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For the Love of Tennessee, Travel Safe

Tennessee’s given us a lot to love. We look forward to welcoming you with our famous, warm hospitality. There are currently no travel restrictions in Tennessee; however, we encourage everyone to follow health and safety practices. Some areas of the state have implemented additional safety precautions. For regional guidance, visit the local tourism offices listed at the bottom of this page.

Guidance for residents and visitors is available at the CDC Guidance for Travelers .

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Find important travel updates, including attraction and restaurant reopenings, from Tennessee cities and counties below.

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How Tennessee's COVID-19 restrictions will change after the three-day special session

Tennessee lawmakers significantly rolled back COVID-19 restrictions in the state early Saturday morning — while most Tennesseans were asleep at 1:34 a.m.

So, what changed overnight?

Here's a rundown:

Who can still require vaccines?

Government entities, schools and most private businesses cannot require COVID-19 vaccines or proof of vaccination.

Businesses, such as entertainment venues, can require proof of a negative COVID-19 test.

Federal contractors, airport authorities, health care providers enrolled in Medicare or Medicaid, long-term care facilities and private residences can continue to require vaccines and masks.

Public universities, most of which receive federal funds, can petition to keep their mask and vaccine requirements if they convince the comptroller's office not doing so would endanger their federal dollars.

What can require masks?

Private businesses, including private schools and correctional facilities, can require masks for as long as they want, whenever they want. 

But government entities and public schools cannot require masks — unless COVID-19 case numbers skyrocket to a high threshold of at least 1,000 cases for every 100,000 residents in the past 14 days. Under those conditions, they can set a 14-day mandate subject to renewal.

No county currently reaches that threshold for COVID-19 cases.

What other health changes were made?

The state will now also:

Require licensing boards to develop a set of rules, subject to state Government Operations Committee's approval, to discipline medical professionals for COVID-19 treatments

Allow those who quit their job because of COVID-19 vaccine requirements to collect unemployment benefits

Allow health care professionals to use independent judgement to prescribe monoclonal antibody treatments

Allow the health commissioner exclusive power to create quarantine guidelines

Ban use of public funds for COVID-19 mandates

Requires hospitals to allow visitation by at least one family member of a COVID-19 patient as long as the family member tests negative for the virus and remains asymptomatic

Private businesses, government agencies and public schools at risk of losing federal funds can issue mask and vaccine mandate if they receive approval from the comptroller's office. They also can use public funds to enforce those mandates.

Allow the governor to suspend the comprehensive COVID-19 law if he desires

The public vs. private debate

Businesses could have been banned from mask mandates in earlier versions of the legislation — a sticking point for some pro-business Republicans.

Following a flurry of emails and texts Friday from industry groups, that changed.

While businesses scored a victory, public school advocates who want to require masks to protect children lost that ability.

Private schools can mandate masks, but public schools can only require masks during a severe surge in cases . "It is pretty outrageous that we are basically creating two classes of families here," said Senate Minority Leader Jeff Yarbro, D-Nashville.

House Speaker Cameron Sexton, R-Crossville, said restricting masks in public schools allows parents to decide what's best for their children. It's parents' choice to send their kids to private or public schools, he said.

"The consistent thing that we've always done is to say that government shouldn't be intruding into your life," he said. 

"I commend members of the General Assembly for working to address the Biden Administration's overreach into our state, our workforce, & our schools," Gov. Bill Lee tweeted Saturday morning. "We are evaluating each piece of legislation to ensure we push back on harmful federal policies & do right by Tennesseans."

Other items passed in the special session

Lawmakers also:

• Made directors of the state's six biggest health departments appointees by the state health commissioner and county mayors
• Allowed school board elections to be partisan
• Limited the length of state of emergencies to 45 days
• Allowed for court appointees to enforce state laws if district attorney generals refuse to

Reach Yue Stella Yu at [email protected]. Follow her on Twitter at @ bystellayu_tnsn .

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Traveling from Tennessee? Here's where you'll have to quarantine

Tennesseans traveling outside state lines might want to add some extra days to their itineraries for quarantining.

Multiple states have issued advisories for people who have spent time in Tennessee, where COVID-19 cases continue to rise. 

The most notable examples are New York, Connecticut and New Jersey, which all require an immediate 14-day quarantine for people traveling from Tennessee.

Each of these states is using the same guidelines to determine which travelers must quarantine. Anyone arriving from a state with a 10% or higher positive test rate or with more than 10 per 100,000 residents over a seven-day rolling average must quarantine for two weeks. 

As of July 14, travelers from these states would be subject to quarantine under the guidelines:

• Mississippi
• North Carolina
• South Carolina

Enforcing the travel advisory 

New York Gov. Andrew Cuomo announced this week that enforcement teams are stationed at New York airports to make sure travelers are following quarantine restrictions. 

The New York State Department of Health has mandatory travel forms, which airlines are giving to passengers boarding flights to New York. 

These forms also are available online and are being checked by enforcement teams as passengers get off planes in New York. 

Anyone who leaves a New York airport without filling out the form can receive a $2,000 fine and be ordered to complete a mandatory quarantine. 

This form must also be filled out by anyone coming to New York by any other form of transportation, including train or car. 

"New York's success in fighting the COVID-19 virus is under two threats: lack of compliance and the virus coming to New York from other states with increasing infection rates," Cuomo said, according to a news release. 

Exemptions to advisories 

New York has exemptions for essential workers, while Connecticut is exempting anyone working in critical infrastructure .

New Jersey's exemptions include travel for critical infrastructure workers and business.

"This, for example, would include truckers driving from an impacted state to New Jersey, and any state, local and federal officials and employees traveling in their official capacities on government business," according to the state travel advisory. 

Travelers who come from high-risk states but only have a layover in New Jersey or Connecticut do not have to quarantine. 

Major cities requiring quarantine  

Chicago has in place a  14-day quarantine requirement for travelers coming from Tennessee, although Illinois does not have statewide restrictions. 

Tennessee is among 15 states included on the city's mandatory quarantine list, which is updated weekly.

Washington, D.C., has added restrictions for Tennessee travels are well. Those who enter the district for nonessential travel must self-quarantine for 14 days. 

Oklahoma and Iowa will be included in the city's travel advisory starting Friday, along with these states already on the list: 

• California 

Chicago's guidelines are less strict than those of New York, New Jersey and Connecticut. The city requires people quarantine if they are coming from states with a rate higher than 15 new cases per 100,000 residents over a seven-day rolling average. 

Travelers are not required to quarantine if they are changing flights at a Chicago airport or are immediately traveling outside the city. 

There are some exceptions for people traveling to Chicago for work. A full list of requirements and exemptions can be found at chicago.gov. 

A recommendation from Pennsylvania 

Pennsylvania recommends residents stay home for 14 days after traveling to Tennessee but is not requiring it. The same goes for visitors coming from Tennessee. 

The recommended quarantine currently applies to travelers coming from these states:

No restrictions from Tennessee 

Though it's listed in other states' travel advisories, Tennessee does not have any travel restrictions of its own. 

State and local leaders in Tennessee have pushed to reopen Tennessee safely, but cases continue to rise. 

The state reported 1,514 new COVID-19 cases Tuesday, bringing the statewide total to 66,788. 

Nearly 28,000 of those cases are active. 

Those figures came one day after Tennessee again broke its record for the highest single-day increase of COVID-19 cases.

Safe travel in the United States

It's simple: "Travel increases your chances of getting and spreading COVID-19," according to the Centers for Disease Control and Prevention. 

"Most viruses and other germs do not spread easily on flights because of how air circulates and is filtered on airplanes," according to the CDC. "However, social distancing is difficult on crowded flights, and you may have to sit near others (within 6 feet), sometimes for hours."

Plus, air travel requires standing in lines where germs can spread on surfaces and where social distancing can be difficult. 

Even traveling by car can come with risks. Making stops for food and gas along the way can put you in contact with other people and contaminated surfaces, according to the CDC. 

People should consider where they are visiting and who they are visiting, especially if that includes someone who might be at-risk for COVID-19. 

If you must travel, the CDC recommends you wash your hands frequently, keep distance from other people, avoid touching your face and wear a cloth face covering in public. 

Drive-thru food and curbside pickup is recommended while traveling, and everyone should cover their coughs and sneezes. 

As of Tuesday, the CDC said  there have been at least 3,355,457 cases reported in the United States, with 135,235 deaths. 

Exploring Tennessee Amid Travel Restrictions: What You Need To Know

• Last updated Nov 04, 2023
• Difficulty Advanced

• Category United States

Are you planning a trip to the scenic state of Tennessee? Before you pack your bags, it's important to be aware of the current travel restrictions in place. Just like many other states, Tennessee has implemented measures to ensure the safety and well-being of its residents and visitors. Whether you're a local planning a getaway or an out-of-state traveler eager to explore the Volunteer State, let's dive into the travel restrictions that you need to know about in Tennessee.

