Policies and Procedures Manual

Chapter 4: Business & Administration

04:23:00   General Travel Policies & Procedures

04:23:00   General Travel Policies and Procedures

(TBR Policy 4:03:03:00

The following policy applies to the travel of all employees of Northeast State. 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. This policy and specific reimbursement rates for travel expenses shall be consistent with those of the Comprehensive Travel Regulations of the State of Tennessee and the Tennessee Board of Regents General Travel Policy 4:03:03:00. All questions concerning travel should be directed to the division secretary.  

  1. Authorization of Travel
    • In State Travel: All employees must obtain prior written authorization for in state travel by the employee’s appropriate approving authority. Travel may be authorized by a designated vice president, other supervisor reporting directly to the president or one of vice presidents’ or supervisors’ designees. Local one-day travel may continue to use the Authorization for Local ‘Travel form and process. Faculty teaching or performing teaching-related duties at multiple campus or clinical sites will submit travel authorizations, including estimated expenses and dates, to their academic dean for approval at the beginning of each semester. The vice president for Academic Affairs will be the final approving authority for faculty travel between teaching sites. In accordance with TBR Policy 4:03:03:00, Part II.B.2, a written authorization will not be necessary for the president and vice presidents for in-state travel where the expected expenses will not exceed $1,000. A written authorization will not be necessary for directors of off-campus locations and personnel assigned responsibility for managing an established off-campus site for travel within the five-county service area. The president may, from time-to-time, approve blanket travel authorizations for other employees when extenuating circumstances necessitate such approval and the request is submitted in writing by the supervising vice president (or other supervisor reporting directly to the president). Authorization for travel by a student, regardless of the destination, shall be approved by the president. Additional student travel guidelines are available.
    • Out of State Travel (does not include Alaska, Hawaii or out-of-country): All employees must obtain prior written authorization for out of state travel from the designated vice president, other supervisor reporting directly to the president or one of the vice presidents’ or supervisors’ designees.. The authorization must show the purpose of the trip, destinations, date of departure and return, mode of transportation, and estimated expenses. The division secretary has the responsibility for making hotel and airline reservations. 

For out-of-state reimbursement rates, use CONUS U.S. General Service Administration rates at http://www.gsa.gov/portal/category/21287.

    • Airline Reservations: Reservations may be made through the contracted travel agent for the College.  NORCARD may be used for the advance purchase of airline tickets up to a maximum of $4,999.99 per transaction.  The purchase of airline tickets using the NORCARD requires all campus approvals before any purchase is made.  NORCARD may not be used for expenses incurred during actual travel time.  

     2.  Transportation

    • Automobile Travel: When travel by automobile is appropriate, employees may use the College’s motor pool, use their private automobile, or they may choose to use a rental car. The college has negotiated a discount rate with a local rental agency. The automobile must be rented in the employee’s name. The college does not pay for the rental or rental insurance. Car rentals at destinations may be allowed if commuting is necessary and must be approved, in advance on the travel authorization, by the budget manager. Insurance coverage on rental cars is not a reimbursable item. Whenever possible, employees should refuel before returning rental vehicles.  

     3.  Miscellaneous Expenses

    • Registration Fees: Registration fees will be prepaid when included on a travel authorization. Fees should be reported as a prepaid expense when filing a travel claim. Registration fees may be paid using NORCARD if authorized in advance by the appropriate approving authority. Registration fees should not be submitted on a purchase requisition. 

     4.  Claims Claims for reimbursement for travel expenses should be submitted no later than thirty   (30)  days after completion of the travel. Claims submitted after this period must include a written explanation for the delay in a memorandum requesting approval to the Chief Financial Officer.

Claims should be submitted to the division secretary who is responsible for certifying the claim for accuracy and adherence to TBR and Northeast State policies. Once the review is complete, the division secretary will initial the claim and submit it to Accounts Payable for processing.

The approving authority for travel claims will be the budget manager. Prior documentation (Authorization for Official Travel) will provide other necessary approvals.  

     5.  Travel Advances

    • General: All faculty and staff travel advances must be approved by the Chief Financial Officer. 

     6.  Exceptions

The president shall have the authority to grant exceptions to any or all of the provisions of this policy when deemed appropriate and necessary.  

     7.   Addendum to Northeast State’s General Travel Policy

    1. See TBR Policy 4:03:03:00 Addendum for current travel reimbursement rates.
    2. When traveling to a destination (city or facility) listed in the charts below the mileage in the chart must be used.
    3. Travel Mileage charts.               

