TENNESSEE TECHNOLOGICAL UNIVERSITY

ACCOUNTING POLICIES AND PROCEDURES

4. General Travel Policies and Procedures

4.1 General Provisions 

4.1.1 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 these policies and procedures. Reimbursement for travel expenses shall be limited to expenses incurred for travel authorized in advance in accordance with Accounting Policies and Procedures, Section 4.2. 

4.1.2 Travel which may be authorized, and pursuant to which expenses may be reimbursed, shall be limited to the following: 

A. Travel which is necessary for the proper execution of official University business, or in justifiable pursuit of the University's educational and research objectives; or, 

B. Travel to meetings and conferences of a professional nature which will increase the attending employee's usefulness to the University. 

4.1.3 Travel shall not include, and no reimbursement for expense shall be made for transportation in connection with an employee's official station of employment. The employee's "official station" is his/her primary area of employment activity, e.g., Cookeville campus, Craft Center, or residence center. The official station of an individual whose service for the University is limited to the teaching of off-campus classes shall be the individual's home. The official station of the employee while on call becomes his or her residence, or the location at which the employee receives the call. Reimbursable mileage begins at the location at which the employee receives the call. 

4.1.4 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, and expenses should normally amount to less than the maximum limitations. 

4.1.5 Reimbursement for travel expenses shall only be allowed for actual expenses incurred, subject to the maximum limitations contained herein. Receipts must accompany claims for reimbursement for all expenses exceeding the amount cited on the addendum. The exceptions to this rule are for meals, taxi fares, subway fares, tolls and ferry fees, with no receipt required. Receipts must also be furnished on airport and hotel parking.  Lodging receipts are required and must itemize room charges and taxes.

4.1.6 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 the Tennessee Board of Regents.

4.2 Authorization of Travel 

4.2.1 In-State Travel 

All employees must obtain prior authorization for in-state travel from their immediate supervisor. The travel requisition (authorization) must show the purpose of the trip, destination, date of departure and return, mode of transportation and estimated expenses. Prior written authorization may not be necessary for in-state travel when the expected expense will not be substantial, or when there is no advance notice of the circumstances necessitating the travel, and such travel is approved orally. All approved travel requisitions are to be held in suspense until the travel takes place and the travel claim is filed. (See Accounting Policies and Procedures, Section 4.8). 

4.2.2 Out-of-State Travel 

All employees must obtain prior written authorization (See Exhibit A-4) for out-of-state travel. For Academic Affairs, departmental chairpersons and directors will authorize travel for faculty and staff; the appropriate dean will authorize travel for chairpersons and directors; and the Vice President for Academic Affairs will authorize travel for those who report to that position. All other employee travel must be approved by the President or his/her designee or the appropriate Vice President. The travel requisition (authorization) must show the purpose of the trip, destination, date of departure and return, mode of transportation and estimated expenses. The travel requisition (authorization), copies 1 and 2, is to be submitted to the appropriate authority for approval or disapproval and then returned to the originating department. All approved travel requisitions are to be held in suspense until the travel takes place and the travel claim is filed. (See Accounting Policies and Procedures, Section 4.8.) 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. This exception applies for trips which do not exceed 50 miles into another state. Employees who employment requires frequent out-of-state travel may obtain blanket authorization in writing for such travel.

4.2.3 Canada Travel 

Authorization for travel by an employee to Canada shall be approved by the President. 

4.2.4 All Other Travel 

Authorization for travel by an employee to Alaska, Hawaii and all other out-of-country travel shall be subject to approval by the President. 

4.3 Transportation 

4.3.1 General 

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. 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. 

4.3.2 Mode of Transportation 

Transportation for employees traveling alone should be by common carrier (air, train or bus) whenever practical. 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. 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. Reimbursement for personal vehicle use may be claimed at the standard mileage rate provided that the cost of such reimbursement is less than comparable cost of commercial transportation including taxi fares and/or limousine charges. 

4.3.3 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. 

4.3.4 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 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).  The following guidelines apply:

A. The chief executive officer of each institution should 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.

B. 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.

C. 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.

4.3.5 Automobile Travel 

A. University-Owned Automobiles

Employees of the University may be authorized to drive a University-owned automobile in the performance of their duties or responsibilities. When transportation is by a University-owned automobile, all necessary repair bills, tolls, parking and gasoline expenses are reimbursable. Fuelman and Fleet One gasoline cards are assigned to each University automobile.  These cards should be used for all in-state purchases of gasoline.  Courtesy oil company cards are provided and should only be used in making purchases at out-of-state locations and emergency purchases in-state when Fuelman or Fleet One cannot be used.  When an oil company credit card is used in-state, a memo must be sent to the Director of Accounting explaining the circumstances which necessitated its use. All memos must be approved by the respective departmental chair/director and/or administrative officer.

