Policies and Procedures Manual

Chapter 4: Business & Administration

04:23:00   General Travel Policies & Procedures

Related Policies and Guidelines

TBR Policy 4.03.03.00 General Travel

The following policy applies to the travel of all employees of Northeast State Community College. 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. This policy and specific reimbursement rates for travel expenses shall be consistent with those of the Comprehensive Travel Regulations of the State of Tennessee and the TBR Policy 4.03.03.00. All questions concerning travel should be directed to the division secretary.

1.     Authorization of Travel

  • In-state travel: All employees are authorized for in-state travel where overnight travel and conference fees are not involved. No additional written or verbal authorization is required. The president may designate exceptions to the authorization. Employees whose employment requires frequent in‑state overnight travel may obtain blanket authorization in writing for such travel. Employees paid by grant funds are not allowed to receive blanket travel. Regular full-time faculty members teaching on multiple campuses may have more than one official station per semester based on their regular teaching schedule.

Example 1:  When teaching Monday and Wednesday at the Blountville campus, and Tuesday and Thursday at the Kingsport Campus no mileage reimbursement can be claimed. Each campus is considered the official station for the day.

Example 2:  When teaching at the Johnson City campus then traveling to the Kingsport campus the same day to teach, mileage reimbursement can be claimed. Mileage will be reimbursed using the standard mileage scale between campuses as listed in Northeast travel procedures.

Any unexpected, second trips on the same day, or other not regularly scheduled travel would be reimbursed according to TBR and Northeast State policies. The Vice President for Academic Affairs will be the final approving authority for faculty travel between teaching sites.

In-state travel (where expenses associated with overnight travel and/or conference fees will be incurred) or Out-of-State travel:  Utilizing the SharePoint Travel system or the “Authorization for Official Travel” paper form, employees must obtain prior written authorization by submitting the request to the employee’s appropriate approving authority. Travel requires the approval of the employee’s supervisor and supervising vice president or their designees. Travel expenses in excess of $500 must be approved by the Chief Financial Officer. The president’s approval is required for excessive lodging rates and for all out-of-state travel. Claims for reimbursement for travel expenses should be submitted online or on paper no later than forty-five (45) days after completion of the travel.  Claims submitted after this period must include a written explanation for the delay in a memorandum to the Chief Financial Officer requesting approval. Authorization for travel by a student, regardless of the destination, shall be approved by the president. Additional student travel guidelines are available.

  • Out-of-State Travel (does not include Alaska, Hawaii or out-of-country): All employees must obtain prior written authorization for out-of-state travel from the designated vice president, other supervisor reporting directly to the president or one of the vice presidents’ or supervisors’ designees. The authorization must show the purpose of the trip, destinations, date of departure and return, mode of transportation, and estimated expenses. The division secretary has the responsibility for making hotel and airline reservations.

For out-of-state reimbursement rates, use CONUS U.S. General Service Administration rates at http://www.gsa.gov/portal/category/21287.

  2.   Transportation

  • Automobile Travel: When travel by automobile is appropriate, employees may use the College’s motor pool, use their private automobile, or they may choose to use a rental car. The College has negotiated a discount rate with a local rental agency. The automobile must be rented in the employee’s name. Insurance charges for rented cars that are to be operated solely inside Tennessee are not reimbursable. If the rental will be operated for business purposes outside Tennessee or the United States, insurance charges may be reimbursed. Car rentals at destinations may be allowed if commuting is necessary and must be approved, in advance on the travel authorization, by the budget manager. Whenever possible, employees should refuel before returning rental vehicles. 
  • Air Travel: NORCARD may be used for the advance purchase of airline tickets up to a maximum of $4,999.99 per transaction.  The purchase of airline tickets using the NORCARD requires all campus approvals before any purchase is made.  NORCARD may not be used for expenses incurred during actual travel time. 

  3.   Miscellaneous Expenses

  • Registration Fees: Registration fees will be prepaid when included on a travel authorization. Fees should be reported as a prepaid expense when filing a travel claim. Registration fees may be paid using NORCARD if authorized in advance by the appropriate approving authority. Registration fees should not be submitted on a purchase requisition.

  4.   Claims

Claims for reimbursement of travel expenses should be submitted online or on paper no later than forty-five (45) days after completion of the travel. Claims submitted after this period must include a written explanation for the delay in a memorandum to the Chief Financial Officer requesting approval.