Travel Mileage From Northeast State Community College

From Northeast State

Miles

From Northeast State

Miles

(Main Campus) to:

(one way)

(Main Campus) to:

(one way)

Birmingham, AL

355

Memphis, TN

482

Washington, DC

389

Milligan College

19

Atlanta, GA

282

Morristown, TN (Walters State)

62

Corbin, KY

152

Mosheim, TN

50

Lexington, KY

238

Mountain City, TN

51

Asheville, NC

76

Murfreesboro, TN

275

Banner Elk, NC

68

Nashville, TN

278

Boone, NC

65

Northeast State at Elizabethton

25

Chapel Hill, NC

248

Northeast State at Gray

8

Charlotte, NC

175

Northeast State at Kingsport

15

Winston-Salem, NC

171

Piney Flats, TN

17

Cincinnati, OH

316

Rogersville, TN

47

Cleveland, OH

472

Abingdon, VA

33

Charleston, SC

341

Big Stone Gap, VA

57

Alcoa, TN

119

Castlewood, VA

60

Athens, TN

160

Gate City, VA

24

Blountville, TN

6

Roanoke, VA

165

Bluff City, TN

14

 

 

Bristol, TN

20

Area High Schools

 

Chattanooga, TN (CSTCC)

211

Carter County School System Central Office

24

Church Hill, TN

29

Cherokee High School

49

Clarksville, TN (Austin Peay)

323

Cloudland High School

43

Cleveland, TN

184

Daniel Boone High School

9

Colonial Heights, TN

9

Davy Crocket High School

20

Colonial Heights, TN (Walmart)

10

Dobyns-Bennett High School

13

Cookeville, TN

202

Elizabethton High School

25

Dickson, TN

319

Hampton High School

29

Dyersburg, TN

447

Happy Valley High School

22

Erwin, TN

30

Science Hill High School

16

Gatlinburg, TN

103

Sullivan Central High School

6

Greeneville, TN

40

Sullivan East High School

16

Hampton, TN

29

Sullivan North High School

15

Harriman, TN (Roane State)

143

Sullivan South High School

11

Johnson City, TN

15

Tri-Cities Christian School

2

Johnson City, TN (ETSU)

16

Unaka High School

27

Jonesborough, TN

16

Unicoi County High School

33

Knoxville, TN

100

 

 

MeadowView Conference Center

15

 

 

 

 

Travel Mileage From Northeast State at Elizabethton

From Northeast State at Elizabethton

Miles

From Northeast State at Elizabethton

Miles

to:

(one way)

to:

(one way)

Birmingham, AL

374

MeadowView Conference Center

31

Washington, DC

403

Memphis, TN

508

Atlanta, GA

277

Milligan College

11

Corbin, KY

201

Morristown, TN (Walters State)

78

Lexington, KY

286

Mosheim, TN

51

Asheville, NC

71

Mountain City, TN

37

Banner Elk, NC

34

Murfreesboro, TN

298

Boone, NC

48

Nashville, TN

297

Chapel Hill, NC

210

Northeast State at Gray

23

Charlotte, NC

148

Northeast State at Kingsport

37

Winston-Salem, NC

134

Piney Flats, TN

14

Cincinnati, OH

372

Rogersville, TN

63

Cleveland, OH

477

Abingdon, VA

44

Charleston, SC

336

Big Stone Gap, VA

74

Alcoa, TN

131

Castlewood, VA

72

Athens, TN

175

Gate City, VA

43

Blountville, TN (Main Campus)

25

Roanoke, VA

176

Bluff City, TN

13

Area High Schools

 

Bristol, TN

22

Carter County School System Central Office

3

Chattanooga, TN (CSTCC)

229

Cherokee High School

67

Church Hill, TN

44

Cloudland High School

21

Clarksville, TN (Austin Peay)

342

Daniel Boone High School

24

Cleveland, TN

200

Davy Crocket High School

24

Cookeville, TN

219

Dobyns-Bennett High School

34

Dickson, TN

338

Elizabethton High School

3

Dyersburg, TN

468

Hampton High School

9

Erwin, TN

26

Happy Valley High School

8

Gatlinburg, TN

120

Science Hill High School

14

Greeneville, TN

44

Sullivan Central High School

23

Hampton, TN

8

Sullivan East High School

17

Harriman, TN (Roane State)

160

Sullivan North High School

33

Johnson City, TN

13

Sullivan South High School

31

Johnson City, TN (ETSU)

13

Tri-Cities Christian School

23

Jonesborough, TN

21

Unaka High School

3

Knoxville, TN

118

Unicoi County High School

27

 

 

Travel Mileage From Northeast State at Gray

From Northeast State at Gray to:

Miles

From Northeast State at Gray to:

Miles

(one way)

(one way)

Birmingham, AL

353

Knoxville, TN

97

Washington, DC

402

MeadowView Conference Center

11

Atlanta, GA

277

Memphis, TN

487

Corbin, KY

152

Milligan College

15

Lexington, KY

265

Morristown, TN (Walters State)

