. Receipts for reimbursement of reasonable taxi fares are preferred.
  3. 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.
    2. All rental vehicles will be rented through the JSCC Enterprise Rent-A-Car contract. All vehicle rentals will follow the guidelines and instructions under this contract.
  4. Tolls and Ferry Fees
    1. Reasonable tolls and ferry fees will be allowed when necessary.
    2. No receipt is required for reimbursement of tolls and ferry fees.
  5. Daily Parking Fees
    1. Those employees required to utilize commercial parking facilities while on travel status, will be allowed reimbursement for actual costs.
    2. Receipt is required if the fee exceeds the maximum indicated per day (see Addendum).
  6. 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.
  7. 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.
    1. Receipts must be furnished on airport and hotel parking exceeding maximum parking allowance in Addendum.
Lodging
1. In‑State Lodging
  1. Lodging expenses incurred within the state while on authorized travel will be reimbursable to the maximum indicated in the TBR General Travel Policy 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.
    1. 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.2-4 for explanation of en route lodging expenses.)
3. Out of Country Lodging
  1. Lodging expenses incurred while out of the country will be reimbursed at the maximum per diem rates per the U.S. Department of State https://aoprals.state.gov/web920/per_diem.asp.
4. Additional Lodging Expenses
  1. Sales taxes on lodging costs will be 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. Otherwise, reimbursement will be limited to applicable lodging rate as provided in this policy and the TBR General Travel Policy addendum.
  3. 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.
  4. Additional lodging for presidents will be approved on the same basis as approval is granted for other employees. Any exceptions must be approved by the Chancellor.
  5. The convention or conference brochure which indicates the lodging rates must be included with the travel claim. Otherwise, reimbursement will be limited to the applicable lodging rate as provided in these regulations.
5. Shared Lodging
  1. In the event of double occupancy for state employees on official travel, both employees should attach an explanation to his/her 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 claim.
Meals
1. In‑State and Out‑of‑State Meals
  1. Meals while on authorized travel will be reimbursed, subject to the meal allowance provided in the TBR General Travel Policy 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 travels 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.
  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 TBR General Travel Policy addendum lists partial per diem rates for meals and incidentals for in-state and out-of-state travel.
  10. The table provided by TBR 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.
2. Out of Country Meals
  1. Out of Country meals will be reimbursed at the maximum U.S. State Department per diem rate of Out-of-Country travel. (https://aoprals.state.gov/web920/per_diem.asp).
3. Official Banquets
  1. 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 of the charge is submitted.
4. Business Meals
  1. See Policy 4:07:00:00 for criteria on reimbursing business meals.
Miscellaneous Expenses
1. Personal Expenses
  1. 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
  1. Charges for long distance telephone calls, internet, and/or fax on official business will be allowed. Internet “hot spots” are available and may be checked out from the office of the Director of Purchasing.
  2. Charges for necessary local calls on official business will be allowed.
3. Registration Fees
  1. Registration fees for approved conferences, conventions, seminars, meetings, etc., will be allowed including cost of official banquets and/or luncheons, if authorized in advance by the appropriate approving authority, and provided receipts are submitted with the travel claim.
4. Handling Fees
  1. Fees for the handling of equipment or promotional materials will be allowed up to the maximum indicated in the TBR General Travel Policy addendum.
Claims
1. The standard form for claims for travel expenses approved by the appropriate authority in accordance with the Purchasing Authority Limits Policy will be used for reimbursement of expenses.
  1. The form must show movement and detail of expenses on a daily basis, be signed by the employee, and be approved by the appropriate approving authority 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 via email.
  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 in 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.
Credit Card Use
1. Use of the JSCC MasterCard for student travel is permitted only with prior written approval from the Vice President of Financial and Administrative Affairs. With the exception of an employee traveling with a student group, employees may not use the JSCC MasterCard to reserve hotel rooms unless they have received prior written approval from the Vice President of Financial and Administrative Affairs.
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 expenses may be made when authorized by the approving authority and the Vice President of Financial and Administrative Affairs.
2. Temporary Travel Advances
  1. When temporary travel is authorized for an employee, the employee may receive an advance, provided a request for the advance, including estimated expenses and required documentation, is submitted to the appropriate approving authority following documented travel authorization.
  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. 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.
  3. Timeline for travel advance disbursements will be made when employee is out of pocket for pre-paid travel expenses (airfare, etc.), or within 30 days of planned departure.
3. Travel Claim
  1. Upon return, the traveler should submit a travel claim detailing actual expenditures. This claim should show the total expenses incurred.
  2. The advanced amount should be subtracted from this total.
  3. Travel Claim should be forwarded to VPFAA office for review and verification of expenses.
  4. Following review and verification of actual expenses, any excess amount advanced should be returned by the traveler to the business office for deposit as a credit against the travel advance.
  5. Following review and verification of actual expenses, any amount due will be disbursed to traveler.
  6. Following review and verification of actual expenses, if no funds are due to the traveler and no funds are to be returned to the institution, a copy of the travel claim will be processed with the initial travel advance.
4. 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.
Exceptions
1. The Chancellor delegates to the presidents 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.

Addendum

Tennessee Board of Regents General Travel Policy
1. This Addendum provides the specific expenses considerations cited in the general travel policy.
  1. 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.
  2. The following shall remain in effect from and after October 1, 2018, until revised by the Chancellor.
  3. 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
1. Standard mileage rate – Rate approved by the Dept. of Finance and Administration. Link: https://www.tn.gov/content/dam/tn/finance/documents/fa_policies/policy8.pdf State Travel Regulations.
2. Maximum parking fees without receipt - $ 8.00 per day
3. Fees for handling of equipment or promotional materials - $ 20.00 per hotel
Out-of-State Reimbursement Rates
1. Employees are to utilize the U.S. General Services Administration CONUS (Continental United States) rates provided by the federal government.
2. The CONUS rates are located on the U.S. Government’s web page at www.gsa.gov/
3. Use the CONUS standard rates for all locations within the continental United States not specifically shown on the web page as a listed point.
Travel Reimbursement Rates are provided on the TBR website.

Sources

Authority

T.C.A. §§ 49-8-203, 4-3-1008; All Federal and State rules and regulations referenced in this policy.

Appendix A:

All Check Requisitions, Travel Authorizations, Travel Advances, and Travel Claims for disbursement of Jackson State Community College funds will require signatures of the requestor and the purchasing approver (in accordance with the purchasing system). Travel Authorizations, Travel Advances, and Travel Claims will require the signature of the person traveling as well as the signature of the Purchasing Approver, even if the amount of travel is within the approval authority limit of the person traveling. If a check is to be made out to the requestor, the signature of the Purchasing Approver is required, even if the amount of the check is within the approval authority limit of the requestor.

See the Purchasing Manual for further guidance on making purchases on behalf of Jackson State Community College. A detailed listing of Purchasing Approvers, as it aligns with processes within the Purchasing Department, may be obtained from the Purchasing Department.

The following is a list of the purchasing approval authority. All disbursements above $5,000 will require Presidential signature.

Purchase Limit Required Signatures

$0.01 and Higher Primary Approver (Deans in Academic Areas/Directors in Non-Academic Areas)

$1500 and Higher Divisional Vice President

$3000 and Higher Vice President of Financial and Administrative Affairs

$5000 and Higher President