Resources

Travel Resources, Guidelines & Instructions

Travel Guidelines & Reminders

Travel funds are not automatically guarenteed, students should ensure approval before making travel arrangements
Students are responsible for completing all documents on time according to the timelines listed below and ensure accuracy of their submissions
All documents must be submitted in order for travel to be considered for approval and processing
Title III funds will cover travel the day before the conference or speaking engagement begins, but return date should be the same day conference or speaking engagement ends in order for travel to be considered for approval/reimbursement
For expenses to be covered, it must fall within the dates submitted with travel forms
All travel documents, questions, or concerns should be sent to Kiara Tookes-Williams (ktookesw@my.tnstate.edu), Title III GA

Steps for Approval and Reimbursement (No international travel will be approved)

Step 1: Students MUST gain approval from immediate supervisor to ensure that travel will be covered through Title III funds
Step 2: Students should submit a completed travel packet at least 45 days before travel date
- Ensure ALL signatures are included on ALL forms
Step 3: Travel Claims MUST be submitted within 30 days of the travel return date

Travel Packet Instructions & Documents Needed

Travel Requisition Form
- Please explain in detail the purpose of travel and be sure to include the objectives of Title III that is being fulfilled
- Ensure supervisor's signature is included on the form in the "President or Designee" field next to "Traveler's Signature" field
- Add $100 to hotel total & flight total when completing this form
- Put $100 for Baggage and for Taxi
- If you are paying for the conference registration yourself, please put "Registration Fee" on the Other Expenses Line and put the total in the box next to it
  - Make sure you screenshot the total price and include it in the travel packet you submit
- If you would like for Title III to pay for your registration, you will need to complete the Purchase Requisition for Travel Form and the details on how to complete are at the end of this section
TSU Student Travel and Event Release Form
- Please ensure your supervisor sign's the bottom of the form in the field that says "Signature of Tennessee State University Representative"
Title III Travel Justification Form
- Please explain in detail the purpose of travel and be sure to include the objectives of Title III that is being fulfilled
  - Sample Objective that can be used & adapted for your travel: "Attending the ________ conference will support the POTUS Fellows requirements. Objective(s): Develop career roadmaps to promote and enhance the career preparation of (your field) students and professionals for a wide range of career options, increase and communicate the value of membership, leading to strong recruitment and retention of members, and increase engagement with student communities and expand the reach of student serving programs, products, and services."
- Ensure supervisor's signature is included on the form in the correct field, "Signature of Immediate Supervisor"
Per Diem Rates for Meals
Mileage (1 of 2 Screenshots Needed)
- Mileage on Weekday Travel (Monday - Friday)
  - TSU Main Campus to Nashville Airport (if flying) OR Destination (if driving)
- Mileage on Weekend Travel Start Dates (Saturday & Sunday)
  - Home Address to Nashville Airport (if flying) OR Destination (if driving)
Mileage (2 of 2 Screenshots Needed)
- Screenshot from Destination (if driving) OR Nashville Airport (if flying back) to Home Address
Hotel Reservation Screenshot (total & check in/out dates must be included)
Flight Information Screenshot (dates of flights and total must be included)
Conference Announcement (dates should be included)
Rental Car Information
- Rental Cars will ONLY be covered for the days submitted on travel documents
- Gas will be covered only for days submitted on travel documents
- If rental car is utilized, only the cost of the rental car will be reimbursed and not mileage
- You cannot get a rental car if you are flying to your destination, so you must choose to either fly OR get a rental car in order to get reimbursed through Title III
Purchase Requisition Form for Conference Registration Fee
- If you are traveling to a conference and would like for Title III to pay for the registration fee ahead of time, please submit this form ASAP! You do not have to have the other forms completed yet to submit this form since it is a separate process
- At the top of the form where it says "Source," you will need to put the name of the conference as well as the address for the check to be sent to the conference
- Department = Title POTUS, Contact Person = Your name/Ms. Marian Burns, Date Needed = Registration Deadline, Descriptio and Specification = Full Conference Name + Registration Fee
- Cost: Please do not put a discounted price cost if there is a earlier date deadline that is not going to allow time for the school to send a check
- Your signature goes on the first line at the bottom where it says "Manual Signature of Requistioner," and your name goes on the second line, then your supervisor's signature goes on the third line under your name
- If there is a group going to the same conference, one form submission with everyone's registration fee listed on individual lines will be appropriate
  - Each person needs to have separate line for registration fee and ensure each person's name is listed along with their signature out to the side of the line
  - Whoever is submitting the form for the group can sign at the bottom of the form & have their supervisor sign
  - When sending in the form, each individual person's registration screenshot is needed that has their name and registration total for the conference

Travel Claim Instructions & Documents Needed

Travel Claim Form
- Ensure supervisor's signature is included at the bottom of the form where it says "Official Station" and ensure they put their position next to their signature and date, which is all in the same box on the form
- Each expense should be listed on its own separate line (For example, when listing hotel total, the first night base rate should be listed on one line, then the next line should have the room tax for that same night and continue listing each item separately until full hotel stay has been listed out.)
- Expenses should be listed in order by date and ensure there is an explanation listed in the far right column that explains what that expense was
- Per diem rates for food should be listed out separately as well by date
  - List first & last day travel per diem rates in the "75%" column and any days in between will be listed in the "100%" column
All travel claims must be completed within 30 days of the travel return date listed on the travel requisition
Receipts for all expenses, except for meals, should be included in the email when submitting a travel claim
All totals submitted on the travel claim should match totals on receipts submitted
If taxi's, uber's, etc. are utilized while on trip, only the total amount of the trip will be covered. TIPS WILL NOT BE REIMBURSED!
- Lyft/Uber priority pick up will not be honored or reimbursed
- Trips ONLY to the airport & hotel will be reimbursed, no trips outside of this will be reimbursed through Title III

Drop in Zoom Assistance with Travel Documents

Please feel free to click this Zoom link & drop in to receive assistance with Kiara Tookes - Williams on Monday's (8:15am - 9:45am) & Thursday's (1:00pm - 2:30pm)

Please reach out to Kiara Tookes-Williams via email (ktookesw@my.tnstate.edu) if you would like to schedule a meeting for further assistance or if there are any questions or concerns.

**All instructions and guidelines MUST be followed in order for travel to be covered through Title III funds**