What You'll Learn

What are the current travel restrictions in place for tennessee due to the covid-19 pandemic, are there any specific requirements or documentation needed for travelers entering tennessee, are there any quarantine or testing requirements for travelers coming from out-of-state to tennessee, are there any restrictions on travel within the state of tennessee, such as between different counties or cities, are there any exceptions or exemptions to the travel restrictions for certain individuals or circumstances in tennessee.

As the COVID-19 pandemic continues to impact travel worldwide, it is important to stay updated on the current travel restrictions in place for specific regions. For those planning to travel to Tennessee, it is essential to be aware of the guidelines and restrictions put in place by the state and local authorities.

The current travel restrictions in Tennessee are aimed at limiting the spread of the virus and protecting the health of residents and visitors. Here are the key restrictions and guidelines to be aware of:

• Quarantine Requirements: As of now, there are no state-mandated quarantine requirements for travelers entering Tennessee. However, it is recommended that individuals who have been in close contact with someone who has tested positive for COVID-19 or those experiencing symptoms should self-isolate and follow CDC guidelines.
• Face Masks: The use of face masks or coverings is strongly encouraged in Tennessee, especially in public settings where social distancing may not be possible. Many cities and counties across the state have implemented their own mask mandates, so it is important to check the specific requirements for the area you plan to visit.
• Social Distancing: It is essential to practice social distancing of at least 6 feet from individuals outside of your household. This includes maintaining distance in public spaces such as parks, restaurants, and attractions.
• Gatherings and Events: Tennessee has issued guidelines for gatherings and events based on the level of community transmission. It is important to check the current guidelines in place, as they may vary depending on the region and the number of cases.
• Traveling from High-Risk Areas: If you are traveling to Tennessee from a high-risk area with a significant number of COVID-19 cases, it is important to be mindful of the potential risk of exposure. Consider getting tested before and after your trip, and monitor your symptoms closely.
• Business and Venue Restrictions: Various businesses and venues in Tennessee have implemented capacity restrictions and safety measures to reduce the risk of COVID-19 transmission. It is important to check the guidelines and restrictions for specific establishments you plan to visit.

It is crucial to stay updated on the latest travel advisories and guidelines issued by the Tennessee Department of Health and local authorities. The COVID-19 situation is fluid, and restrictions may change depending on the spread of the virus and vaccination rates.

Examples of current restrictions include limited capacity at indoor dining establishments, mandatory temperature checks at certain attractions, and restrictions on large gatherings such as concerts or sporting events. Additionally, some tourist destinations may require advance reservations or have modified visiting hours to manage capacity and facilitate social distancing.

To ensure a safe and responsible trip to Tennessee, it is important to plan ahead, follow the recommended guidelines, and stay informed about any updates or changes in travel restrictions. By doing so, you can help protect yourself and others while enjoying all that Tennessee has to offer.

Important Travel Restrictions for Pennsylvania Residents Headed to New Jersey

You may want to see also

As the world slowly eases travel restrictions, it's important to stay informed about specific requirements and documentation needed for entering different states within the United States. If you're planning to visit Tennessee, here are some key points to keep in mind.

Check for COVID-19 Testing Requirements:

Due to the ongoing COVID-19 pandemic, many states have implemented specific testing requirements for travelers. Before heading to Tennessee, check if there are any testing requirements in place. Some states may require a negative COVID-19 test result taken within a certain timeframe before travel. It's important to stay updated on any changes to these requirements, as they can vary over time.

Tennessee's Phased Reopening Plan:

Tennessee follows a phased reopening plan that outlines specific guidelines for different sectors and activities. It's important to familiarize yourself with these guidelines to ensure compliance during your visit. This includes areas such as restaurants, businesses, and entertainment venues. Keep in mind that different counties may have their own additional restrictions in place, so it's essential to check local guidelines as well.

Mandatory Face Coverings:

In an effort to mitigate the spread of COVID-19, Tennessee has implemented a statewide requirement for wearing face coverings in public settings. This includes indoor public spaces where social distancing is not feasible. Make sure to bring an adequate supply of face coverings for your trip and follow the guidelines to ensure the safety of yourself and others.

Travel Registration and Health Forms:

While Tennessee does not currently require travelers to register or fill out specific health forms, it's always a good idea to check for any updates or changes before your trip. Monitoring official state government websites or contacting the relevant authorities will provide the most accurate and up-to-date information.

Other Considerations:

Aside from COVID-19 requirements, it's essential to carry standard identification documents such as a valid passport or driver's license. If you plan on driving, ensure you have a valid driver's license and comprehensive auto insurance coverage. Travelers from outside the United States should also check visa requirements and make additional arrangements accordingly.

Remember to keep an eye on the current situation and take necessary precautions before and during your trip. It's always better to be well-prepared and informed to ensure a smooth and hassle-free journey to Tennessee.

Exploring Orlando Amid Travel Restrictions: What You Need to Know

As the COVID-19 pandemic continues, many people are eager to travel and explore new places. However, it's crucial to stay updated on the travel restrictions and guidelines imposed by different states. If you are planning to travel to Tennessee from out-of-state, it's important to be aware of any quarantine or testing requirements in place to keep both yourself and the community safe.

Currently, there are no specific quarantine or testing requirements for travelers coming from out-of-state to Tennessee. The state has lifted most of the travel restrictions that were in place during the early stages of the pandemic. However, it is still advisable to follow certain guidelines to reduce the risk of spread.

The Centers for Disease Control and Prevention (CDC) recommends that individuals who are fully vaccinated and traveling within the United States do not need to get tested before or after travel. They also do not need to self-quarantine after travel unless required by local laws or regulations. Being fully vaccinated means that it has been at least two weeks since you received the second dose of a two-dose vaccine, or since your first dose of a single-dose vaccine.

If you are not fully vaccinated, the CDC recommends getting tested 1-3 days before your trip. It is also advisable to self-quarantine for 7 days after travel, even if you test negative. If you do not get tested, it is recommended to self-quarantine for 10 days after travel. It's important to note that these guidelines are general recommendations and may vary depending on individual circumstances and local regulations.

In addition to the CDC guidelines, it is always a good idea to check the specific guidelines and regulations of the state you are traveling to. While Tennessee may not have specific requirements in place, other states or localities may have their own rules. It's important to be informed and prepared to ensure a safe and smooth travel experience.

It's worth noting that the COVID-19 situation is constantly evolving, and travel guidelines can change at any time. It is essential to stay informed and regularly check for updates from reliable sources such as the CDC or the Tennessee Department of Health.

Overall, while there are currently no specific quarantine or testing requirements for travelers coming from out-of-state to Tennessee, it is important to follow the general guidelines recommended by the CDC. The key is to stay informed and prioritize the health and safety of both yourself and the community when traveling during the ongoing pandemic.

Understanding the Impact of National Air Travel Restrictions on the Industry

In response to the COVID-19 pandemic, many states, including Tennessee, have implemented various restrictions and guidelines to help prevent the spread of the virus. These restrictions have affected not only international and interstate travel but also travel within the state, between different counties and cities.

To understand the current travel restrictions within Tennessee, it is important to consider the guidelines set by the state government.

As of the time of writing, there are no specific travel restrictions imposed by the state of Tennessee when it comes to movement between different counties or cities within the state. However, it is important to note that the situation may change, and it is always best to stay updated on any new guidelines or restrictions that may be imposed.

That being said, although there are no travel restrictions within Tennessee, it is still crucial to follow other guidelines and recommendations in order to stay safe and protect others from COVID-19. These guidelines include maintaining social distancing, wearing masks in public spaces, and practicing good hygiene, such as frequently washing hands with soap and water or using hand sanitizer.

Even though travel within Tennessee is not restricted, it is still advised to limit non-essential travel, especially to areas with a higher number of COVID-19 cases. This is because the risk of exposure to the virus can increase when traveling, especially in crowded areas or places where social distancing may be challenging.

If you do choose to travel within Tennessee, it is important to be aware of the local guidelines and regulations in the specific county or city you are visiting. Different areas may have their own guidelines in place, such as mask mandates or limitations on gathering sizes. Checking the official websites or contacting the local authorities can provide you with the most up-to-date information for your destination.

To illustrate the importance of staying informed about local guidelines, let's take an example. County A may have stricter guidelines in place due to a higher number of COVID-19 cases, while County B may have fewer restrictions due to a lower number of cases. By being aware of these differences, you can make informed decisions about your travel plans and take necessary precautions.

In conclusion, there are currently no specific travel restrictions within Tennessee when it comes to moving between different counties or cities. However, it is important to stay updated on any changes in guidelines and restrictions, as the situation may evolve. It is also crucial to follow general guidelines such as social distancing, wearing masks, and practicing good hygiene. When traveling within Tennessee, it is recommended to be aware of any local regulations in the specific county or city you are visiting. By staying informed and taking necessary precautions, you can ensure a safer travel experience for yourself and others.

Exploring the Latest Travel Restrictions in Portugal

As the COVID-19 pandemic continues to impact travel around the world, including in Tennessee, it is important to understand the current travel restrictions in place. Travel restrictions aim to limit the spread of the virus and protect public health. However, there may be exceptions or exemptions to these restrictions for certain individuals or circumstances.