Those expenses paid for by the individual which are directly related to the travel should be claimed as travel expenses (i.e. tolls, parking). 

B. When an employee elects to drive his/her personal automobile for University related travel, he/she may be reimbursed at the rate provided on the addendum. No reimbursement will be made for repairs to or supplies utilized on personally-owned vehicles. 

C. Two types of travel claims are available to request reimbursement of travel expenditures. 

1. The "Claim for Traveling Expenses" form (See Exhibit A-7) is used for reimbursement of all types of travel expenses.  This claim must indicated the employee's itinerary and must show the official business mileage.  Business mileage as indicated by the official state map and that published by Rand McNally for out-of-state routes will be regarded as official.  Vicinity mileage must be identified and reasonable.  Only mileage for official business may be claimed.

2. The "Mileage & Parking Claim for Use of Personal Vehicle" form (See Exhibit A-15) is for the reimbursement of mileage expenses only when using a personal vehicle for official business travel.  This form may not be used for overnight trips or any expenses other than mileage reimbursement.  Each day of mileage may be listed on one line and multiple trips may be included on one form.  This form does not require a requisition for processing.  Only mileage for official business may be claimed.

D. Necessary charges for business related parking will be allowed. Airport parking will be allowed provided the parking fees do not exceed normal taxi fare to and from the airport. Receipts must be furnished on airport and hotel parking. 

4.3.6 Limousine and Taxi Service 

When travel is by common carrier, reasonable limousine and taxi fares will be allowed for necessary transportation. Bus or limousine service to and from airports will be used when available and practical. Additional fees for pick-up at a residence will be allowed provided the charge is not greater than pick- up and delivery at Tennessee Technological University. Any additional charges associated with home pick-ups and delivery will be the individuals responsibility. After arrival at destination, necessary and reasonable taxi fares for local transportation will be allowed. No receipt is required for reimbursement of reasonable taxi fares. 

4.3.7 Car Rental

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. Charges for insurance for rented automobiles are not reimbursable. Whenever possible, the employees should refuel before returning vehicles. 

If using a local car rental agency, please provide that agency with your departmental account number and request the rental invoice/statement be mailed directly to your department's campus box for processing.

4.3.8 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. 

4.3.9 Daily Parking Fees 

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. Receipt is required if the fee exceeds the maximum indicated per day (see Addendum). Receipts must be furnished on airport and hotel parking exceeding maximum parking allowance in Addendum. 

4.3.10  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.

 4.3.11  If travel is by common carrier, the employee will be reimbursed for expenses in traveling to and from the common carrier including but not limited to the reasonable cost of one of the following options, whichever is less:

 A. one round trip taxi fare,

  B. or parking of the employee's personal car at the location of the common carrier, plus mileage of one round trip,

  C. or mileage of two round trips in the employee's personal car (subject to a 200 mile maximum for two round trips).

 

Receipts must be furnished on airport and hotel parking exceeding maximum parking allowance in Addendum.

4.4 Lodging 

4.4.1 In-State Lodging 

Lodging expenses incurred within the state while on authorized travel will be reimbursable to the maximum shown on the addendum. 

4.4.2 Out-of-State Lodging 

Lodging expenses incurred out of the state while on authorized travel will be reimbursable to the maximum shown on the addendum. The maximum reimbursement rates for out-of-state travel are the same as those maintained by the US General Services Administration for federal employees within the continental United States (CONUS). 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. 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 a trip of long duration. 

4.4.3 Additional Lodging Expenses 

Sales taxes on lodging costs will be reimbursable. 

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. If more than one rate is indicated, the lowest rate is the amount which will be reimbursed. However, the employee should attempt to receive a government rate for the lodging. If the lowest rate indicated in the convention or conference brochure is unavailable, advance approval of the higher rate must be obtained from the appropriate approving authority. 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. 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. 

4.4.4 Shared Lodging 

When a room is shared with other than a State University and Community College System of Tennessee employee on authorized travel, the total cost of the room will be allowed, subject to the maximums set forth on the addendum. The receipt for the entire amount should be submitted with the expense account. 