57

Asheville, NC

72

Mosheim, TN

46

Banner Elk, NC

49

Mountain City, TN

54

Boone, NC

66

Murfreesboro, TN

277

Chapel Hill, NC

263

Nashville, TN

277

Charlotte, NC

200

Northeast State at Elizabethton

22

Winston-Salem, NC

188

Northeast State at Kingsport

16

Cincinnati, OH

352

Piney Flats, TN

15

Cleveland, OH

476

Rogersville, TN

42

Charleston, SC

337

Abingdon, VA

43

Alcoa, TN

111

Big Stone Gap, VA

53

Athens, TN

154

Castlewood, VA

57

Blountville, TN (Main Campus)

8

Gate City, VA

22

Bluff City, TN

19

Roanoke, VA

175

Bristol, TN

29

Area High Schools

 

Chattanooga, TN (CSTCC)

208

Carter County School System Central Office

21

Church Hill, TN

24

Cherokee High School

46

Clarksville, TN (Austin Peay)

321

Cloudland High School

36

Cleveland, TN

180

Daniel Boone High School

2

Colonial Heights, TN

10

Davy Crocket High School

15

Colonial Heights, TN (Walmart)

11

Dobyns-Bennett High School

14

Cookeville, TN

198

Elizabethton High School

21

Dickson, TN

317

Hampton High School

27

Dyersburg, TN

447

Happy Valley High School

17

Erwin, TN

25

Science Hill High School

10

Gatlinburg, TN

99

Sullivan Central High School

16

Greeneville, TN

40

Sullivan East High School

34

Hampton, TN

26

Sullivan North High School

17

Harriman, TN (Roane State)

139

Sullivan South High School

11

Johnson City, TN

10

Tri-Cities Christian School

10

Johnson City, TN (ETSU)

18

Unaka High School

26

Jonesborough, TN

12

Unicoi County High School

27

 

 

Travel Mileage From Northeast State at Kingsport

From Northeast State at Kingsport to:

Miles

From Northeast State at Kingsport to:

Miles

(one way)

(one way)

Birmingham, AL

358

Knoxville, TN

102

Washington, DC

397

MeadowView Conference Center

8

Atlanta, GA

315

Memphis, TN

492

Corbin, KY

128

Milligan College

29

Lexington, KY

213

Morristown, TN (Walters State)

62

Asheville, NC

86

Mosheim, TN

51

Banner Elk, NC

64

Mountain City, TN

65

Boone, NC

80

Murfreesboro, TN

282

Chapel Hill, NC

259

Nashville, TN

281

Charlotte, NC

231

Northeast State at Elizabethton

38

Winston-Salem, NC

183

Northeast State at Gray

17

Cincinnati, OH

299

Piney Flats, TN

30

Cleveland, OH

472

Rogersville, TN

30

Charleston, SC

351

Abingdon, VA

38

Alcoa, TN

116

Big Stone Gap, VA

41

Athens, TN

159

Castlewood, VA

45

Blountville, TN (Main Campus)

15

Gate City, VA

10

Bluff City, TN

24

Roanoke, VA

171

Bristol, TN

24

Area High Schools

 

Chattanooga, TN (CSTCC)

213

Carter County School System Central Office

35

Church Hill, TN

11

Cherokee High School

36

Clarksville, TN (Austin Peay)

326

Cloudland High School

51

Cleveland, TN

184

Daniel Boone High School

18

Colonial Heights, TN

7

Davy Crocket High School

29

Colonial Heights, TN (Walmart)

5

Dobyns-Bennett High School

3

Cookeville, TN

203

Elizabethton High School

36

Dickson, TN

322

Hampton High School

41

Dyersburg, TN

452

Happy Valley High School

32

Erwin, TN

41

Science Hill High School

25

Gatlinburg, TN

104

Sullivan Central High School

15

Greeneville, TN

45

Sullivan East High School

32

Hampton, TN

41

Sullivan North High School

6

Harriman, TN (Roane State)

144

Sullivan South High School

6

Johnson City, TN

26

Tri-Cities Christian School

17

Johnson City, TN (ETSU)

29

Unaka High School

40

Jonesborough, TN

26

Unicoi County High School

42

Revisions prior to November 15, 2011 used Rand McNally Streetfinder and Tripmaker 2002 to obtain mileage.

Revisions after November 15, 2011 used Mapquest.com to obtain mileage. 

Mileage for locations not listed may be obtained from a reputable Web site. A printout of the Web site showing the mileage must be attached to the Authorization for Travel form.



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Divisional Review Responsibilities Checklist: Finance

Revision History: Revised February 2004, May 2004, November 2004, April 2005, January 2006, January 2007, April 2007, November 2007, March 2008, September 2008, October 2008, July 2009, November 2009, January 2010, December 2010, April 2011, October 2011, November 2011, March 2012, March 2013, July 2013, March 2015