In Tennessee, the travel restrictions may vary depending on the specific situation and the guidance provided by the state and local authorities. It is crucial to check the latest information and guidelines from official sources before making any travel plans.

One possible exception to the travel restrictions in Tennessee is for essential travel. Essential travel typically includes travel for urgent medical needs, critical infrastructure support, or necessary public services. Individuals who need to travel for these reasons may be exempt from the travel restrictions, but they may still be subject to certain requirements such as testing or quarantine upon arrival.

Another possible exemption is for individuals who have been fully vaccinated against COVID-19. Being fully vaccinated means having received all recommended doses of the COVID-19 vaccine and allowing enough time for the body to build immunity. Vaccinated individuals may have more flexibility when it comes to travel restrictions, as they are considered to have a lower risk of spreading or contracting the virus.

In some cases, individuals traveling for compassionate reasons, such as visiting a sick or dying family member, may also be exempt from certain travel restrictions. These exemptions are typically evaluated on a case-by-case basis and may require documentation or evidence of the circumstances.

It is important to note that even with exceptions or exemptions, individuals should still follow all necessary health and safety guidelines, such as wearing masks, practicing social distancing, and washing hands frequently. Additionally, individuals should stay updated on any changes to the travel restrictions or guidelines, as they may be subject to change based on the evolving situation.

To ensure a smooth travel experience, individuals should consider researching and understanding the specific travel restrictions in place for their destination, including any entry requirements or testing protocols. It is also advisable to reach out to the relevant authorities or consult with a travel professional for guidance on the latest travel restrictions and any exceptions or exemptions that may apply.

In conclusion, while travel restrictions are in place in Tennessee and around the world, there may be exceptions or exemptions for certain individuals or circumstances. These exceptions may include essential travel, vaccination status, and compassionate reasons. However, it is important to stay informed, follow all necessary guidelines, and consider individual circumstances when making any travel plans.

Understanding the Impacts of OPM Travel Restrictions on Government Employees

Frequently asked questions.

As of now, there are no travel restrictions in place for individuals traveling to Tennessee. However, it is important to stay updated with the latest guidelines and recommendations from health officials.

There is currently no mandatory quarantine requirement for individuals arriving in Tennessee. However, it is advisable to follow any self-quarantine guidelines or recommendations provided by health officials to help limit the spread of the virus.

There are no specific testing requirements for travelers visiting Tennessee. However, it is always a good idea to get tested for COVID-19 prior to traveling to ensure your own safety and the safety of those around you.

As of now, there is no statewide mask mandate in Tennessee. However, individual cities and counties may have their own mask requirements, so it is important to check the local guidelines and regulations before traveling.

There are currently no specific travel restrictions for individuals coming from other states or countries to Tennessee. However, it is important to stay updated with the latest travel advisories and guidelines, as these may change based on the evolving situation. It is also recommended to check with local authorities for any additional requirements or restrictions.

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General Travel : 4.03.03.00

Policy/guideline area, applicable divisions.

The following policy applies to the travel of all employees of the institutions governed by the Tennessee Board of Regents, as well as members of the Board staff, 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 institutional, or Board expense. Specific provisions of the policy also address the travel of Board members, pursuant to T.C.A. § 4‑3‑1008. Authorization for travel will not be granted and expenses will not be reimbursed unless the travel is made and reimbursement claimed in accordance with this policy and any approved exceptions hereto. Procurement cards may be used for the payment of hotels, registration fees and airlines. Procurement cards may not be used for meals, incidentals incurred during actual travel time except in instances of team/group travel. Procurement cards may not be used for personal expenses.

This policy and specific reimbursement rates for travel expenses allowed under this policy shall be consistent with those of the Comprehensive Travel Regulations of the State of Tennessee. Exceptions which may be deemed necessary and approved by the Board shall be submitted for consideration by appropriate State officials. Current reimbursement rates shall be issued by the Chancellor as an addendum to this policy.

All travel must be consistent with the educational, research, and professional needs of the TBR System. Employees must conduct all travel with integrity, in compliance with applicable laws, policies, and procedures, and in a manner that excludes considerations of personal advantage. Employees must exercise good judgment and conduct all aspects of travel in a cost-efficient manner.

Policy/Guideline

• 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 is necessary for the proper execution of official System business, or in justifiable pursuit of an institution's educational and research objectives; or
• Travel to meetings and conferences of a professional nature which will increase the attending employee's usefulness to the System.
• The official station of an employee shall be designated by the appointing authority.
• It is normally expected that the official station is that location at which the employee spends greater than 50% of their working time.
• 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.
• Reimbursable mileage begins at the location at which the employee receives the call.
• Expenses for meals will be allowed when overnight travel is required outside the county of the employee's official station or residence.
• En route lodging will be allowed for only one day each way on trips of long duration.
• Expenses for 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.
• 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.
• 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.
• Receipts must accompany claims for reimbursement for any exceptions where expenses exceed the amount cited on the Addendum.
• Receipts are not required for meals, taxi fares, tolls and ferry fees.
• Lodging receipts are required and must itemize room charges and taxes.
• No expenses shall be reimbursed until after travel has been completed, unless authorized by the president for employees of the institution, or the chancellor for employees of the Board.
• 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 usually 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.
• The president or designees shall have authority to approve travel by employees of the various institutions.
• The Chancellor or designees shall have authority to approve travel by employees of the Board.
• Authorization for travel by a student, regardless of the destination, shall be approved by the president of the institution or designee.
• All employees are authorized for in-state travel where overnight travel and conference fees are not involved. No additional written or verbal authorizations is required. The president or chancellor may designate exceptions to the authorization.
• Written authorization for in‑state travel where expenses associated with overnight travel and/or conference fees will be incurred should be obtained.
• Employees whose employment requires frequent in‑state overnight travel may obtain blanket authorization in writing for such travel.
• All employees must obtain prior written authorization for out‑of‑state travel, which must be approved by the employee's appropriate approving authority.
• 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.
• 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.
• Authorization for travel by an employee to Alaska, Hawaii, and all out-of-country travel shall be subject to approval by the president or designee.
• 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.
• 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.
• 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.
• In no instance shall mileage claimed for reimbursement exceed actual miles traveled.
• Transportation for employees traveling singly 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 lesser of the standard mileage rate or comparable cost of commercial transportation including taxi fares and/or limousine charges.
• 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.
• The employee's copy of the ticket, or an acceptable receipt, must be submitted for reimbursement of common carrier expenses.
• Baggage Fees will be allowed when necessary. A receipt is required for reimbursement.
• 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.
• Generally, faculty and staff (including group travel and athletics) whose duties require travel will use commercial ground and air carriers or an institutional 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).
• Reviewing and approving requests for charter air services;
• Scheduling charter flights; and
• Informing those who request charter flights of the charter company’s policy on canceling scheduled flights.
• 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.
• 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.
• When transportation is by a state‑owned automobile, tolls, parking, gasoline and storage expenses are allowable.
• When using motor pool automobiles, employees will be furnished with courtesy cards for purchase of gasoline, oil, and other automobile services, and such expenses should not be claimed by employees as travel expenses.
• 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.
• Such expenditures must be of an emergency nature when immediate service is required and access to a state facility is not possible.
• Major repairs should be approved by campus officials prior to work being performed. Such expenditures are allowed but should be filed for reimbursement separately.
• Mileage reimbursement rates are provided on the Addendum.  
• The authorized mileage allowance includes all operating expenses such as gas, oil, and repairs precluding any separate claim for such items.
• Employees may use reputable websites to determine point-to-point and/or vicinity 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 in 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.
• 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.
• 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.
• Necessary charges for hotel and airport parking will be allowed.
• 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.
• After arrival at destination, necessary taxi fares for traveling between hotels or lodging and meeting or conference will be allowed.
• No receipt is required for reimbursement of reasonable taxi fares.
• 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 that are to be operated solely inside Tennessee are not reimbursable.
• If an employee is required to rent an automobile that will be operated for business purposes outside Tennessee or the United States, rental charges for insurance may be reimbursed. 
• Whenever possible, employees should refuel before returning vehicles.
• Reasonable tolls and ferry fees will be allowed when necessary.
• No receipt is required for reimbursement of tolls and ferry fees.
• Daily parking fees for those employees working in downtown offices will not be allowed.
• If an employee is required to leave their office on official business and later returns the same day, the actual additional charge required to park will be reimbursed up to the maximum indicated (see Addendum).
• 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).
• 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.
• Receipts must be furnished on airport and hotel parking exceeding maximum parking allowance in Addendum.
• Lodging expenses incurred within the state while on authorized travel will be reimbursable to the maximum shown on the Addendum.
• 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 U. S. 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 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.)
• Lodging expenses incurred while out of the country will be reimbursed at actual expenses with receipts.
• 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 or conference website.
• 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. 
• 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.
• 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.
• 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.
• If a room is shared with other than a state employee, actual cost subject to the maximum in the Addendum will be allowed.
• The receipt for the entire amount should be submitted with the expense account.
• Meals while on authorized travel will be reimbursed, subject to the meal allowance provided on the Addendum.
• 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 calls home, etc.
• 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.
• 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 the in-state rate or CONUS rate for out-of-state travel) at the rate prescribed for the lodging location.
• Reimbursement for M&I for the day of return shall be three-fourths of the M&I rate applicable to the preceding calendar day.
• 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. In-State and Out-of State of Tennessee Meals and Incidental – Allocated by Meal
• Out of Country meals are reimbursed at actual expense with receipts. If no receipts are provided, the maximum rate will be the maximum CONUS rate of Out-of-State travel.
• 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.
• See Policy 4.07.00.00 for criteria on reimbursing business meals.
• 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.
• Charges for long distance telephone calls, internet, and/or fax on official business will be allowed.
• Charges for necessary local calls on official business will be allowed.
• 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.
• Fees for the handling of equipment or promotional materials will be allowed up to the maximum indicated (see Addendum).
• 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.
• 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.
• Receipts for appropriate expenses must be submitted with the claim for reimbursement.
• Expenses for books, supplies, postage, and other items that do not constitute actual traveling expenses should not be included in the claim form.
• Claims for reimbursement for travel expenses should be submitted no later than forty-five (45) days after completion of the travel.
• 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.
• Permanent or temporary travel advances to employees for anticipated travel expenses may be made when authorized by the approving authority.
• All travel advances must be approved by the president designee for employees of the institutions, and the Chancellor for employees of the Board.
• 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, if such expenses exceed $100, the employee may be provided with a single advance in an amount sufficient to cover such expenses for one month, provided such amount may not exceed half of the employee's monthly salary.
• Subsequent to the initial advance, the employee shall submit appropriate claims and be reimbursed as heretofore provided, with any unused portion of the advance to be returned upon termination of the employee's permanent travel status.
• When temporary travel is authorized for an employee, the employee may receive an advance, provided a request for the advance, including estimated expenses, is submitted to the appropriate approving authority with the request for written authorization for the travel, and is approved.
• 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.
• Each employee receiving a permanent or temporary travel advance for the first time must sign a payroll deduction authorization form which will allow the State to recover the advance from any salary owed the employee in the event of termination of employment or failure to submit a travel claim.
• This deduction from payroll should be used as a last resort only in the event all other efforts to collect the advance have failed.
• Upon return, the employee should submit an expense claim detailing actual expenditures. This claim should show the total expenses incurred.
• The advanced amount should be subtracted from this total.
• A voucher should then be prepared requesting the additional amount due the employee.
• No advance should exceed actual expenses. If this does happen, however, the excess should be returned by the employee to the business office for deposit as a credit against the original advance with proper distribution being made of the actual expenses incurred.
• In the latter instance, the expense account claim should be forwarded to the business office with notification to file it with the advance request.
• 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.
• The Chancellor shall have the authority to grant exceptions to any part or all of the provisions of this policy when deemed appropriate and necessary; however, any exception directly affecting the Chancellor must be approved by the Vice Chair of the Board.
• 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.
• Provisions for travel contained in this Exception Number One shall be applicable only to the Chancellor and the Chancellors' immediate staff, presidents of institutions, and System employees traveling in their company.
• 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.
• Charges for automobile rental shall be allowed whenever it is more economical than alternative methods of transportation or whenever it is the only practical means of transportation.
• Members of the Board shall be reimbursed by the Board office for all allowable travel expenses upon submission of a standard form for claims and appropriate receipts.
• 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.
• The following shall remain in effect from and after October 1, 2023, until revised by the Chancellor.
• The Board delegates to the Chancellor the authority to increase TBR travel rates commensurate with any rate increases approved by the State of Tennessee.
• Standard mileage rate – Rate approved by the Dept. of Finance and Administration. Link:  Mileage Reimbursement Rates   
• Maximum parking fees without receipt - $ 8.00 per day
• Fees for handling of equipment or promotional materials - $ 20.00 per hotel