When a room is shared with another University employee on authorized travel, the pro-rated share of the lodging cost should be included on each employee's travel claim. The original receipt should be attached to one employee's claim, and a copy of the original should be attached to the other claim(s) with appropriate explanation. 

4.5 Meals 

4.5.1 In-State Meals and Out-of-State Meals 

Actual expenses for meals while on authorized travel will be reimbursed, subject to maximum rates provided on the addendum. The maximum per diem rates include a fixed allowance for meals and for incidental expenses (M and I). The M and 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 calls home, etc. 

The M and I rates for out-of-state travel are the same as those for federal employees, and are available on the General Services Administrations' 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 and 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 and I for the day of return shall be three- fourths of the M and I rate applicable to the preceding calendar day. 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. Employees on overnight travel status not claiming lodging must include an explanation to claim meal allowances, (e.g. staying with friends). 

Per Diem Rates	Three-fourths Calculations
$39	$29.25
$44	$33.00
$49	$36.75
$54	$40.50
$59	$44.25
$64	$48.00

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. 

4.5.2 Official Banquets 

When the expenses for an official banquet of a meeting or conference is in excess of the above limits, the excess for the particular meal involved will be allowed, provided a receipt or proper explanation of the charge is submitted. All other meals for that day will be reimbursed at applicable prorated rates. 

4.6 Miscellaneous Expenses 

4.6.1 Personal Expenses 

Expenses for entertainment, laundry, valet service, tips and gratuities, etc., are personal expenses and will not be reimbursed in excess of the incidental portion of the M and I rate. 

4.6.2 Telephone and Facsimile Expenses 

Charges for long distance and local telephone calls and/or facsimile messages on official business will be allowed provided a statement is furnished showing the date, the name and location called, and the nature of the business. 

4.6.3 Registration Fees 

Registration fees for approved conferences, conventions, seminars or meetings will be allowed for reimbursement purposes provided receipts are submitted with the travel claim. These policies and procedures do not preclude the advance payment of registration fees by University check. 

4.6.4 Special Handling Fee 

Fees for the handling of equipment or promotional materials will be allowed up to the maximum indicated in Addendum. 

4.7 Procedures for Preparing Travel Requisitions 

4.7.1 Prepare travel requisitions in triplicate with the first and second copies to be sent to the Business Office through the appropriate approving authority. The third copy is retained by the requisitioner. (See Exhibit A-4). 

4.7.2 Type all requisitions. 

4.7.3 Number all requisitions, other than grants, beginning with No. 1 at the beginning of each fiscal year (July 1). 

4.7.4 Date all requisitions and insert Account Number. 

4.7.5 For the beginning balance on travel requisitions, insert the allotment amount for travel. (See Accounting Policies and Procedures, Section 1.2.1 or Section 12 for grant accounts) 

4.7.6 Make corrections and adjustments for amounts from the monthly expenditure report. Identify all adjustments to aid in reconciling to the monthly expenditure reports. (See Accounting Policies and Procedures, Section 5) 

4.7.7 Subtract the total estimated amount of the travel from the adjusted balance. 

4.7.8 Insert name of college or school, department, and person submitting the requisition for travel. 

4.7.9 Complete the estimate of expenses by indicating all proposed methods of travel and expenses in accordance with provisions outlined in Accounting Policies and Procedures, Sections 4.1 through 4.12. 

4.7.10 Obtain proper signatures. The requisitions must be signed by claimant, and the appropriate approving authority (See Accounting Policies and Procedures, Section 4.2.1), except that confirmation travel requisitions for Motor Pool expenses will not require claimant's signature. When out-of-state travel is requested, the signature of the appropriate approving authority is required. (See Accounting Policies and Procedures, Section 4.2.2) When out-of-country travel is requested, the advance approval of the Chancellor is required. (See Accounting Policies and Procedures, Section 4.2.3) 

4.7.11 If registration fees are to be prepaid, the requisition for travel must be forwarded to the attention of the Supervisor, Accounts Payable Section of the Business Office. Such requisitions must be accompanied by a Request for Payment and a copy of the material which enumerates the cost of registration. After payment has been made, the original and second copy of the travel requisition will be returned to the Dean's Office. 

4.7.12 After the travel is completed, the "actual" section of the requisition should be completed. (See Exhibit A-5). The requisition for travel, the properly completed claim and all supporting documentation should be forwarded through appropriate channels to the Business Office. 