Claims should be submitted to the division secretary who is responsible for certifying the claim for accuracy and adherence to TBR and Northeast State policies. Once the review is complete, the division secretary will initial the claim and submit it to Accounts Payable for processing.

The approving authority for travel claims will be the budget manager. Prior documentation (Authorization for Official Travel) will provide other necessary approvals.

   5.   Travel Advances

  • General: All faculty and staff travel advances must be approved by the Chief Financial Officer. 

   6.    Exceptions

The president shall have the authority to grant exceptions to any or all of the provisions of this policy when deemed appropriate and necessary.  

    7.   Addendum to Northeast State’s General Travel Policy

    1. See TBR Policy 4.03.03.00 Addendum for current travel reimbursement rates.
    2. When traveling to a destination (city or facility) listed in the charts below, the mileage in the chart must be used.
    3. Travel Mileage charts. 05        

Travel Mileage From Northeast State Community College

From Northeast State

Miles

From Northeast State

Miles

(Blountville Main Campus) to:

(one way)

(Blountville Main Campus) to:

(one way)

Birmingham, AL

355

Memphis, TN

482

Washington, DC

389

Milligan College

19

Atlanta, GA

282

Morristown, TN (Walters State)

62

Corbin, KY

152

Mosheim, TN

50

Lexington, KY

238

Mountain City, TN

51

Asheville, NC

76

Murfreesboro, TN

275

Banner Elk, NC

68

Nashville, TN

278

Boone, NC

65

Northeast State at Bristol

17

Chapel Hill, NC

248

Northeast State at Elizabethton

25

Charlotte, NC

175

Northeast State at Gray

8

Winston-Salem, NC

171

Northeast State at Kingsport

15

Cincinnati, OH

316

Northeast State at Johnson City

15

Cleveland, OH

472

Piney Flats, TN

17

Charleston, SC

341

Rogersville, TN

47

Alcoa, TN

119

Abingdon, VA

33

Athens, TN

160

Big Stone Gap, VA

57

Blountville, TN

6

Castlewood, VA

60

Bluff City, TN

14

Gate City, VA

24

Bristol, TN

20

Roanoke, VA

165

Chattanooga, TN (CSTCC)

211

   

Church Hill, TN

29

Area High Schools

 

Clarksville, TN (Austin Peay)

323

Carter County School System

24

Cleveland, TN

184

Cherokee High School

49

Colonial Heights, TN

9

Cloudland High School

43

Colonial Heights, TN (Walmart)

10

Daniel Boone High School

9

Cookeville, TN

202

David Crockett High School

20

Dickson, TN

319

Dobyns-Bennett High School

13

Dyersburg, TN

447

Elizabethton High School

25

Erwin, TN

30

Hampton High School

29

ETSU (Johnson City)

16

Happy Valley High School

22

Gatlinburg, TN

103

Science Hill High School

16

Greeneville, TN

40

Sullivan Central High School

6

Hampton, TN

29

Sullivan East High School

16

Harriman, TN (Roane State)

143

Sullivan North High School

15

Johnson City, TN

15

Sullivan South High School

11

Jonesborough, TN

16

Tri-Cities Christian School

2

Knoxville, TN

100

Unaka High School

27

MeadowView Conv. Center

15

Unicoi County High School

33

       

Travel Mileage From Northeast State at Elizabethton

From Northeast State at

Miles

From Northeast State at

Miles

Elizabethton to:

(one way)

Elizabethton to:

(one way)

Birmingham, AL

374

MeadowView Conference Center

31

Washington, DC

403

Memphis, TN

508

Atlanta, GA

277

Milligan College

11

Corbin, KY

201

Morristown, TN (Walters State)

78

Lexington, KY

286

Mosheim, TN

51

Asheville, NC

71

Mountain City, TN

37

Banner Elk, NC

34

Murfreesboro, TN

298

Boone, NC

48

Nashville, TN

297

Chapel Hill, NC

210

Northeast State at Gray

23

Charlotte, NC

148

Northeast State at Kingsport

37

Winston-Salem, NC

134

Piney Flats, TN

14

Cincinnati, OH

372

Rogersville, TN

63

Cleveland, OH

477

Abingdon, VA

44

Charleston, SC

336

Big Stone Gap, VA

74

Alcoa, TN

131

Castlewood, VA

72

Athens, TN

175

Gate City, VA

43

Blountville, TN (Main Campus)

25

Roanoke, VA

176

Bluff City, TN

13

Area High Schools

 

