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| *If an employee stays with friends or relatives rather than staying in a hotel, one-half of the single per diem ($25) may be reported. You can find the "Lodging Receipt in Lieu of Hotel" form in the Human Resources Department or on the [[www.southern.edu/hr|hr website]] under forms. | '''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 $25.00/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. |
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Rates for Per Diem and Mileage Travel Expense Allowance 2016.pdf - outdated see below.
- Send it to Amy Steele Department HR (Used to go to Jennifer Enevoldson - Payroll manager)
Expense Rates Updated for 2017-2018
Auto Travel |
$0.42 per mile |
*Full Day Per Diem - two meals |
$50.00 |
Half Day Per Diem - one meal |
$25.00 |
Fully Entertained |
$17.00 |
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 $25.00/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.