Employees are to utilize the U.S. General Services Administration CONUS (Continental United States) rates provided by the federal government.

The CONUS rates are located on the U.S. Government’s web page at www.gsa.gov/

Use the CONUS standard rates for all locations within the continental United States not specifically shown on the web page as a listed point.

Level II Counties and Cities

a. Anderson County, Shelby County, Knox County, Hamilton County, Gatlinburg, Pigeon Forge, Sullivan County, Williamson County, Montgomery County, Putnam County, Rutherford County, Washington County (Includes Paris Landing, Montgomery Bell, Natchez Trace, Pickwick, Fall Creek Falls, and Henry Horton State Parks)

Special Rates Under Exception One

This exception applies to the Tennessee Board of Regents' Chancellor and the Chancellors' immediate staff, presidents of institutions, and System employees traveling in their company. This exception rate schedule corresponds with Exception Number Three of the Comprehensive Travel Regulations of the State of Tennessee.

Out-Of-State Reimbursement Rates

In-State Travel Reimbursement Rate

Level I Counties and Cities

Davidson County

Special Rates Under Exception Two

This exception applies to Board Members of the Tennessee Board of Regents who are reimbursed for travel in the performance of their official duties. This exception rate schedule corresponds with Exception Number Four of the Comprehensive Travel Regulations of the State of Tennessee.

Out-of State Reimbursement Rates

Employees are to utilize the U.S. General Services Administration CONUS (Continental United States) rates provided by the federal government. The CONUS rates are located on the U.S. Government’s web page at www.gsa.gov/

Use the CONUS standard rates for all locations within the Continental United States not specifically shown on the web page as a listed point.

In-State Travel Reimbursement Rates

Anderson County, Shelby County, Knox County, Hamilton County, Gatlinburg, Pigeon Forge, Sullivan County, Williamson County, Montgomery County, Putnam County, Rutherford County, Washington County (Includes Paris Landing, Montgomery Bell, Natchez Trace, Pickwick, Fall Creek Falls, and Henry Horton State Parks)

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

TBR Meetings, June 25, 1976; March 3, 1978; September 29, 1978; September 26, 1980; September 30, 1983; March 23, 1984; September 21, 1984; December 13, 1985; June_26, 1987; September 18, 1987; June 30, 1989; September 21, 1990; June 28, 1991; March 20, 1992; October 22, 1993 (Interim action), February 1, 1996 (Interim Action), June 21, 1996, March 27, 1998, August 1, 1998 (Interim Action), March 26, 1999, September 17, 1999, September 1, 2001 (Interim Action), September 26, 2003, December 5, 2003, May 1, 2004 (Interim Action), September 24, 2004; December 3, 2004; June 10, 2005; December 2, 2005; March 31, 2006; March 30, 2007; June 29, 2007; September 28, 2007; March 28, 2008. October 1, 2008 (Interim Action); October 1, 2009 (Interim Action); Board Meeting September 24, 2010; December 9, 2010, June 24, 2011; October 13, 2011 (Interim Action): June 28, 2012: June 21, 2013; October 1, 2013 (Interim Action); Board Meeting June 20, 2014; October 1, 2014 (Interim Action); October 1, 2015 (Interim Action); October 1, 2016 (Interim Action). Revised at Board Meeting, March 31, 2017. October 1, 2017 (Interim Action); October 1, 2018 (Interim Action). Revisions, including Oct. 2018 Interim Action, approved by Board on December 13, 2018; Revision approved at March 21, 2019 Board Meeting; October 16, 2019 (Interim Action); October 9, 2020 (Interim Action); October 14, 2021 (Interim Action); October 20, 2022 (Interim Action); October 31, 2023 (Interim Action).

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2021 Tennessee Code Title 55 - Motor and Other Vehicles Chapter 28 - Tennessee Recreation Vehicle Franchise Act of 2016 § 55-28-102. Chapter Definitions

As used in this chapter:

