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FI0705 – Travel

1.This policy provides the guidelines for reimbursement of expenses related to travel for the university. Authorization for travel and reimbursement of expenses must be in accordance with the provisions in this policy. All employees, students and guests must pay their own expenses except where otherwise noted in this policy.

2.The travel must be necessary to execute official university business or educational objectives. Professional meetings, conferences, or workshops must be directly connected to the individual's duties and role within the university.

3.A complete reason must be provided to describe the purpose of the trip. Single words such as "meeting," "research," "conference," do not constitute an adequate reason. If unfamiliar acronyms are used, please give full entity name.
To provide guidelines and reimbursement rates for expenses incurred by employees while in travel status and on official university business.
HR0305 – Annual Leave (Vacation)
The following information applies to regular employees and 12-month faculty: With the exception of military leave, employees must be in an active status to accrue annual leave (vacation). Active status does not include any period of unpaid leave of absence or any non-working period for a flex-year employee. Employees accrue annual leave on a monthly basis on the first day of each month. New hires will receive annual leave on the first day of employment subject to 1c. The amount of annual leave accrued is based on the constructed annual leave date, the work schedule (planned working time) as recorded in IRIS, the employee's Fair Labor Standards Act (FLSA) designation of non-exempt or exempt, and the number of workdays in the month the employee is eligible to accrue leave.
To provide regular staff and 12-month faculty with paid time away from work.
HR0338 – Family and Medical Leave
1. Child - A child is the biological, adopted, or foster child, stepchild, legal ward, or child of an employee standing in place of a parent, who is either under 18 years of age, or 18 years of age or older and incapable of self-care because of a mental or physical disability. 2. Covered service member – A covered service member is a current member of the Armed Forces, including the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness. A covered service member includes a covered veteran who was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee takes FMLA for care of that individual. See 29 C.F.R. §§ 825.122 and 825.127.
To provide time off to eligible university employees consistent with the federal Family and Medical Leave Act, 29 U.S.C. § 2601 et seq. (“FMLA”) and Tennessee Parental Leave Act, Tennessee Code Annotated § 4-21-408 (“TPLA”) for the following reasons: childbirth, or adoption; foster care placement; serious health condition of the employee; serious health condition of the employee’s family member; to provide care for a family member injured while on active military duty; or for qualifying exigent circumstances arising from a family member’s military service.
HR0105 - Employment Status
Each University of Tennessee employee or affiliate is assigned to one of the following four employee groups: Regular - Employment for a period expected to be 12 months or more. Includes academic year (9 months) and flex-year appointments paid over a 12-month period to satisfy the 12-month requirement. A Limited Duration Appointment (LDA) is a form of regular employment for a specific project or for a limited period of time. An LDA may be established for up to one year with an option to renew the appointment annually for a maximum of three years. To establish an LDA, approval by the campus human resources office is required before the initial appointment and before any subsequent annual renewal of the appointment beyond the first year. Also required is an appointment letter indicating the maximum length and other conditions of the appointment.
Employee Related Policies

To define employee groups, employee subgroups, employment percentage, employment status, and other employment issues, which specify employment conditions and applicability of human resources policies to each University of Tennessee employee or affiliate.
FI0930 – Payroll
The University of Tennessee uses SAP (IRIS) as the enterprise resource planning system. This system supports the business needs of the University, including the management of human resources and financial activity. In order to use IRIS efficiently, knowledge of appropriate procedures must be in place at the campus and department level. References will be made to University policies as well as instructional material that can be found on the IRIS training website. These materials should be reviewed in conjunction with this policy to fully understand payroll policies, procedures and processes.
The purpose of this policy is to provide University departments guidance for processing payroll in an accurate, timely manner with sufficient internal controls and to provide guidance to employees for reporting hours worked, leave used and other payroll related transactions. Links to applicable human resource policies are provided and these policies should also be consulted for additional guidance and information.
Reimbursement Per Diems
Travel Expense Report

125.Individuals who engage in official university travel must file a Travel Expense Report in order to be reimbursed for any business-related travel expenses. The Travel Expense Report is recorded in the IRIS system and submitted for approvals there. For the convenience of the departments, a Travel Expense Report (FORM T-3) is available. This form is strictly for intra-departmental communication and is NOT to be submitted for approval or processing.

126.For non-employees paid under a personal services contract or employees in a withdrawn status in IRIS, there is a Non-IRIS Travel Expense (FORM T-6). This form is only to be used in the situations mentioned above.