Bristol, TN

22

Carter County School System Central Office

3

Chattanooga, TN (CSTCC)

229

Cherokee High School

67

Church Hill, TN

44

Cloudland High School

21

Clarksville, TN (Austin Peay)

342

Daniel Boone High School

24

Cleveland, TN

200

Davy Crocket High School

24

Cookeville, TN

219

Dobyns-Bennett High School

34

Dickson, TN

338

Elizabethton High School

3

Dyersburg, TN

468

Hampton High School

9

Erwin, TN

26

Happy Valley High School

8

Gatlinburg, TN

120

Science Hill High School

14

Greeneville, TN

44

Sullivan Central High School

23

Hampton, TN

8

Sullivan East High School

17

Harriman, TN (Roane State)

160

Sullivan North High School

33

Johnson City, TN

13

Sullivan South High School

31

Johnson City, TN (ETSU)

13

Tri-Cities Christian School

23

Jonesborough, TN

21

Unaka High School

3

Knoxville, TN

118

Unicoi County High School

27

       

Travel Mileage From Northeast State at Gray

From Northeast State at Gray to:

Miles

From Northeast State at Gray to:

Miles

 

(one way)

 

(one way)

Birmingham, AL

353

Knoxville, TN

97

Washington, DC

402

MeadowView Conference Center

11

Atlanta, GA

277

Memphis, TN

487

Corbin, KY

152

Milligan College

15

Lexington, KY

265

Morristown, TN (Walters State)

57

Asheville, NC

72

Mosheim, TN

46

Banner Elk, NC

49

Mountain City, TN

54

Boone, NC

66

Murfreesboro, TN

277

Chapel Hill, NC

263

Nashville, TN

277

Charlotte, NC

200

Northeast State at Elizabethton

22

Winston-Salem, NC

188

Northeast State at Kingsport

16

Cincinnati, OH

352

Piney Flats, TN

15

Cleveland, OH

476

Rogersville, TN

42

Charleston, SC

337

Abingdon, VA

43

Alcoa, TN

111

Big Stone Gap, VA

53

Athens, TN

154

Castlewood, VA

57

Blountville, TN (Main Campus)

8

Gate City, VA

22

Bluff City, TN

19

Roanoke, VA

175

Bristol, TN

29

Area High Schools

 

Chattanooga, TN (CSTCC)

208

Carter County School System Central Office

21

Church Hill, TN

24

Cherokee High School

46

Clarksville, TN (Austin Peay)

321

Cloudland High School

36

Cleveland, TN

180

Daniel Boone High School

2

Colonial Heights, TN

10

Davy Crocket High School

15

Colonial Heights, TN (Walmart)

11

Dobyns-Bennett High School

14

Cookeville, TN

198

Elizabethton High School

21

Dickson, TN

317

Hampton High School

27

Dyersburg, TN

447

Happy Valley High School

17

Erwin, TN

25

Science Hill High School

10

Gatlinburg, TN

99

Sullivan Central High School

16

Greeneville, TN

40

Sullivan East High School

34

Hampton, TN

26

Sullivan North High School

17

Harriman, TN (Roane State)

139

Sullivan South High School

11

Johnson City, TN

10

Tri-Cities Christian School

10

Johnson City, TN (ETSU)

18

Unaka High School

26

Jonesborough, TN

12

Unicoi County High School

27

       

Travel Mileage From Northeast State at Johnson City

From Northeast State at Johnson City to:

Miles

From Northeast State at Johnson City to:

Miles

 

(one way)

 

(one way)

Birmingham, AL

164

Memphis, TN

497

Washington, DC

411

Milligan College

5

Atlanta, GA

256

Morristown, TN (Walters State)

59

Corbin, KY

146

Mosheim, TN

38

Lexington, KY

232

Mountain City, TN

43

Asheville, NC

60

Murfreesboro, TN

265

Banner Elk, NC

38

Nashville, TN

285

Boone, NC

56

Northeast State at Blountville

15

Chapel Hill, NC

217

Northeast State at Bristol

25

Charlotte, NC

146

Northeast State at Elizabethton

12

Winston-Salem, NC

141

Northeast State at Gray

11

Cincinnati, OH

313

Northeast State at Kingsport

23

Cleveland, OH

472

Piney Flats, TN

11

Charleston, SC

325

Rogersville, TN

51

Alcoa, TN

120

Abingdon, VA

51

Athens, TN

164

Big Stone Gap, VA

61

Blountville, TN Campus

25

Castlewood, VA

63

Bluff City, TN

15

Gate City, VA

30

Bristol, TN

24

Roanoke, VA

184

Chattanooga, TN (CSTCC)

