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What is it?
May not be used for
How to issue
How to file for
Registration Fee & no other expenses
Encumbrances and Year End
What is it?
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for travel within the state of Tennessee
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expenses less than $500.00. The $499.99 limit includes all travel
expenses and registration fees.
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may be used for all travel when no expenses are involved
and travel is within the continental United States. Travel outside the continental United States will follow
other regulations currently in effect.
May not be used for:
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total expenses exceed $499.99
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travel is out-of-state and expenses are to be reimbursed.
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travel is outside the continental United States and no expenses are involved.
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travel advance is requested and allowable. Examples: Supersaver
airfare and student or group travel.
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Registration fee prepayment by the university is requested.
How to Issue a Departmental Travel
Authorization:
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Complete the Departmental Travel Authorization form prior to the departure date.
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obtain the signature of the appropriate approving authority
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retain the approved form in the department
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This method also applies to all applicable zero expense travel to provide
documentation for authorization to be away from campus.
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If a state car is needed, also fill out the vehicle request portion of the DTA and forward a copy of the DTA directly to the Physical Plant so they can reserve the
vehicle. Vehicles will be reserved on a first come, first served basis upon receipt of the form. No reservations will be accepted by phone.
How to File a Travel Claim on a Departmental
Travel Authorization
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File expenses on a claim for travel expenses.
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All rates and receipt requirements remain the same except for hotel overage amounts. When filing a claim for a hotel
rate higher than the allowed rate, a brochure showing the convention rate must be attached. If a brochure is not available, a statement must be submitted which
indicates that the rate claimed was the lowest rate available.
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If a DTA was processed and the actual claim exceeds $500.00, a detailed justification will be required to explain why a university travel authorization was not
processed.
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File the completed DTA, claim form, and supporting documentation with Accounts Payable for reimbursement. It is recommended that you keep a copy of all
documents sent for reimbursement.
Registration Fee - No Other Expenses
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For travel within the continental United States where the only expenses is a registration fee, send a memo signed by the appropriate approving authority with the
completed registration form.
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The memo needs to include the account number to be charged, the payee, the amount, and how to distribute the check when it is
processed.
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A completed DTA showing $0 travel expenses should be maintained in the department.
Encumbrances and Year-end Processing
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DTA will not be encumbered.
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Each department head is responsible to insure sufficient funds are available for all authorized travel.
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At fiscal year-end, all claims for a DTA must be submitted by the date published yearly by the Comptroller's Office to insure payment in the current fiscal year.
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Claims received after that date will be made from funds in the following fiscal year.
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