When planning group travel, please note that travel policy states lodging and meals should be billed to the university whenever possible. This is required in order to reduce travel advances from a limited petty cash account. The policies are quoted below:
Lodging. Lodging expenses should be billed directly to the university. When these expenses cannot be billed directly, the person responsible for the trip may obtain a cash advance to pay for the lodging. If a hotel or motel requires a purchase order, a requisition must be submitted directly to the campus purchasing department.
Meals. Expenses for group meals should be billed directly to the University of Tennessee whenever possible.
A. Whenever possible, group meals should be billed directly to the University. The invoice or receipt for such expenses must identify the group for which the charges are made, number of meals served, cost per meal, and total amount.
B. The person responsible for the trip may pay the group meal expenses personally and request reimbursement by filing a travel expense report. An invoice or receipt must be attached which identifies the group for which the charges are made, number of meals served, cost per meal, and total amount. The person responsible for the trip may obtain a cash advance to pay for such expenses.
C. The person responsible for the trip may obtain a cash advance and distribute cash to members of the group. The amount distributed may not exceed the amounts shown for meal allowances in the Travel Reimbursement Rate Schedule. The distribution of cash must be documented by obtaining a receipt from each participant or by completing a roster. The roster must contain participants’ names, student IDs or employee numbers, and the amount distributed for each meal. Each individual receiving cash must sign the roster. The person responsible for the trip must submit all individual receipts or the signed roster with their travel expense report in order to be reimbursed by the university. The one-day guideline does not apply to group travel.