Policy No. 4:09:00:00

CLEVELAND STATE COMMUNITY COLLEGE Cleveland, Tennessee

SUBJECT:  Travel

  1. General
    1. Travel by College Employees
      Tennessee Board of Regents Policy No. 4:03:03:00 outlines travel policies and procedures applicable to all college employees as well as rates for mileage, meals, motels and other expenses.
    2. Athletic and Other Group Travel
      Tennessee Board of Regents Policy No. 4:03:03:50 outlines travel policies and procedures associated with athletic personnel and teams and other groups at the college.
  2. Travel Requests
    1. Requests for official travel should be submitted through the immediate supervisor as far in advance as practical.  If a state vehicle is desired, the request should reach the Plant Operations Department at least five working days before the date the vehicle is desired.
    2. In-state Travel
      In-state travel requests for which funds are available require the approval of the appropriate supervisor(s), executive administrator, and Vice President for Finance and Advancement.
    3. Out-of-state Travel
      Out-of-state travel requests require the approval of the appropriate supervisor(s), executive administrator, Vice President for Finance and Advancement, and President.
    4. Exceptions to Approved Travel Allocations
      Exceptions to travel allocations approved during the budget reviews require the approval of the appropriate supervisor(s), executive administrator, Vice President for Finance and Advancement, and President.
  3. Claims for Reimbursement
    Claims for reimbursement require the approval of the appropriate supervisor(s), executive administrator, and Vice President for Finance and Advancement and should reach the Business Office within five working days after completion of the travel.  Claims submitted more than 30 days after completion of the travel must provide written explanation for the delay and require the approval of the appropriate supervisor(s), executive administrator, Vice President for Finance and Advancement, and President.
  4. Meal Reimbursements
    1. 1. Travelers are now required to include a detailed conference itinerary or meeting agenda (*not required for single day trips) with all travel claims requesting meal reimbursement.
    2. 2. If meals are provided at conferences those amounts should/will be subtracted from the per diem based on the rates below:
      Per Diem Meal Rates
      Per Diem $51 $54 $59 $64 $69 $74
      Breakfast $8 $12 $13 $15 $16 $17
      Lunch $12 $13 $15 $16 $17 $18
      Dinner $26 $24 $26 $28 $31 $34
    3. 3. Exceptions will be made to the above (2) due to dietary restrictions. If you purchase your own meals due to dietary restrictions you must submit itemized receipts and you will be reimbursed the total amount on your receipt (up to per diem) .*Please note this amount must not exceed per diem amounts listed above.
    4. 4. All reimbursements including travel claims will be distributed via direct deposit.
    Example:
    Employee is attending a conference in Nashville from 2/15-2/17 (conference takes place all day2/16 and half day 2/17).
    Meal Per Diem Allowed:
    Example Per Diem Meal Rates Marked: *
    Per Diem $51 $54 $59* $64 $69 $74
    Breakfast $8 $12 $13* $15 $16 $17
    Lunch $12 $13 $15* $16 $17 $18
    Dinner $26 $24 $26* $28 $31 $34

    2/15: 75% of per diem = $59 x .75 = $44.25
    2/16: The conference agenda shows breakfast and lunch are provided so the full dinner per diem is reimbursable = $26.00
    2/17: The conference lasted until 12:00pm and conference agenda shows breakfast was provided so you receive 75% of lunch & dinner = ($15.00 + $26.00) x .75 = $30.75


    When meals are provided (at a hotel, meeting,  or as part of a conference, or on an airplane) ON A TRAVEL DEPARTURE OR RETURN DAY, the per diem is reduced by the provided MEAL’S portion of the per diem, followed by a 75% pro-rating of the balance.

Source:  TBR Policy 4:03:03:00, TBR Policy 4:03:03:50
Revised:  January 1, 1993; January 17, 1997; March 1, 2016