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Published 8/19/2019:

FI0705 – Travel

  1. Train travel is addressed including how classes of fares will be handled.
  2. Removing the requirement for guests to sign or certify their travel. This was discussed with the CBOs and they approved this.*
  3. Increased the private plane liability insurance requirement from 1 million to 5 million at Risk Management’s request
  4. Airfare must be purchased through World Travel or the employee will not be reimbursed their airfare until after the trip ends. This is to better control the use of unused tickets. Employees can still use their personal credit cards to purchase the tickets but they must go through World. This also assist in monitoring spend and getting discounts.*
  5. International travel will not be reimbursed without advance approval. This was suggested by UTK and designed to strengthen current controls regarding travel to countries on the export control list. Employees are completing requests after the travel instead of getting approval from the export control office before the trip.
  6. Additional clarifications related to economy airfare are provided.
  7. Changed the definition of a group from 5 to 2 or more people. In Concur a group is 2 or more and no one could recall why we have five.
  8. Flying versus Driving rule allows 1,500 miles for Martin employees due to their distance from a major airport.
  9. Prohibits the reimbursement of private sedans (car services) and stretch limousines. Makes it clear that Uber and Lyft are acceptable.
  10. Expenses will not be reimbursed more than 6 months prior to the trip.

Two points of clarification related to the policy changes:

  • Item #2: When entering travel for guests, it is no longer necessary to print, sign, scan, and attach the PDF version of the Travel Expense Report.  The PDF version of the expense report will be automatically attached to the Travel Expense Report when it is submitted (as it does for employees).  No certification will be required for guests.
  • Item #4:  If a traveler books her/his flight ahead of time through World Travel (for which they can use their personal credit card, if they wish), they can be reimbursed prior to the trip.    They can use other booking tools if they wish, but they will not be reimbursed for those tickets until after the trip.  This policy change will be effective 1/1/2020.

Published 7/16/2019; Effective 3/10/2019

BT0014 -Public Records [Repealed and Replaced by TUAPA Rule]

Effective March 10, 2019, BT0014 – Public Records was repealed and replaced with a new rule on public records promulgated under the Uniform Administrative Procedures Act.

Effective 7/2/2019:

FI0530 – Procurement Cards

Prohibits paying convenience fees greater than $100
•Cleaned up language about entertainment purchases and just refers people to the entertainment policy so we don’t have to maintain the same rules in two different places.
•Removed language about split purchases and refers them to the procurement policy so that we don’t have to maintain the rules in two different places
• Removed the requirement to cancel group student travel cards after an event/season. This is an administrative burden. An end date can be entered for cards used for a single trip.
•Allow airfare and car rental to be purchased on a group travel card, if purchased through World Travel. We are hoping this will get more international travelers to use the cards. It also makes it easier on the traveler. Currently they have to fill out additional forms for airfare and car rental and then book everything else with the card.
• Removed the need for the group cards to just be used for students. They can be used for any UT group.

Campus Policies and Procedures Published in Production:

*Campuses also publish other policy-related documents such as guidelines, plans, programs, and standards.

UT Chattanooga:

  • Information Technology (IT)

UT Knoxville:

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  • Information Technology (IT)
  • Operations (OP)
  • Safety (SA)

UT Martin:

  • Board of Trustees (BT)
  • Fiscal (FI)
  • Human Resources (HR)
  • Information Technology (IT)
  • Safety (SA)

UT – System Administration

  • Information Technology (IT) procedures