4.7.13 A copy of each requisition and claim should be retained in the originating department's file at all times. 

4.7.14 The "actual expenses paid" section will be completed by Accounts Payable personnel and the second copy will be returned to the Dean's office. 

4.7.15 If the amount paid by the Business Office differs from the original estimate of expenses, adjustments should be made when the monthly expenditure report is received. 

4.7.16 When payment for travel is to be made from two or more accounts, the same procedures as outlined in Accounting Policies and Procedures, Sections 4.7.1- 4.7.16 should be followed. However, a travel requisition should be prepared for each account from which part of the estimated expense is to be paid. After the travel has been completed, the multiple requisitions should be attached to one travel claim with proper notations as to the amount to be paid from each account. When payment for interdepartmental transfers is to be made from multiple accounts, the account and requisition numbers should be written in the proper portion of the transfer form. In every instance, all documents should be properly completed and correct accounts noted. 

4.8 Claims 

4.8.1 The "Claim for Traveling Expenses" form (See Exhibit A-7) shall be used for reimbursement of expenses. 

4.8.2 After approval by the appropriate approving authority, the original "Claim for Traveling Expenses" along with copies 1 and 2 of the travel requisition and related documentation are to be transmitted to the Business Office. A copy of the "Claim for Traveling Expenses" form and copy 3 of the requisition are to be retained in suspense until copy 2 of the requisition is returned by the Business Office, thereby indicating that reimbursement has occurred. 

4.8.3 The claim filed by each individual should reflect all of the reimbursable expenses related to his/her travel. Each claim should include only those expenses related to the travel of the individual filing the claim. A copy of the appropriate CONUS rate should be attached for each city/county traveled and highlighted. 

4.8.4 Movement from point to point and detail of expenses on a daily basis must be indicated on the claim. Point- to-point travel as per Rand-McNally and vicinity travel must be listed separately. All vicinity travel must be specifically identified by listing the building or address visited. The form must be signed in ink by the employee and be approved by the appropriate approving authority prior to reimbursement. Receipts for appropriate expenses must be attached to the form. 

4.8.5 Expenses for books, supplies, postage and other items that do not constitute actual traveling expenses should not be included in the claim form. 

4.8.6 Claims for reimbursement of travel expenses should be received in the Business Office no later than thirty (30) days after completion of the travel. Claims received after this period must be accompanied by a written explanation for the delay. 

4.9 Travel Advances 

4.9.1 General 

Normally, travel expenses should be paid when incurred by an employee, with reimbursement made to the employee for actual expenses upon timely submission of a properly documented travel claim. Advances to employees for anticipated travel expenses may be made under the circumstances hereinafter described as (1) permanent travel advances and (2) temporary travel advances. All permanent travel advances must be approved by the President. All temporary travel advances must be approved by the Vice President for Business and Fiscal Affairs. 

Each employee receiving a permanent or temporary travel advance for the first time must sign a payroll deduction authorization form which provides for the University to recover the advance from any salary owed the employee in the event of termination of employment or failure to submit a timely travel claim. This deduction from payroll will be used as a last resort if all other efforts to collect the advance have failed. 

4.9.2 Permanent Travel Advances 

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. Upon determination of the employee's estimated monthly expenses, the employee may be provided with a single advance in an amount sufficient to cover such expenses for one month. Monthly expenses should exceed one hundred dollars ($100.00) per month but may not exceed one-half the monthly salary of the employee. Permanent travel advances may only be issued to faculty and administrative personnel ineligible to receive a Corporate Card. Requests for permanent travel advances should be submitted in memorandum form to the President of the University. 

4.9.3 Temporary Travel Advances 

Temporary travel advances may be issued to the following individuals: 

A. An individual student or a faculty or staff advisor traveling with a student group. (In the case of an advisor, the amount advanced will be for the expenses of the students only.) 

B. Faculty or administrative personnel ineligible to receive a Corporate Card. 

C. Clerical and support personnel. 

When temporary travel is authorized and the estimated expenses exceed one hundred dollars ($100), an advance may be issued provided a request for payment and the approved travel authorization are submitted to the Vice President for Business and Fiscal Affairs. The amount of the advance is limited to 80% of estimated reimbursable expenditures for employees. 

EXCEPTION: Students may receive an advance of 100% of estimated reimbursable expenditures and are not subject to the one hundred dollar ($100.00) minimum. 