• “Area of sales responsibility” means the geographical area, agreed to by the dealer and the manufacturer in the manufacturer/dealer agreement, within which area the dealer has the exclusive right to display and sell the manufacturer's new recreational vehicles of a particular line-make to the retail public;
• “Dealer” means any person, firm, corporation, or business entity licensed or required to be licensed under this chapter or chapter 17, part 4 of this title;
• “Distributor” means any person, firm, corporation, or business entity that purchases new recreational vehicles for resale to dealers;
• “Factory campaign” means an effort on the part of a warrantor to contact recreational vehicle owners or dealers in order to address a part or equipment issue;
• “Family member” means a spouse, child, grandchild, parent, sibling, niece, or nephew, or the spouse of such family member;
• “Fifth wheel trailer” means a vehicle, mounted on wheels, designed to provide temporary living quarters for recreational, camping, or travel use of such size and weight as to not require a special highway movement permit and designed to be towed by a motorized vehicle that contains a towing mechanism mounted above or forward of the tow vehicle's rear axle;
• “Folding camping trailer” means a vehicle mounted on wheels and constructed with collapsible partial side walls that fold for towing by another vehicle and unfold at the campsite to provide temporary living quarters for recreational, camping, or travel use;
• Are identified by a common series trade name or trademark;
• Are targeted to a particular market segment, as determined by their decor, features, equipment, size, weight, and price range;
• Have lengths and interior floor plans that distinguish the recreational vehicles from other recreational vehicles with substantially the same decor, equipment, features, price, and weight;
• Belong to a single, distinct classification of recreational vehicle product type having a substantial degree of commonality in the construction of the chassis, frame, and body; and
• The manufacturer/dealer agreement authorizes a dealer to sell;
• “Manufacturer” means any person, firm, corporation, or business entity that engages in the manufacturing of recreational vehicles;
• “Manufacturer/dealer agreement” means a written agreement or contract entered into between a manufacturer and a dealer that fixes the rights and responsibilities of the parties and pursuant to which the dealer sells new recreational vehicles;
• A cooking facility with an on-board fuel source;
• A potable water supply system that includes at least a sink, faucet, and water tank with an exterior service supply connection;
• A toilet with exterior evacuation;
• A gas or electric refrigerator;
• A heating or air conditioning system with an on-board power or fuel source separate from the vehicle engine; or
• An electric power system separate from the vehicle engine;
• “Proprietary part” means any part manufactured by or for and sold exclusively by a manufacturer;
• Means a vehicle which is either self-propelled or towed by a consumer-owned tow vehicle, and designed to provide temporary living quarters for recreational, camping, or travel use that complies with all applicable federal vehicle regulations and does not require a special-movement permit to legally use the highways; and
• Motor home;
• Travel trailer;
• Fifth wheel travel trailer; and
• Folding camping trailer;
• “Supplier” means any person, firm, corporation, or business entity that engages in the manufacturing of recreational vehicle parts, accessories, or components;
• “Transient customer” means a customer who is temporarily traveling through a dealer's area of sales responsibility;
• “Travel trailer” means a vehicle, mounted on wheels, designed to provide temporary living quarters for recreational, camping, or travel use of such size and weight as to not require a special highway movement permit when towed by a motorized vehicle; and
• Means any person, firm, corporation, or business entity, including a manufacturer or supplier, that provides a written warranty to a consumer in connection with a new recreational vehicle or a part, accessory, or component of such vehicle; and
• Does not include service contracts, mechanical or other insurance, or extended warranties sold for separate consideration by a dealer or other person not controlled by a manufacturer.

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Anticipating the thrill: Tennessee's turkey hunting season opens this Saturday

The sound of a wild turkey, something many are anxiously waiting to hear. Turkey hunting season opens this weekend in Tennessee.

Last year, more than 25,000 hunters bagged a bird.

"To be able to go out there and hear a wild turkey on the roost, it'll just blow your mind and if you can experience that and share it with somebody it makes it even better," said TWRA Wildlife Information Specialist Barry Cross.

And you don't have to wait much longer. Tennessee spring turkey season opens Saturday.

It's exciting because you are communicating with that turkey," said Cross. "The turkey wants you to come to him but you are trying to reverse nature and call him into you. It's an exciting time to be in the woods."

There are a few things you need to be mindful of, however. The season limit on wild turkey is two bearded birds. Only one of those can be a Jake, a bird with less than a six-inch beard and less than a half-inch spur.

An adult gobbler will have a longer beard than six inches, or a spur a half inch longer. It's also going to have a tail fan where all the feathers are the same length all the way around, so it makes a perfect oval.

For those who have never turkey hunted, it is impressive to see a full adult male gobbler come in at full strut," said Cross. "Whether you've got a decoy or he's just sneaking through the woods looking for you, it's impressive and to have one gobble at you within 20 yards, if you've never experienced it, it's something to witness."

The spring turkey season runs until May 26. For a full list of regulations, click here .

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You have unlimited possibilities for success at Tennessee State University. We’re a leading institution of higher learning and provide students with the opportunity to experience academic and personal growth. You’ll receive instruction from top-notch faculty and be immersed in research, service learning, and student life activities, including internships, cultural, and study abroad opportunities.

Our world-class faculty will teach you how to apply what you learn in the classroom to real-world situations. As a student, you will become a problem solver and critical thinker. You may begin the admissions process by submitting your application. The university also assists in providing information on financial aid services, work-study, fellowships and scholarships based on eligibility and other rules and regulations established by the agencies.

Tennessee State University students go by the motto: “Think. Work. Serve.” But we also realize a little fun should be part of the collegiate experience to create a holistic approach to learning. With a variety of social, professional and civic clubs for students to participate in, there are many opportunities for you to share your time and talents and enjoy connecting with your fellow students to create the work-life balance needed for success in college and beyond.

Tennessee State University counts on the generous contributions of alumni and friends to fulfill our mission of providing a top-notch, affordable education to the best and brightest students. Every gift, no matter the size, makes a difference. When you support TSU, you help provide critically needed scholarships, departmental support and other special project funding that benefits our students.

Tennessee State University is engaging in cutting-edge research to address critical challenges in our society. Our research arm supports faculty and students by taking their ideas from conception to fruition in critical areas such as biotechnology, homeland security and agriculture, to name a few. Our Centers of Excellence encourage collaborative and experimental learning opportunities and help expand the boundaries of science, education and technology.

Tennessee State University Athletics is part of the Ohio Valley Conference (OVC) NCAA Division Ⅰ and offers football, men’s basketball, women’s basketball, track and field, golf, tennis, softball and volleyball. We provide student-athletes with a positive academic and social environment to excel on and off the field. Our mission is to blend physical, emotional and intellectual development into one experience. We not only build winning-teams, but leaders in the classroom, in the community and in your profession of choice.

Tennessee State University is a world-class university known for academic excellence, incredible students, inspiring faculty, exceptional value and an amazing campus and community. We invite you to learn more about TSU and our academic programs, admissions process, tuition and financial aid, campus visits, student housing and more.

Tennessee State University is dedicated to helping students develop the skills needed for the real world. Our vibrant campus life, leadership opportunities, rigorous academic programs, access to scholarships and student services are just a few of the student services we offer. We are preparing career-ready professionals today for knowledge-based jobs tomorrow. The Tiger legacy continues with you.

TSU loves parents! And we encourage you to stay involved with your Tennessee State University student. We strive to make the transition to college and beyond flow as smoothly as possible for everyone. We'll keep you up-to-date on campus happenings through a monthly eNewsletter, a helpful Parent Guide and through many other programs and events. We're here to help you and your student make the most out of your TSU experience.

At Tennessee State University, our blood runs blue! We enjoy connecting, socializing and sharing news about the great things our alumni are doing across the globe. From our annual Homecoming celebration to donor events and volunteer activities, TSU alumni always find time to celebrate what it means to be a Big Blue Tiger. We welcome you back to campus anytime to rekindle your most memorable experiences.

Welcome to Tennessee State University, located in the heart of Nashville, one of the nation's most progressive cities! Whether you are here for your first visit, planning a campus tour or returning after many years away, TSU welcomes you to enjoy our facilities, hospitality and our unique history and contributions.

Tennessee State University is proud to have 1,200 distinguished administrators, faculty and staff members as part of our team. With outstanding reputations for teaching, research and service, these professionals make valuable contributions to our community of scholars and ensure that TSU is a thriving public institution of higher learning.

• Travel Office
• > Travel Policies

Travel Policies

Table of Contents  

Overview of TBR and TSU Travel Policies (5.9.1)

Air Travel (5.9.2)

• Approval to Travel (Travel Requisition Form) (5.9.3)

Athletic Travel (5.9.4)

Blanket Travel Requisitions (5.9.5)

Cash Advances (5.9.6)

• Credit Cards(Corporate Travel Card) (5.9.7)
• Group Travel Related Direct Payments (Registration Fees, Lodging, Transportation, etc.) (5.9.8)

Group Travel (Other Than Athletic) (5.9.9)

Lodging and Meal Rate Exceptions (5.9.10)

Motor Pool Requests (State Vehicle Use) (5.9.11)

Moving Expenses (5.9.12)

Non-Affiliated Travelers (5.9.13)

• Out-of-Country Travel (5.9.14)
• Reimbursement of Travel Expenses (Claim for Traveling Expenses Form) ( 5.9.15)

Supplemental Travel Requisition (5.9.16)

TBR General Travel Policies & Procedures

TBR Athletic or Other Group Travel Policy

The purpose of this policy is to provide a broad overview of travel policies for Tennessee State University as established for all Tennessee Board of Regents institutions in TBR Policy No. 4:03:03:00. It is not the purpose of policies included in the travel section of the Finance and Accounting Policy and Procedure Manual to rewrite the TBR policy. The travel procedures included in this section are intended to provide a quick reference to the most frequently asked questions on travel.

All Tennessee State University employees who travel in the performance of their official duties must follow TBR policy 4:03:03:00). Provisions of this policy may also apply to individuals other than employees who are authorized to travel at institutional expense. 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. Employees are expected to be as conservative as possible in incurring travel expenses.

All TSU employees who travel in the performance of their official duties must follow the procedures as highlighted below and as described in detail in the additional travel policies.

