Travel Frequently Asked Questions

Q: We are paying a speaker to come to a training session; what can we reimburse the speaker for travel?

A: Non-state employees are to be reimbursed the same as State employees - per the State Travel Regulations. Non-state employee travel must be approved by the department head.

Q: Are early boarding fees reimbursable?

A: No. Early boarding fees are considered a personal convenience item, not a required fee.

Q: I like to fly first class; is first class reimbursable?   Is business class?

A: Economy class is reimbursed unless sold out.  Seating above economy class can be reimbursed if you have documentation showing that economy class is not available on the day you are flying.  Otherwise, if you reserve seating above economy class, you must submit documentation showing the cost of economy for same flight.  You will be reimbursed for the cheaper of the two.

Q: I do not like to drive the interstate, and going the side roads is more miles; do I get reimbursed the extra miles?

A: No.  Per regulations, mileage for the most direct route will be reimbursed; in this scenario it would be interstate mileage.

Q: We are a subrecipient agency and own a company vehicle.  Can we charge the fuel, oil changes, tires, and general maintenance to a grant?

A: Yes.  The actual expenses of the company owned vehicle may be charged to the grant.  If actual expenses are charged to the grant, you may not also charge the State standard mileage rate.

Q:  We are a subrecipient agency; we pay our employees at a rate in excess of the State employee mileage rate for travel.  Can we charge the grant the mileage rate we pay our employees?

A: No.  If using an employee-owned vehicle, the State will only reimburse the approved State employee mileage rate which is found at this link: Standard Mileage Rate.

Q: We are a subrecipient agency; can we charge to the grant the actual fuel costs for an employee-owned vehicle that the employee uses for travel?

A: No.  If using an employee-owned vehicle, the State will only reimburse the approved State mileage rate  found at this link: Standard Mileage Rate.

Q: We are a subrecipient agency and we have a special incentive for certain members of our upper management.  Can we charge the mileage rate we pay our upper management or flat monthly incentive for vehicle usage to the grant?

A: No.  The State will not reimburse any special incentives for employees.  The State will only reimburse the approved State employee mileage rate (found at Standard Mileage Rate) for business purposes only.
 

Q: I use my vehicle for agency business.  What is the start and stop point when calculating business mileage?

A: The start and stop point when calculating business mileage in an employee-owned vehicle is the shorter of your place of residence or your agency's location to the client. 

Q: Is valet parking reimbursable, or must I self-park?

A: No, valet parking is only reimbursable at the hotel if self-parking is not available and there is not another lot within walking distance of your lodging.  You should make a note on your expense report that self-parking at the hotel and/or another nearby lot was not available.

Q: I want to try a restaurant downtown while in Nashville for work; will I get reimbursed for parking?

A: No. 
 

Q: Can I be reimbursed for short-term parking at the airport?

A: No.  Parking is reimbursed at the standard rate for long term or economy parking at the airport.

Q: Parking was $15.00, but I do not have documentation.  Can I be reimbursed for the full amount?

A: No, maximum amount reimbursable for parking without a receipt is currently $8.00 per the rate schedule.

Q: Are hotels required to honor the state rate?

A: No, there is not a contract with the hotels.   If the state rate is not available at your chosen hotel, you are expected to try other hotels and other locations close to your destination.
 

Q: What if the hotel I usually stay at will not honor the state rate?

A: You are expected to try other hotels in the area.   If you choose to stay at a hotel that does not have a room available at the state rate, you will only be reimbursed the state rate.

Q: If the hotel rate where a conference is being held is higher than the CONUS rate, can we be reimbursed the higher rate?

A: Yes, but only if the hotel name and rate is published in the conference brochure.  Otherwise this may be treated as a lodging exception which can only be reimbursed if approved by the Commissioner.

Q: If the lodging rate is lower, do we bill the State the higher rate?

A: No, reimbursement is at the lower of the lodging receipt or the State/CONUS rate.

Q: For calculating the days of travel, does it matter what time we leave or return?

A: No.   Days of travel are 3/4th (75%) of daily location rate.   If leaving after dinner or returning early, employees can choose to only claim actual expenses rather than the per diem for those days.

Q: I left before 5 am and returned after 7 pm; how much can I claim in meals?

A: Nothing. Per an IRS ruling, meals are not reimbursable for one day of travel.

Q: How are meals rates determined if you travel to more than one city/town?  

A:  CONUS rates can be found on the gsa.gov website.
 

Q: Is the Per Diem Rate for meals the same for every day?

A: No.  The first and last day per diem is 3/4th (75%) of the full daily per diem rate.  Each additional day is at the full per diem rate.  Please note:  if your trip is only one day, per an IRS ruling, meals are not reimbursable for one day of travel.