Travel/Direct Payment

Frequently Asked Questions

WHERE CAN I FIND NSCC’S POLICY REGARDING TRAVEL?

Nashville State Community College currently follows TBR travel policies in place for general travel.

WHERE CAN I FIND TRAVEL FORMS?

The only travel forms that should be used can be located on the Forms and Documents website. Please be advised that any old travel authorization and Claim for Travel Expense Forms should be discarded and not used. If one of the old forms is submitted, it will be returned with a request that the information be submitted on the new form.

WHO SHOULD COMPLETE A REQUEST FOR TRAVEL APPROVAL FORM?

Before any travel plans or travel reservations are made, an approved Request for Travel Approval form. should be on file in the Travel Office fifteen (15) days prior to planned travel. You will receive an email from the Travel department once your request has been approved.

Pre-Paid Registration Fees - If you are requesting conference/workshop registrations fees to be pre-paid select the pre-paid option on the Registration Expense section on the Request for Travel Approval form. Attach a copy of the conference brochures and any registration forms needed including any online registration forms with all the information completed including Banner A#.
Registration Deadlines and Early Bird Registration Fees - Please remember to allow us adequate time (at least 10 days ) after we receive your completed and approved Travel Request to process a payment for the registration fees.
A Request for Travel Approval form is still required even when there is no cost to the college. Write “No Cost to NSCC” in the estimated expenses column and provide the name of the grantor for your travel expenses.

WHAT DOCUMENTATION SHOULD BE INCLUDED WITH THE REQUEST FOR TRAVEL APPROVAL FORM?

Documentation regarding all expected travel-related expenses should be attached to the travel authorization, i.e., per diem rates, conference information, transportation costs, etc. Please remember that the authorization is an estimate of total expenses.

WHEN IS IT PERMISSIBLE TO DRIVE INSTEAD OF FLY?

A traveler may request mileage reimbursement even through air travel is the appropriate form of transportation. Reimbursement for mileage incurred in lieu of air travel may not exceed the cost of a commercial discounted coach airfare. Documentation should include at least two airline quotes for the actual travel dates, the lowest of which should be used in the comparison.

WHEN DO I HAVE TO DEDUCT COMMUTING MILES?

Please, review the TBR Policy, (Section II: Transportation, E: Automobile Travel, b: Personally-owned Automobiles) and contact the travel office for further details.

WHAT EXPENSES ARE INCLUDED IN THE M&I RATES?

The per diem rates for M&I (Meals & Incidental expenses) include all meals, tips, non-business phone calls, etc. These expenses will only be paid for travel that requires an overnight stay. Please remember that only 75% of the per diem rate will be allocated for the first and last day of travel.

WHERE CAN I FIND THE M&I (PER DIEM) RATES FOR IN-STATE TRAVEL?

In-state M&I rates are located on the Instate Reimbursement Guidelines or they are also included in TBR’s General Travel Policy - Addendum, Section IV.

WHERE CAN IF FIND THE M&I (PER DIEM) RATES FOR OUT-OF-STATE TRAVEL?

Out-of-state rates can be found on the GSA website.

WHERE CAN I FIND THE M&I (PER DIEM) RATES FOR OUT-OF-COUNTRY TRAVEL?

Out-of-Country rates are included in TBR’s General Travel Policy - Addendum, Section V.

DO I HAVE TO STAY IN CERTAIN HOTELS WHEN I TRAVEL OVER NIGHT?

No, you have the freedom to determine what hotel to stay in while you are traveling. However, you will only be reimbursed up to the maximum outlined in the Instate Reimbursement Guidelines for in-state rates and found on the GSA website for out-of-state rates unless you are attending a conference/meeting and are staying in the conference-approved hotel indicated in the brochure. (See the TBR Travel Policy - Section IV)

ARE REIMBURSEMENTS FOR TRAVEL AUTOMATIC?

No. In order for travel expenses to be reimbursed an approved Claim for Travel Expense Form with all attached receipts/supporting documents must be submitted within thirty days of travel and the policies for travel must be followed. (See General Travel Policy - Section VII.)

WHEN WILL I BE REIMBURSED FOR MY TRAVEL EXPENSES?

Reimbursement of expenses will only take place after travel has taken place, and a Claim for Travel Expense Form have been submitted (Including the attachment of all outstanding receipts/documentation) and approved. Do not forget to keep of copy of everything that you submit for your records. Please reference General Travel Policy - Section VII.

CAN I RECEIVE AN ADVANCEMENT OF ANY OF THE EXPENSE MONEY PRIOR TO TRAVEL (INDIVIDUAL TRAVEL)?

Please reference General Travel Policy - Section VIII.

WHO MUST APPROVE MY TRAVEL REQUEST OR CLAIM?

Faculty and Staff - your department head, dean and vice president, as applicable;
Grant Funded trips - In addition to the above, grant funded trips also must have the approval of the manager of grants and sponsored programs, please see the Grant Coordinator for further details;
Out-of-Country travel - The president and written approval from the chancellor;
Students - Authorization for travel by a student, regardless of the destination, shall be approved by the president or the president’s designee.