A. All travel must be approved in advance. The authorizing form is the Travel Requisition Form. See Policy # 5.9.3 for processing steps.

B. Travel reimbursement is subject to limits established by the TBR. See Addendum A.

C. Travel reimbursement must be requested on a Claim for Traveling Expenses Form. See Policy # 5.9.15 for processing steps.

D. Travel by groups requires different processing than individual travel. See Policy # 5.9.9 for processing steps or Policy # 5.9.4 for athletic group travel.

E. Exceptions to TSU's travel regulations are established by the TBR in compliance with the Comprehensive Travel Regulations of the State of Tennessee. The institution has no authority to make exceptions outside those established by the TBR. See Policy # 5.9.10 regarding lodging and meal rate exceptions.

F. A Travel Requisition Form must be completed by the traveling employee to authorize the work related travel even if no expenses will be incurred or the employee does not plan to seek reimbursement.

G. These policies and procedures apply to all employees of the University regardless of the original source of the funds to the University (unrestricted or restricted).

TBR Policy 4:03:03:00

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The purpose of this policy is to outline procedures for obtaining air travel.

It is the policy of Tennessee State University that all charges to the University for air travel must be through the official travel agency of the University and authorized by the Office of the Vice President for Business and Finance. The employee CANNOT authorize the travel agency to issue the airline ticket and bill the University. An employee can purchase airline tickets directly from other travel agencies and be reimbursed by the University. However, the employee must NOT obligate the University until the Travel Requisition is approved at all levels required.

The following procedures must be followed in order to obtain air travel authorization:

A. The University's Travel Agency:

1. Employees MUST contact the University's authorized travel agency to obtain flight information, determine the cost of the airline ticket and make reservations. Wright Travel is the only travel agency authorized to bill the University for airline tickets.

2. Employees requesting travel by air must indicate "air" as the mode of travel on the Travel Requisition Form and indicate the price of the ticket as quoted by the travel agent..

3. Once the Travel Requisition is approved, the Office of the Vice President for Business and Finance will provide the travel agency with the "T" number and authorize the airline tickets to be issued.

4. It is the responsibility of the traveler to review the itinerary to confirm its accuracy. The travel agency should be contacted immediately if there is a problem.

5. The travel agency will bill the university's credit card account which bills the University directly for the airline tickets.

B. Other Travel Agencies

1. If an employee makes arrangements through another travel agency, the employee must pay for the airline ticket and be reimbursed by the University. Even when using a different travel agency, the employee should NOT obligate themselves by ordering the ticket until the Travel Requisition is approved at all required levels.

2. If the employee has made air travel arrangements through an agency other than Wright Travel, it must be reflected on the Travel Requisition Form to avoid unnecessary authorization through Wright Travel.

Approval to Travel (Travel Requisition Form)(5.9.3)

The purpose of this policy is to outline procedures for requesting approval to travel on University business.

Tennessee State University employees seeking approval to travel on University business must complete and submit a Travel Requisition Form (see Attachment #1) in advance of the travel. An approved Travel Requisition Form is required to authorize all travel including travel not requiring expense reimbursement.

The following procedures must be followed in order to receive approval to travel:

1. The departmental budget MUST have available funds under the travel object code . If funds are not available, a budget revision must be processed prior to the Travel Requisition.

2. All applicable information MUST be included on the Travel Requisition Form (see Attachment #1). The Post Office box number should be included with the department name.

3. All reasonably expected expenses need to be anticipated and included on the Travel Requisition Form to authorize the expenditure and reimbursement. Unanticipated expenditures will result in delayed reimbursement while a supplement Travel Requisition is processed. See Policy # 5.9.16 .

4. The Travel Requisition Form must be signed by the employee traveler and approved by the budgetary head (dean/director/department head) and the appropriate vice president.

5. The approved Travel Requisition Form must be forwarded to the Vice President for Business and Finance for approval.

6. The Office of the Vice President for Business and Finance will obtain approval from the Grants Office for all travel charged to grant accounts.

7. The Office of the Vice President for Business and Finance will obtain the President's approval for the following:

- Blanket in-state - Out-of-state - Out-of-country (forwarded to TBR for approval) - Group travel - Requests for travel advances - Exceptions to lodging rates or meal rates

8. An approved copy of the Travel Requisition Form will be forwarded to the originating office by the Office of the Vice President for Business and Finance.

9. The original copy of the Travel Requisition and related paperwork will be forwarded to Accounts Payable.

The purpose of this policy is to provide an overview of travel procedures for athletic travel as outlined for all Tennessee Board of Regents institutions in TBR Policy No. 4:03:03:50. It is not the purpose of this policy to rewrite the TBR policy but to provide a quick reference to the most frequently asked questions on athletic travel.

All Tennessee State University athletic travel must follow TBR Policy No. 4:03:03:50. Other group travel is covered in Policy # 5.9.9 .

Tennessee State University procedures provide for unique circumstances regarding athletic travel. This procedure is not all inclusive; therefore, you must refer to TBR Policy No. 4:03:03:50. Normal TSU Travel Policies and Procedures apply to athletic travel except as mentioned below.

A. Rules for all athletic travel including team travel, University officials and guests:

1. Travel Requisition Forms must be processed and approved in advance of the trip.

2. A list of all individuals on a particular trip must be attached to the Travel Requisition Form.

3. Institution officials and guests of the institution that accompany the team on trips must be approved in advance by the President.

4. A travel advance in the amount of 100% of the estimated trip expenses will be allowed.

5. Team transportation will be arranged through the University's established procedures using the official travel agency or the Purchasing Department.

6. Actual lodging expenses will be reimbursed.

7. Individual meals associated with team travel will follow TBR Policy No. 4:03:03:00.

B. Rules for athletic recruiting

1. Staff members are responsible for compliance with pertinent NCAA rules regarding student recruits.

2. Coaches traveling as individuals for athletic recruiting purposes must follow the same policies as other University employees.

3. Staff members engaged in recruiting are allowed a cash advance in the amount of 80% of the estimated trip expenses.

4. The name of the student recruit should be listed directly on the Travel Requisition Form in the explanation section.

5. Actual cost of guest meals may be claimed when incurred by a staff member for recruiting purposes. Receipts are required.

6. If campus facilities are not used for food and lodging, staff members will be reimbursed at actual costs. Receipts are required.

7. Automobile mileage will be reimbursed to student recruits in accordance with TBR Policy 4:03:03:00. See Policy # 5.9.13.

TBR Policy 4:03:03:50

The purpose of this policy is to outline procedures for using Blanket Travel Requisitions.

Tennessee State University employees who are required to frequently travel in the performance of their official duties may obtain approval for a Blanket Travel Requisition in accordance with TBR Policy No. 4:03:03:00. The purpose of a Blanket Travel Requisition is to eliminate paperwork for employees who travel frequently. All Blanket Travel Requisitions must be approved in advance by the President.

Blanket Travel Requisitions must be completed and processed through the same channels as any Travel Requisition. Once processed and approved, this Blanket Travel Requisition will be used to support Claims for Traveling Expenses Forms submitted for the period of time covered by the Blanket Travel Requisition.

All information must be completed on the Travel Requisition. Special attention should be given to the following areas:

1. Destination: Clearly indicate blanket travel.

2. Departure Date and Return Date: Indicate the first and last date the Blanket Travel Requisition covers. The Blanket Travel Requisition MUST be approved prior to the first date of travel.

3. Explanation: Provide a clear explanation of the purpose of the Blanket Travel Requisition.

4. Total Amount of Requisition: Indicate total expenses anticipated for the period covered by the Blanket Travel Requisition. Reimbursement for travel expenses will not be processed above the total amount approved. Unanticipated expenditures will result in delayed reimbursement while a supplement Travel Requisition is processed.  An approved Blanket Travel Requisition does not authorize exceptions to the meal and lodging rates.

TBR Policy No. 4:03:03:00

The purpose of this policy is to provide information regarding cash advances for travel expenses as outlined in TBR Policy 4:03:03:00.

Tennessee State University employees who travel in the performance of their official duties will be reimbursed for authorized travel expenses. Cash advances for travel expenses are NOT issued in most circumstances because a Corporate Travel Card application is available upon request. This card can be used to delay out-of-pocket expenses until travel expenses can be reimbursed by the University. If an employee chooses not to apply for the Corporate Travel Card, they are NOT eligible for a cash advance for travel expenses.

PROCEDURE  

Requests for cash advances for travel expenses must be indicated on the Travel Requisition Form.

The approved Travel Requisition Form MUST be received in the Accounting Office (Accounts Payable) at least three working days prior to the travel date in order to process the check request. To meet this deadline, the appropriate Vice President must approve the Travel Requisition and forward it to the Office of the Vice President for Business and Finance at least five working days prior to the trip.

A. Travel advances will NOT be approved under the following circumstances:

1. The employee has been issued a Corporate Travel Card.

2. The employee was given the opportunity to apply for a Corporate Travel Card but chose not to apply.

3.  The employee has had his/her corporate card cancelled or was refused a card based on the vendor’s          credit requirements.

