Travel/Direct Payment

Welcome to the Nashville State Community College Travel Office website. The following information is provided as a resource to all NSCC business travelers, including faculty, staff, students and guests of the college. The traveler is responsible for completing all required forms and operating within all NSCC travel policy guidelines.

Direct Pays

  • A Direct Pay Request form allows reimbursement to the employee of all allowable expenses not relating to travel, payment to vendors for registration fees and online webinars where no travel is involved.

Travel Approvals

  • All travel approvals must be completed for any travel requiring an overnight stay or travel outside the NSCC service area.  Employees with no blanket travel approval are also required to submit travel approvals prior to traveling.  Travel approvals are required to be submitted a minimum of 30 days prior to travel.  Please note that a Form X is not a Travel Approval.

Travel Approvals are submitted by a 2-step process.  Until the second step is completed, the process is not complete.

  1. Step 1- Tim’s Magic Box form completion
  2. Step 2 - SciQuest submission & completion

A Request for Travel Approval (Tim's Magic Box) must be completed to obtain authorization for an employee to travel.  Once Tim’s Magic Box is completed, the traveler will be emailed a set of pdfs with instructions on the next steps on how to submit the documents in SciQuest.  The request form must be processed and approved by the Travel office before the travel can begin.

Travel Claims

  • A Claim for Travel Expenses (Tim's Magic Box) must be submitted within thirty (30) days after the travel is completed. This form allows reimbursement to the employee of all allowable expenses. A memo of explanation for the delay must accompany all claim forms submitted after 30 days of the travel.  The Travel claim process is a 2-step process.
  1. Step 1- Tim’s Magic Box- Actual Expenses are entered in the system on a daily basis. The initial Travel Approval reference will be accessed during the claim process and estimates will be replaced with expenses.  A set of pdf documents with actual expenses and amounts due to the traveler will be emailed to the traveler with instructions on the next step.
  2. Step 2 – SciQuest- The pdfs that were emailed together with backup documents will be submitted in SciQuest. The travel claim submission process is not complete until this second step is completed.  
  • Once the travel claim is submitted in SciQuest, the claim will go through the approvals process and finally to the Travel office where all documents will be reviewed for correctness.  Once all documents and amounts have been verified and approved, reimbursement will be processed for payment.
  • All employees will be reimbursed via direct deposit.  The form is listed in myNSCC under the “Employee” section on the right panel.  Please complete Box 3 (Non-Payroll Account) for all travel/employee reimbursements.
  • Please review the travel processing procedures for additional information.

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