213

   

Church Hill, TN

33

Area High Schools

 

Clarksville, TN (Austin Peay)

330

Carter Co. School System Central Office

9

Cleveland, TN

189

Cherokee High School

53

Colonial Heights, TN

16

Cloudland High School

25

Cookeville, TN

207

Daniel Boone High School

13

Dickson, TN

326

David Crockett High School

11

Dyersburg, TN

456

Dobyns-Bennett High School

23

Erwin, TN

15

Elizabethton High School

10

Gatlinburg, TN

88

Hampton High School

16

Greeneville, TN

31

Happy Valley High School

6

Hampton, TN

14

Science Hill High School

2

Harriman, TN (Roane State)

143

Sullivan Central High School

20

Johnson City, TN (ETSU)

1

Sullivan East High School

20

Jonesborough, TN

7

Sullivan North High School

22

Knoxville, TN

106

Sullivan South High School

18

MeadowView Conf Center

20

Tri-Cities Christian School

17

   

Unaka High School

14

   

Unicoi County High School

16

       

Travel Mileage From Northeast State at Kingsport

From Northeast State at

Miles

From Northeast State at

Miles

Kingsport to:

(one way)

Kingsport to:

(one way)

Birmingham, AL

358

Knoxville, TN

102

Washington, DC

397

MeadowView Conference Center

8

Atlanta, GA

315

Memphis, TN

492

Corbin, KY

128

Milligan College

29

Lexington, KY

213

Morristown, TN (Walters State)

62

Asheville, NC

86

Mosheim, TN

51

Banner Elk, NC

64

Mountain City, TN

65

Boone, NC

80

Murfreesboro, TN

282

Chapel Hill, NC

259

Nashville, TN

281

Charlotte, NC

231

Northeast State at Elizabethton

38

Winston-Salem, NC

183

Northeast State at Gray

17

Cincinnati, OH

299

Piney Flats, TN

30

Cleveland, OH

472

Rogersville, TN

30

Charleston, SC

351

Abingdon, VA

38

Alcoa, TN

116

Big Stone Gap, VA

41

Athens, TN

159

Castlewood, VA

45

Blountville, TN (Main Campus)

15

Gate City, VA

10

Bluff City, TN

24

Roanoke, VA

171

Bristol, TN

24

Area High Schools

 

Chattanooga, TN (CSTCC)

213

Carter County School System

35

Church Hill, TN

11

Cherokee High School

36

Clarksville, TN (Austin Peay)

326

Cloudland High School

51

Cleveland, TN

184

Daniel Boone High School

18

Colonial Heights, TN

7

Davy Crocket High School

29

Colonial Heights, TN (Walmart)

5

Dobyns-Bennett High School

3

Cookeville, TN

203

Elizabethton High School

36

Dickson, TN

322

Hampton High School

41

Dyersburg, TN

452

Happy Valley High School

32

Erwin, TN

41

Science Hill High School

25

Gatlinburg, TN

104

Sullivan Central High School

15

Greeneville, TN

45

Sullivan East High School

32

Hampton, TN

41

Sullivan North High School

6

Harriman, TN (Roane State)

144

Sullivan South High School

6

Johnson City, TN

26

Tri-Cities Christian School

17

Johnson City, TN (ETSU)

29

Unaka High School

40

Jonesborough, TN

26

Unicoi County High School

42

 

Revisions prior to November 15, 2011 used Rand McNally Streetfinder and Tripmaker 2002 to obtain mileage.

Revisions after November 15, 2011 used Mapquest.com to obtain mileage.

Mileage for locations not listed may be obtained from a reputable Web site. A printout of the Web site showing the mileage must be attached to the Authorization for Travel form.



Back to Top

Divisional Review Responsibilities Checklist: Finance

Revision History: Revision History: Revised Feb. 2004; May 2004; Nov. 2004; April 2005; Jan. 2006; Jan. 2007; April 2007; Nov. 2007; March 2008; Sept. 2008; Oct. 2008; July 2009; Nov. 2009; Jan. 2010; Dec. 2010; April 2011; Oct. 2011; Nov. 2011; March 2012; March 2013; July 2013; March 2015; Dec. 2017; Revised July 2019; Edited Feb. 2021