B. Travel advances may be approved under the following circumstances:

1. The employee has recently applied for a Corporate Travel Card but has not received the card. This fact must be communicated in writing and attached to the Travel Requisition Form.

2. The employee is not eligible to apply for a Corporate Travel Card. Non-exempt employees may be required to travel in the performance of their official duties or for continued education. This group of employees is not eligible to apply for the Corporate Travel Card. The fact an employee is non-exempt (clerical and support) and is not eligible to apply for the Corporate Travel Card must be indicated on the Travel Requisition Form.

If an employee qualifies for a cash advance based on one of the above criteria, documentation as described above must be attached to the Travel Requisition Form when requesting the cash advance. The Travel Requisition Form will be returned if the documentation is not provided.  

3. University employees who travel with a group of students may receive a cash advance for the students and the employee's travel expenses. See Policy # 5.9.9 on Group Travel .

4. Cash advances may be made to staff members engaged in athletic recruiting when such advances are approved by the President. See Policy # 5.9.4 on Athletic Travel .

C. All cash advances must be approved by the President.

D. An amount equal to 80% of the estimated expenses is allowed as a cash advance; however, no advance less than $100 will be made.

E. Employees traveling with a student or students can receive a cash advance for 100% of the estimated expenses.

F. Cash advances issued for canceled trips must be returned to the cashier within 72 hours. A copy of the cash receipt MUST be submitted to Accounts Payable.

G. Unused cash advances MUST be returned to the cashier within 72 hours. A copy of the cash receipt MUST be attached to the Claim for Traveling Expenses Form.

H. A copy of the canceled Travel Requisition and written notification to cancel the trip MUST be submitted to the Office of the Vice President for Business and Finance.

Credit Cards (Corporate Travel Card) (5.9.7)

The purpose of this policy is to outline procedures for obtaining a Corporate Travel Card through the University.

Tennessee State University provides an opportunity for full-time employees to apply for a Corporate Travel Card. Employees with Corporate Travel Cards are not eligible for a cash advance for expenses. If the employee elects not to apply for the card, they are also not eligible for a cash advance.

If the Corporate Travel Card is approved and issued to the employee, all payment obligations are the employee's responsibility. All matters pertaining to the cards are between the employee and the credit card company. Tennessee State University has no financial obligation for the card.

Tennessee State University employees eligible for the Corporate Travel Card are given an opportunity to apply during new employee orientation conducted by Human Resources. Use of the Corporate Travel Card allows employees to delay payment of travel expenses incurred during official University travel until the employee can be reimbursed by the University.

1. Human Resources requires each new employee to sign an Employee Application Option Form (see Attachment #1) indicating acceptance or non-acceptance of the application to apply. If eligible employees later decide to apply, they must contact Human Resources.

2. Employees who elect to apply for a Corporate Travel Card must complete the credit card company's card application. The application is submitted to the company by Human Resources.

3. The credit card company will mail the Corporate Travel Card to the employee.

The purpose of this policy is to outline the procedure for obtaining direct payment for group travel related expenses such as registration fees, lodging or transportation.

Tennessee State University employees authorized to travel on official University business will be reimbursed for all travel expenses within the guidelines of TBR Policy 4:03:03:00. All travel expenses can be estimated on the Travel Requisition Form and reimbursed after the trip OR some group travel related expenses can be paid directly to the source by initiating a Purchase Requisition Form (see attachment #1).

Travel Requisitions are used to pay University employees or other individuals traveling on behalf of the University. Purchase Requisitions are used to pay sources outside the University. Purchase Requisitions CANNOT be used to reimburse an employee for travel related expenses.

The Purchasing Department must issue a Purchase Order for direct payments for lodging or transportation.

Direct payment for some group travel related expenses may be more convenient than reimbursement. The following procedures must be followed to obtain approval for direct payment of such travel related expenses as registration fees, hotel or transportation.

1. The Travel Requisition MUST be initiated WELL IN ADVANCE of the trip to allow time for additional processing related to the Purchase Requisition.

2. A Purchase Requisition Form must be completed and a copy of the registration form attached. All information must be included on the Purchase Requisition, i.e., the vendor (source) to be paid; account number and travel code; a complete description; total price; all appropriate signatures. Indicate a "date needed" if there is a registration deadline.

3. The Purchase Requisition Form MUST be attached to the related Travel Requisition Form.

4. Travel expenses included on the Purchase Requisition for payment directly to the source MUST NOT be included on the Travel Requisition Form. For example, registration fees should not be included on the Travel Requisition if a Purchase Requisition is submitted for direct payment of registration fees.

The purpose of this policy is to outline procedures for group travel.

All Tennessee State University group travel must follow TBR Policy No. 4:03:03:50 which covers both Athletic and Other Group Travel. Athletic Travel is covered under TSU Policy # 5.9.4 .

Travel by student groups or other groups of participants in programs or activities of the University will be reimbursed under the provisions included in Section II of TBR Policy No. 4:03:03:50.

2. The Travel Requisition Form must be in the name of a TSU employee.

3. The Travel Requisition Form must indicate "Group Travel."

4. A list of all individuals on a particular trip must be attached to the Travel Requisition Form.

5. If several TSU employees are accompanying a student group, one TSU employee must indicate group travel, attach the list of students to their Travel Requisition and include all expenses for the group and the TSU employee. The other TSU employees accompanying the group must have a separate Travel Requisition Form which indicates individual travel and includes all estimated expenses for only themselves.

6. A cash advance in the amount of 100% of the estimated trip expenses will be allowed for the group and the coordinating employee. The TSU employee is responsible for the advance and all bills connected with the group. See Policy # 5.9.6 . Other TSU employees traveling with the group will not receive a cash advance but will be reimbursed for travel expenses in accordance with Policy # 5.9.15 .

TBR Policy No. 4:03:03:50

The purpose of this policy is to outline procedures for reimbursement of lodging and meal expense in excess of the maximum rates authorized in the Appendix to TBR Policy No. 4:03:03:00.

Tennessee State University employees who travel on official University business will be reimbursed for lodging and meal expenses up to the maximum rates authorized in the Appendix to TBR Policy No. 4:03:03:00. Higher rates for lodging at the location of a convention or conference may be allowed up to the amount indicated in the convention or conference brochure. The expenses for an official banquet of a meeting or conference will be allowed provided a receipt is submitted.

The following procedures must be followed in order to receive an exception to the maximum lodging or meal reimbursement rate.

1. Part IV, A. "Travel Exception" of the Travel Requisition Form must be completed:

• Indicate the rate charged, per day, by the convention or conference hotel including sales tax. If you do not know the sales tax amount, indicate a note "plus tax" beside the daily rate.
• Indicate the amount charged for meals.

2. The convention or conference brochure which documents the lodging rates MUST be attached to the Travel Requisition Form to received approval for the rate exception.

3. All Travel Requisitions requesting lodging or meal rate exceptions MUST be approved by the President in ADVANCE of the trip.

4. The lodging or meal reimbursement must be supported with actual receipts.

The purpose of this policy is outline procedures for obtaining approval for use of a State Vehicle from the State Motor Pool.

Tennessee State University employees who travel on official University business may use a State Vehicle as the mode of transportation. All applicable rules of the State of Tennessee must be followed.

The following procedures must be followed in order to receive approval for use of a State Vehicle.

1. The employee must contact the State of Tennessee, Department of General Services, Division of Motor Vehicle Management at 741-1637 to:

• schedule a State Vehicle
• receive a reservation number
• obtain cost information

2. The TSU Travel Requisition form must:

• indicate "state car" as mode of travel
• indicate "type of vehicle required"
• indicate the driver's license number of the traveler and license expiration date
• indicate the cost information obtained from the Division of Motor Vehicle Management in the cost estimate information section of the Travel Requisition form

3. A Motor Vehicle Management Dispatch Form must be completed and accompany the Travel Requisition form through the approval process. This form is available in Printing.

4. The Motor Vehicle Management Dispatch Form must indicate in the upper left-hand corner:

• Tennessee driver's license number
• Driver's license expiration date
• Reservation number

See attachment #1 as an example of a form completed by the employee requesting use of a state vehicle.

5. The Motor Vehicle Management Dispatch Form must indicate in the upper right-hand corner:

• TSU dispatch number
• TSU allotment number
• TSU cost center number
• TSU travel requisition number
• TSU account number

This information is typed on the Motor Vehicle Management Dispatch Form in the office of the Vice President for Business and Finance. See Attachment #2 as an example of a completed, approved form.

6. An approved copy of the Travel Requisition form and the approved original Motor Vehicle Management Dispatch Form must be obtained from the Office of the Vice President for Business and Finance and presented to the State Division of Motor Vehicle Management at 2200 Charlotte Avenue, Nashville, Tennessee to pick up the State Vehicle.

7. Out-of-state travel using a State Vehicle requires a credit card for gas purchases. A Credit Card Request for Out-of-State Travel Form is required for out-of-state travel (see attachment #3). This form must be presented to the State Division of Motor Vehicle Management along with the two forms described above if traveling out-of-state.

