Travel Policies
FOR TRAVEL WITHIN THE STATE OF ALABAMA (Travel for University College employees based in the State of Alabama.)For a trip of six (6) hours or less in duration, no expenses incurred for meals or lodging are reimbursable.
Meal/Lodging Allowance :
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$11.25 for meals if the trip is from 6 to 12 hours duration.
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$30 for meals if the trip exceeds 12 hours duration but does not involve an overnight stay.
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$75 for meals and lodging for each day or portion of a day when an overnight stay is required.
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$56.25 for meals and lodging for each day after a person in travel status has been stationed at the same place for two consecutive months.
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Employees within reasonable travel distance from their base are expected to return to base. Individual circumstance will determine what is reasonable, but generally, a trip of 100 miles or less one-way does not require an overnight stay.
Once a year, an exception to the 100-mile rule may be approved by department directors for employees attending professional meetings.
No per diem expenses exceeding the above regulations will be paid.
Original detailed receipts for personal meals and lodging need not be submitted. Original detailed receipts for other expenses such as registration fees, gasoline for state cars, expenses of official guests, etc. must be submitted.
You may obtain a copy of the Expense Account Form by clicking on this link. This form will open in Acrobat Reader, you may complete this form from this site on your computer and print it for copies and appropriate signatures.
FOR TRAVEL OUTSIDE THE STATE OF ALABAMA (Travel for University College employees based outside the State of Alabama.)
Advance approval is required. Out-of-state travel forms may be obtained from this clickable link. It can be completed on your computer and the printed for the appropriate signatures, if additional copies are needed prior to signatures just adjust the settings on your computer to make the appropriate number of copies needed. Requests should be approved by the appropriate Dean, chair or Director and then sent to the Office of the Senior Vice Chancellor for Finance and Business Affairs at least two weeks prior to travel.
Actual and necessary expenses, within reason, incurred on University business are payable. Original detailed receipts for meals, rooms, registration fees and others expenses must be attached to expense accounts in all cases of out-of-state travel. If original itemized receipts for meals are not available, the claim for meals will be limited to the IRS allowance of $31 per day.
Reimbursement for use of private automobiles, where authorized is at the rate of 48.5 cents per mile (use of private automobiles is not reimbursable unless it has been ascertained that no state car is available for use). Also, where commercial transportation is reasonably available, reimbursement for use of private automobiles will be limited to the cost of such commercial transportation.
Employees and individuals traveling outside of the state of Alabama must have application for out-of-state travel allowance approved prior to trip. For Troy University, the Finance and Business Affairs Office maintains approved forms and should attach it to the appropriate expense account forms passing through that office. Exceptions have been authorized for the following types of travel, which are not required to have application for out-of-state travel allowance approved prior to trips:
1. Supervision of student interns.
2. Team and/or class travel (sports, debate, drama, music, etc.)
3. Part-time or adjunct instructors for which travel reimbursement amount is documented on contract. A copy of contract must be attached to the travel expense account.
4. Athletic Director, Sports Information Director, Assistant Sports Information Director, Director of Finance and Compliance, Director of Marketing and Promotions, Director of Athletic Development traveling to athletic competitions.
5. University College personnel based outside the State of Alabama (travel approval is required at the Regional level).
For out-of-state travel, subsistence reimbursements are for actual costs incurred. Original detailed receipts must be attached to document expenses. If original detailed receipts are not attached for meals, $31.00 per day (amount allowed by the IRS) is the maximum amount allowable. Original detailed receipts must also be attached to travel expense account for room and other expenses. No reimbursement is allowed for room and other expenses without original detailed receipts.
TRAVEL REGULATIONS
The following regulations are required for all travel claims:
The purpose of the travel and the destination must be shown on the Expense Account.
All claims must be approved by the department head and/or dean before being submitted to the Office of the Senior Vice Chancellor for Finance and Business Affairs for approval.
The account number to be charged must be provided on the Expense Account .
Times of departure and return must be shown on the Expense Account .
Speedometer readings must be shown on the Expense Account except where standard mileage (i.e., 100 miles round-trip Troy to Montgomery; 110 miles round-trip Troy to Dannelly or Maxwell Field: 97 miles round-trip Troy to TSU Dothan; 200 miles round-trip Troy to Columbus) is claimed.
Where two or more University personnel travel together, separate Expense Accounts must be submitted, requesting the actual expenditures of each traveler.
Expense Accounts not complying with the above regulations will be returned for compliance and payment will be delayed. Department chairs and other approval authorities will save time by assuring compliance before Expense Accounts are forwarded to the Senior Vice Chancellor for Finance and Business Affairs.
METHOD OF TRAVEL
1. By private automobile: One may only claim mileage rate for actual miles traveled on personal vehicle while conducting TSU business. Beginning and ending odometer readings must be reported for each trip. Employees may be reimbursed for travel from assigned base to destination and back to assigned base. One may claim mileage traveled from home only if it is a shorter distance than traveling from assigned base. Employees cannot be reimbursed for traveling from home to designated base unless such agreement is documented in employment contract . " Standard mileage " should be noted on expense accounts requesting reimbursement based on standard mileage charts approved by authorizing officer(s). Approved standard mileage charts should be provided to Director of Accounting Services by authorizing officer(s).
2. By airplane, train, bus, taxi, shuttle, rental car: One may claim actual expenses (including gas for rental car), and must attach original detailed receipts to travel expense account form.
3. Cars, vans, or buses owned by TSU: These are checked out from Physical Plant along with a credit card for gas expenses. Physical Plant bills the department for use of the vehicle by transfer invoice form. One may request reimbursement for cash purchases of gas by submitting a travel expense account through Physical Plant for approval of this charge to Physical Plant s gas, oil, and repairs account.
4. Athletic Department courtesy cars: Athletic Department personnel may be reimbursed for gas put in these cars. Original detailed receipts must be attached with travel expense account form.
Auditing Travel Expense Accounts
REVIEW OF TRAVEL EXPENSE ACCOUNT FORMS
1. Check for account number to be charged and for approvals by supervisor and authorizing officer(s).
2. Check for completion of required information. The top section of form and items marked with an asterisk must be completed before an expense account may be approved for payment.
3. Match required original detailed receipts to amounts claimed.
4. Check math calculations on form.
5. Do dollar amounts requested comply with:
a. Per diem rates for in-state travel (within Alabama).
b. Mileage rate authorized.
c. Cost estimated and approved for reimbursement on application for out-of-state travel allowance.
6. TSU cannot reimburse for alcoholic beverages or expenses of spouse and/or family traveling along with employee.
7. If employees are traveling together, each person must pay for and request reimbursement for the cost of their own meals, room, and other expenses.
