Travel Claim Procedures January, 2012 Created by: Sue Lee

Mileage Only Travel

Claim for Travel Expenses

Determine Which Travel Claim Form If you have only mileage, this means no hotels, no meals, no parking expenses, and no other expenses: Use Travel Claim for Mileage Only For all other travel expenses or when in doubt you can always use the Claim for Travel Expenses.

Set-Up Your Templates The following categories should be filled out on your forms Name Address, including zip code MTSU M# Official Work Station Position U.S. Citizen (Overnight stay Travel Claim only)

Steps to Completing “Both” Travel Claims 1.Complete Date of Travel 2.Complete Place you Left From (“City” of office or home usually) 3.Complete the Place of Arrival (“City”) a.All trips must be ROUND TRIP 4.Less Commute – If you left from home you will need to subtract your normal commute miles. (Put the total number of normal commute miles in the Less commute column as a “positive” number) You can calculate these miles by running a mapquest from your home address to the office (you will need to include the entire street address for your home and office to calculate accurate mileage). 5.Program Index Numbers – Place an “X” on the appropriate Department (3 digit number) and if your travel is for ACCWIC, QSR or SWPS. This needs to be completed after your print your claim. 6.Use the Travel purpose Area to indicate if you have any notes such as *for round trip mileage totals.

Completing Travel Claims for “Miles Traveled” a.All travel to or from anywhere, including Murfreesboro, you will need to record the actual miles that you traveled and also run a mapquest from city to city showing that you did not exceed these miles. A mapquest needs to be attached to each travel claim even if you routinely travel to the same locations. b.EXCEEDED Miles – If you travel more miles than mapquest shows then the other miles will go on the next line as vicinity miles: i.Show Date on the next Line ii.Show the City of Destination under Place Left and vicinity miles (for example: Nashville Vicinity) iii.Show where you went (for example: DCS office, Hotel, Client, etc) under Place Arrived iv.Show additional Miles Traveled c.Include Additional Expenses that you are to be reimbursed for under the appropriate category (Airline/Other, Taxi or Rental Car, Lodging, Meals, Parking, Other)

“Meals” Only if overnight stay has occurred 75% of Meals per the Travel Guidelines on the day of travel 100% of Meals per the Travel Guidelines on a full-day away from home/office It is important to subtract any meals that were provided for you during your travels (This does not include the breakfast at the hotel where you slept) See Travel Guidelines for Additional Details

Due Dates for Travel 7.Direct Bill Hotel - Please indicate your arrival and departure dates and put an “X” in the box. You must attach a bill with a “0” balance. If hotel will not provide a “0” balance receipt submit the receipt with the amount due. ANY DIRECT BILLINGS for hotels are due to TCCW within 5 business days. 8.All Travel Due in the LSD office within 30 days of travel or sooner.

Final Steps 7.MotorPool - If you have used a state car from MTSU you will complete the pickup date and return date in this area. 8.Sign your claim- attach mapquests-receipts-mail