658  Travel

Approved by President
Effective Date: January 12, 2021
Responsible Division: Business and Finance
Responsible Office:  Business and Finance
Responsible Officer:  Associate Vice President, Business and Finance

I. Purpose

This policy applies to the travel of all employees of Middle Tennessee State University (MTSU or University) in the performance of their official duties. Provisions of this policy may also apply to individuals, other than employees, who are authorized to travel at University expense. 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. University purchasing cards (P-Cards) may be used for the payment of advance registration fees and advance airline payments when prior approvals have been obtained as outlined in the following sections. University P-Cards may not be used for expenses incurred during actual travel time, except in instances of team/group travel.

This policy shall be consistent with the Comprehensive Travel Regulations of the State of Tennessee. Current reimbursement rates shall be issued in Section XIII of this policy.

All travel must be consistent with the educational, research, and professional needs of MTSU. 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.

II. General Provisions
A.  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 this policy.
Reimbursement for travel expenses shall be limited to expenses incurred upon travel, authorized in advance, in accordance with Section II.

B.  Travel, which may be authorized, and pursuant to which expenses may be reimbursed, shall be limited to the following:

1.  Travel which is necessary for the proper execution of official University business, or in justifiable pursuit of the University's educational and research objectives; or

2.  Travel to meetings and conferences of a professional nature, which will increase the attending employee's usefulness to the University.

C.  Travel shall not include, and no reimbursement for expenses shall be made for, transportation in connection with an employee's official station of employment. The employee's official station is his/her regular area of employment activity (i.e., official headquarters, campus, or designated location of an employee established in the field).

1.  The official station of an employee shall be designated by the appropriate approving authority.

2.  It is normally expected that the official station is MTSU or that location at which the employee spends greater than fifty percent (50%) of his/her working time.

3.  For an employee required to be on call (as determined by his/her job description), either overnight or on weekends,