Expense Report Instructions:
Require Information on Your Expense Report:
Please read the following guidelines of required information on your expense report.
- Name, ID#
- Date
- Destination and purpose of trip
- Dates of the trip.
- Account number that is to be charged.
Tape all small receipts to a 8 ½ x 11 sheet of paper. Staple receipts to your report. (Please no paper clips)
- Make sure you sign the report.
- You must have the signature of your department chair/supervisor.
- SALES TAX: You will not be reimbursed for Tennessee sales tax. You can obtain a copy of our Tennessee Tax Exemption Certificate from the Accounting Office.
New in 2016 - Get the Professional Growth Report - Expense and Declaration from here
- Rates for Per Diem and Mileage see below.
- Send it to Amy Steele Department HR (Used to go to Jennifer Enevoldson - Payroll manager)
Per Diem Rates Updated for 2023-Present
Auto Travel |
$0.50 per mile |
*Full Day Per Diem - two meals |
$56.00 |
Half Day Per Diem - one meal |
$28.00 |
Fully Entertained |
$20.00 |
Family Authorized Travel: (for a move to SAU only) |
|
Employee and Spouse |
$84.00 |
-When fully intertained |
$28.00 |
Each Independent accompanying child |
$28 |
-When fully Entertained |
11.00 |
Lodging in Lieu of Hotel
If an employee stays with friends or relatives rather than staying in a hotel, an amount up to one-half of the single full day per diem (works out to be $28.00/night) may be reported as lodging in lieu of hotel for any actual out of pocket costs related to a token of appreciation or reimbursement for their host (whether monetary or not); this is in addition to the normal per diem for meals based on policy.
Per diem and in lieu of hotel expenses should be reported on separate lines on the expense report. You can find the Lodging Receipt in Lieu of Hotel form in the Human Resources Department or on the website https://www.southern.edu/hr under forms. Please include this form with your expense report.
Amy Steele
Benefits and Compensation Manager
Human Resources