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If you are planning to travel for business or academic purposes on behalf of the University of Tennessee, Knoxville (UTK), it is important to familiarize yourself with the UTK travel policy. This policy outlines the rules and guidelines that govern travel expenses and reimbursement for UTK employees, students, and non-employees.
What is UTK Travel Policy?
UTK travel policy is a set of guidelines that regulate the travel expenses and reimbursement for individuals traveling on official UTK business or academic affairs. The policy covers all aspects of travel, including airfare, lodging, meals, and incidentals, and applies to all employees, students, volunteers, and non-employees traveling on behalf of UTK.
Who is Covered by UTK Travel Policy?
UTK travel policy applies to all individuals traveling on behalf of UTK, including faculty, staff, and students. The policy also extends to volunteers and non-employees who are authorized to travel on behalf of UTK.
What Travel Expenses are Covered by UTK Travel Policy?
UTK travel policy covers all reasonable and necessary expenses related to travel, including airfare, lodging, meals, and incidentals. The policy also covers expenses related to transportation to and from the airport or train station, as well as expenses related to ground transportation during the trip.
How to Request Travel Authorization?
UTK employees, students, volunteers, and non-employees who are authorized to travel on behalf of UTK must submit a travel authorization request prior to the trip. The request should include the purpose of the trip, the dates of travel, the destination, and an estimated budget for the trip. The request should be approved by the appropriate UTK authority before making any travel arrangements.
What is UTK Per Diem Allowance?
UTK per diem allowance is a daily allowance provided to individuals traveling on official UTK business or academic affairs to cover the cost of meals and incidental expenses. The per diem rate varies depending on the location of travel and is based on the General Services Administration (GSA) per diem rates.
What is UTK Travel Card?
UTK travel card is a credit card issued to individuals traveling on official UTK business or academic affairs. The card is intended to pay for travel-related expenses, such as airfare, lodging, and ground transportation, and must be used in accordance with the UTK travel policy. The cardholder is responsible for ensuring that all expenses are charged to the appropriate UTK account and for submitting all required receipts and documentation for reimbursement.
How to Submit Travel Expense Reimbursement Request?
After completing the trip, individuals must submit a travel expense reimbursement request within 30 days of the trip. The request should include all receipts and documentation related to travel expenses, as well as a copy of the approved travel authorization request. The request should be submitted through Concur, UTK’s online travel management system.
Conclusion
Familiarizing yourself with the UTK travel policy is essential if you are planning to travel on behalf of UTK. The policy outlines the rules and guidelines that govern travel expenses and reimbursement for UTK employees, students, and non-employees. By following the policy, you can ensure that your travel expenses are reasonable and necessary and that you receive timely and accurate reimbursement.