NOTE: The Motor Vehicle Management Dispatch Form must be signed on the back of the form by the Vice President for Business and Finance (indicated as Budget Officer on the Motor Vehicle Management Dispatch Form) if the travel is out-of-state .

8. An employee with blanket travel authority must have an approved copy of the Travel Requisition attached to each Motor Vehicle Management Dispatch Form. The person traveling must maintain an approved copy of the Travel Requisition to use each time a Motor Vehicle Management Dispatch Form is submitted for approval.

9. A copy of the Fleet Tracker Form issued by the State of Tennessee Motor Vehicle Management must be attached to the Claim for Traveling Expenses Form. (See Attachment #4).

10. If the only travel expense incurred is for the state vehicle, a Claim for Traveling Expenses is not required. However, you MUST submit a copy of the Travel Requisition Form and the Fleet Tracker Form to Accounts Payable.

Motor Vehicle Management

The purpose of this policy is to describe conditions under which consideration is given for payment or reimbursement of moving expenses.

Tennessee Board of Regents Policy No. 4:03:03:00, Section XI provides for payment of moving expenses under certain circumstances. Payment for moving expenses may be made when considered in the interest of the University and when such payment is part of the employment negotiation with a new employee.

Payment or reimbursement for moving expenses must be approved in advance by the President.

Moving expenses will be paid or reimbursed only after a contract is executed between the employee and the University (see attachment #1). The hiring department initiates the contract, determines the account to be charged and obtains proper approvals.

No moving expenses will be authorized for payment which do not qualify for a deduction under Section 217 - Moving Expenses - of the Internal Revenue Code.

Section XI, pages 11 through 17 of TBR Travel Policy No. 4:03:03:00 provide complete details regarding Moving Expenses.

The purpose of this policy is to outline the travel procedures for non-affiliated travelers.

TBR Policy No. 4:03:03:00 also applies to individuals other than employees or student groups who are authorized to travel at University expense. Individuals may travel, at the request of the University, for job interviews on campus, as guest speakers or consultants.

The same travel procedures apply to non-affiliated travelers as for University employees. Please refer to Policy # 5.9.3 - Approval to Travel (Travel Requisition Form) and Policy # 5.9.15 - Reimbursement of Travel Expenses (Claim Form) .

1. The Travel Requisition Form should be initiated by the requesting department and MUST be processed and approved in ADVANCE of the trip. The traveler's signature can be signed by the preparer of the Travel Requisition form and initialed since the individual is not available.

2. The Travel Requisition Form must be in the name of the non-affiliated traveler. Particularly important are a COMPLETE ADDRESS and a CORRECT SOCIAL SECURITY NUMBER .

3. The Travel Requisition Form must provide a complete explanation for the trip.

4. The TRAVELER MUST sign the Claim for Traveling Expenses form while on campus. The traveler will be reimbursed in accordance with TBR Travel Policy 4:03:03:00.

5. Checks for travel reimbursement will be mailed by Accounts Payable to the address indicated on the Travel Requisition Form.

FINANCE AND ACCOUNTING Travel Out-of-Country Travel (5.9.14)

The purpose of this policy is to outline the procedure for obtaining approval of out-of-country travel.

Authorization for out-of-country travel is subject to recommendation by the President and written, advance approval by the Chancellor. Out-of-country travel includes Alaska, Hawaii, Puerto Rico and all other locations outside the 48 states of the continental United States. Travel to Canada is not considered out-of-country travel for authorization purposes and requires the same approval as other out-of-state travel.

Employees seeking approval for out-of-country travel must complete an Authorization to Travel Overseas Form (see attachment #1). This form must accompany the Travel Requisition Form through the normal travel approval process. The President will forward a recommendation to the Chancellor using this form.

Out-of-country travel is reimbursed by rates under Level I of TBR reimbursement rates.

Employees traveling out-of-country must allow extra time for proper approvals.

Reimbursement of Travel Expenses (Claim Form) (5.9.15)

The purpose of this policy is to highlight some of the basic requirements to complete the Claim for Traveling Expenses Form. It is not the intent of this policy to restate TBR Policy 4:03:03:00 on reimbursement of travel expenses. Reference must be made to TBR Travel Policy No. 4:03:03:00 and the Addendum.

Proper completion and support of the Claim for Traveling Expenses form is required before any reimbursement can occur.

Tennessee State University employees approved to travel on official University business will be reimbursed for all authorized travel expenses within the guidelines of TBR Policy 4:03:03:00.

Reimbursement for travel expenses shall only be allowed for actual expenses incurred, subject to the maximum limitations shown in the Addendum to TBR Policy 4:03:03:00.

Receipts are required for taxi fares, tolls and ferry fees.

Receipts are NOT required for meals UNLESS meal expenses exceed the maximum limitations outlined in the Addendum to the Travel Policy. If meals exceed the maximum, this expense must be anticipated prior to the trip and Part IV of the Travel Requisition must be approved in advance. See Policy # 5.9.10 regarding lodging and meal rate exceptions.

Lodging receipts are required and must itemize room charges and taxes.

The following procedures must be followed in order to receive reimbursement for travel expenses:

1. A Travel Requisition Form must be processed and approved prior to the trip. The original form (green copy) is maintained in the Accounts Payable Office.

2. Claims for reimbursement of travel expenses should be SUBMITTED NO LATER THAN THIRTY (30) DAYS after completion of the travel. Claims submitted after this period MUST provide written explanation for the delay.

3. If actual expenses are less than a cash advance, the difference should be indicated on the form and a copy of the cash receipt should be attached to the claim form.

4. A Claim for Traveling Expenses Form (see Attachment #1) must be completed as follows:

• All information must be indicated on the form.
• The "T" number on the Travel Requisition Form should be indicated on the claim form in the upper right-hand corner.
• Expenses must be shown on a daily basis.
• Expenses incurred through a purchase requisition initiated by the department, such as registration fees, should NOT be included on the claim form.
• Expenses incurred through a University-wide contract, such as airline tickets, SHOULD BE INCLUDED on the claim form but deducted on the advance line of the claim form.
• The amounts to be reimbursed must total down and across on the form.
• If the employee received a cash advance, this amount must be subtracted from the gross amount of the claim.
• All signatures must be original. The employee and the immediate supervisor (budgetary head) are the only required signatures.
• All appropriate receipts must be attached. The passenger copy of the airline ticket should be attached even if the University paid for the ticket directly.
• Reimbursement will not exceed the amount approved on the Travel Requisition unless the excess amount is sales tax on lodging. If actual expenses exceed estimated authorized expenses, a supplemental travel requisition must be processed and approved prior to reimbursement.
• Reimbursement for lodging will be at the Level I rate for any city not specifically listed as Level II, III, or IV in the Addendum to the Travel Policy (including out-of-country travel) unless the Travel Requisition authorizes an exception.

5. Checks for employee travel reimbursement will be delivered by Accounts Payable to the University post office for distribution to the employee. To ensure proper delivery of travel reimbursement checks, include the departmental post office box number and the department name on all Travel Requisition forms.

Addendum to TBR Policy 4:03:03:00

The purpose of this policy is to outline procedures for processing a supplemental travel requisition.

Tennessee State University employees seeking approval to travel on official University business must complete and process a Travel Requisition Form as outlined in Policy # 5.9.15 . If the information included on the original, approved Travel Requisition form is incorrect, a Supplemental Travel Requisition may be required before full reimbursement can be made.

It is usually necessary to process Supplemental Travel Requisitions after the trip because the change of information is not known until the trip actually occurs. The need for a Supplemental Travel Requisition results from:

• Incorrect estimated cost information.
• Unpredictable expenses occurred.
• Exception to the lodging rate was not requested nor approved. NOTE: If the approved cost estimate included the exception rate for lodging, but Part IV of the original Travel Requisition was not completed, a Supplemental Travel Requisition is required to obtain the President's specific approval for the lodging rate. A copy of the convention or conference hotel brochure indicating the exception rate must be attached to the Supplemental Travel Requisition.
• Registration fees were not paid directly nor included on the original Travel Requisition form.

The departmental budget must have available funds under the travel object code to cover requests for additional expenses.

Supplemental Travel Requisitions must follow the same approval process as the original Travel Requisition:

• The Supplemental Travel Requisition must be signed by the employee and approved by the budgetary head (dean/director/department head) and the appropriate vice president.
• The approved Travel Requisition Form must be forwarded to the Vice President for Business and Finance for approval.
• The Office of the Vice President for Business and Finance will obtain approval from the Grants Office for all grant accounts and the President's Office when appropriate.

A Supplemental Travel Requisition requires the following:

• The upper right-hand corner of the Travel Requisition form must indicate the "T" number of the original Travel Requisition form. The pre-printed "T" number on the Supplemental Travel form should be deleted (See attachment #1).
• Required information on the Supplemental Travel Requisition includes: (1) date (2) first two lines on the Travel Requisition Form (3) the specific items to be amended.

TBR Policy 4:03:03:00 Addendum to TBR Policy 4:03:03:00

webpage contact: Travel Office