HOW WILL I KNOW IF MY TRAVEL REQUEST IS APPROVED?

The travel office will notify you by email once the approval process is complete.

WHO MAKES THE TRAVEL ARRANGEMENTS?

The employee is responsible for making all necessary travel arrangements.

HOW DO I RESERVE A CAMPUS VEHICLE?

All campus vehicles are reserved through the Security office located in A-34.

WHEN SHOULD I FILE MY TRAVEL REIMBURSEMENT REQUEST?

Claim for Travel Expenses must be filed within 30 day of travel. Claims not submitted within 30 days must have a written explanation for the delay.

WHAT RECEIPTS ARE REQUIRED FOR TRAVEL REIMBURSEMENT?

Please refer to Instate Reimbursement Guidelines to see what receipts are required.

WILL I BE REIMBURSED FOR PERSONAL EXPENSES AND TIPS?

Only business related expenses are reimbursable. Reimbursement of incidentals and tips are included in the per diem rates.

IS RENTAL CAR REIMBURSEMENT AVAILABLE?

When attending a conference and staying at a conference hotel, vehicle rentals are normally not allowable. Vehicle rentals for the purpose of transit between a port of arrival (airport) and destination (hotel); or leisure transit is not sufficient justification for rental. Vehicle rentals will not be considered for any travel where the conference or event is being held in or with reasonable walking distance of the hotel.

Ensure that expenses for a vehicle rental are allowable prior to making the reservation. Justification of the rental including a cost comparison to shuttle or taxi service needs to be provided and submitted with the Request for Travel Approval form and approved in advance.

You may contact the Travel Office for assistance in determining if the vehicle rental expenses would be allowable.

ARE THERE ANY RENTAL CAR REGULATIONS FOR PROPER REIMBURSEMENT?

The rental car receipt and any related fuel receipts are required.

Do Not purchase supplemental insurance coverage; this is not allowable
Do Not pre-pay for fuel with rental company, fill vehicle up before returning

WHAT IS THE MILEAGE REIMBURSEMENT RATE?

The current mileage reimbursement rate is $0.625 per mile.

HOW WILL I GET MY REIMBURSEMENT?

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Staff and Faculty: All reimbursements will be distributed by Direct Deposit. For first-time requestors please submit the Direct Deposit Form and a voided check.
Students: Reimbursements can be distributed by either check or direct deposit.
Guests to the College: All reimbursements will be distributed by checks.

WHAT THE RULES & REGULATIONS FOR AIR TRAVEL?

For the most current rules and regulations regarding air travel, visit the web site for the Transportation Security Administration.

WHAT IS THE PROCEDURES FOR STUDENT TRAVEL?

Please visit the Student Life offices in the S-Building for more details.

WHAT IS THE REIMBURSEMENT PROCEDURES OF TRAVEL FOR ANY GUEST OF THE COLLEGE?

The same travel procedure applies as NSCC employees. Individuals may travel, at the request of the College, for job interviews on campus, as guest speakers, as accreditations/audits/consultants.

The Request for Travel Approval 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 Approval form and initialed since the individual is not available.
The Request for Travel Approval Form must be in the name of the traveler. Particularly important is the CORRECT MAILING ADDRESS and a W-9 form for Banner Vendor entry with their CORRECT SOCIAL SECURITY NUMBER.
Reimbursements checks cannot be processed without the Traveler being entered as a vendor in Banner and assigned Banner “A” number.
The Traveler should sign the Claim for Travel Expense Form while on campus. The traveler will be reimbursed in accordance with TBR Travel Policy. Checks for travel reimbursement will be mailed to the address indicated on the Payment Request Form.

WHAT ARE NON-REIMBURSABLE EXPENSES?

In general, any expense that is personal in nature is not allowed. The list below is an example of unallowable expenses; it is not intended to be all inclusive but rather a representation of unallowable costs.

First class airfares
Airline club fees/memberships
Alcohol of any kind
Child care or pet care expenses
Costs incurred by failure to cancel a reservation
Flight/travel insurance
Newspapers, magazines, books (unless authorized subscription to professional journal)
Personal grooming costs (i.e., haircut)
Traffic fines while driving personal or rental vehicles
Rental car upgrades such as satellite radio
Fitness center or health club fees/memberships
Expenses for personal entertainment (such as sporting events or sight-seeing tours)

WHAT IF I WANT TO TRAVEL USING A GRANT?

Generally, grant-supported travel must comply with NSCC & TBR travel policies and procedures. However, specific grants may impose stricter requirements that must be followed. It is expected that grant funded travelers are aware of applicable restrictions and acknowledge that expenses submitted for reimbursement and charged to grants are in full compliance with a grant’s requirements. For more information regarding grant funded travel please contact the Grant Coordinator.