The University of Tennessee Center for Literacy Studies
Travel Procedures for Consultants/Non-Staff traveling at CLS/UT expense
NOT FOR STATE CONTRACTS (AE, Even Start or DHS)
1. Limitations. Travel reimbursement is subject to University of Tennessee rate limitations and receipt requirements.
2. Air travel. You may purchase an airline ticket in advance and file for reimbursement immediately, then file for your other expenses after the trip, or you can file for all expenses together. An original receipt showing evidence of payment, the itinerary, class (must be coach) and price must be submitted. (Not just a reservation). This can be an emailed or web receipt. Although not always cost effective, airline tickets may be purchased through World Travel, 1-800-251-9047, to be direct billed to the University of Tennessee. To do this, as soon as your travel dates are established, you should ask your program contact at the Center for Literacy Studies to initiate the process. When you make the reservation, specify that it is a direct bill/travel authorization and ask them to fax the itinerary to Peggy at 974-3857 (so that we can complete the processing for you). Consultants are expected to purchase the lowest cost ticket which satisfies the travel requirements. In cases where the ticket price is unusually high, the purchase should be cleared with your program contact at CLS.
3. Receipts. An original receipt showing zero balance is required for lodging (unless direct billed), car rental, or other expenses over $50. Receipts for meals are not required. Receipts for parking, tolls, taxis and ground transport are not required unless over $50.
4. Mileage. Mileage for use of personal car can be reimbursed at .38/mile providing an odometer or tripometer reading is supplied.
5. Phone calls. Phone calls made for business purposes must be documented and itemized indicating the party called. Phone calls may not be charged to a direct bill.
6. Hotel Check-In. $5 may be claimed for hotel check-in and baggage handling.
7. Reimbursement process. An original signed claim (not a fax, sorry!) detailing your expenses should be submitted within 30 days of travel to the Center for Literacy Studies (see contact information below). If all goes well, you should receive a reimbursement check in three to four weeks. Sometimes all doesn’t go well due to a cumbersome administrative process which we don’t fully control. If your out-of-pocket expenses are going to impose a hardship during the processing period, please talk to your program contact in advance to see if anything can be done (sometimes hotel bills and other expenses can be direct billed).
8. Contact information. For administrative assistance with this process and to submit claims for payment: Peggy Roberts (865-974-4109/) or Toby Koosman (865-974-4482/), Center for Literacy Studies, The University of Tennessee, 600 Henley Street Suite 312, Knoxville, TN 37996-4135.
9. World Travel Service/After Hours Service. World Travel’s phones during regular business hours are 1-877-210-8189 or (local) 1-865-777-1680. After hours/emergency service (24 hours) 1-800-847-0242 (code P8CI)
C:\WINDOWS\Desktop\Consultant Travel Policy.doc