= 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 [[http://www.southern.edu/administration/academic-administration/docs/faculty/forms/ProGrowth_Declaration_Expense.pdf|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