The request for an advance should be submitted in sufficient time to provide five working days for the issuance of a check. However, checks for advances will not be issued more than one week in advance of the travel. Requests for exceptions to the above policies must be submitted in memorandum form to the Vice President for Business and Fiscal Affairs and must include justification for the exception. Upon return, the employee must submit the appropriate claim for travel expenses, with the amount of the advance deducted from the total expenses. In the event that actual expenses do not exceed the amount of the advance, the employee should return the excess amount of the advance with the travel claim; however, in all instances it must be returned within thirty days of the travel return date. (See Accounting Policies and Procedures, Section 4.8.) 

4.10 Corporate Card 

4.10.1 General 

A Corporate Card is available for all eligible personnel. Applications are available in the Human Resource Services Office at the time of employment.

4.10.2 Membership 

Corporate cards are made available to permanent faculty and administrative employees, with the employees personally responsible for all amounts charged to the Corporate Card. 

4.10.3 Advances 

Travel advances, permanent or temporary, shall not be issued to: 

A. Any employee who is issued a Corporate Card, or 

B. Any employee who is designated but chooses not to apply for a Corporate Card. 

C. Any employee who has had his/her corporate card canceled or was refused a card based on the vendor's credit requirements. 

4.10.4 Reimbursement 

Reimbursement for travel expenses shall only be allowed for actual business expenses incurred, subject to the provisions of the travel section of this manual. Original itemized receipts will still be required for reimbursable expenses such as hotel and registration fees. 

4.10.5 Cancellations 

The Tennessee Board of Regents and/or card provider may cancel an employee's Corporate Card at any time. In the event of cancellation of a Corporate Card, the Tennessee Board of Regents or the University shall promptly notify the employee of the cancellation and use its best efforts to obtain the canceled Corporate Card and return it to the card provider. 

4.10.6 Termination 

The University shall notify the card provider if a Corporate Card member's employment is terminated, and the effective date of such action. Corporate cards shall be collected from terminated employees by Business Office personnel and returned to the provider. 

4.11 Purchase of Airline Tickets 

4.11.1 The purchase of airline tickets for University travel may be:

A. processed by a contracted travel agency through the Visa Corporate Travel System Account, or

B. purchased in advance using the University procurement card.  Airline charges should be coded travel and noted on the travel claim when paid by the Procard, or

C. purchased via the internet or other means (resulting in a lower cost to the University) using a personal credit card.  Charges made to individual credit cards are reimbursed upon submission of a completed travel claim to the Accounts Payable office.  The travel claim must be submitted after the trip is completed and it must include proof of payment such as a copy of the credit card statement with personal account information marked out or some other verification provided by the vendor.

4.11.1.1 When making reservations with the travel agency, it will be necessary to provide the individual’s name, the destination, the date of trip, the departmental index/account number and requisition number.  Approval of the trip should be followed by the signatures on the requisition of the appropriate approving authorities.

4.11.1.2 Trip itinerary/invoice (supplied by the travel agency) will be matched to the monthly statement received from Visa.  The University will make payment directly to Visa and a journal voucher transaction will appear on departmental expenditure report. 

For University Policies and Procedures regarding Moving Expenses, please refer to Accounting Policies and Procedures, Section 13.

4.12 Exceptions 

The Chancellor of the Tennessee Board of Regents 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 delegates 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. One area of standing exception to the policy is provided below. 

4.12.1 Exception No. 1 to the General Travel Policy and Procedure 

Provisions for travel contained in Exception Number 1 shall be applicable only to the Chancellor and his immediate staff, Presidents of institutions and employees traveling in their company. 

4.12.2 Transportation 

First class travel on common carrier shall be allowable at the option of the above designated persons when accompanying others not employed by the state who are traveling in first class accommodations. 

4.12.3 Lodging 

A. In-State Lodging 

Reimbursement for actual expenses for in-state lodging will be allowed, subject to the maximum rate shown on the addendum. 

B. Out-of-State Lodging

Reimbursement for actual expenses for out-of-state lodging will be allowed, subject to the maximum rates shown on the addendum. In-route lodging will be allowed for only one (1) day each way on trips of long duration. 

C. In-State and Out-of-State Meals

A per-day meal allowance is shown on the addendum. For fractional days in travel status, the allowance will be prorated. 

D. Expenses for group breakfasts, luncheons and dinners, occasioned by meetings of long duration or by circumstances where it more feasible to provide such meals than to recess the meeting, may be allowed provided written, advance approval is secured from the Chancellor, except where advance approval is not practicable.

Back to General Travel Menu