- If your travel meets any of the following criteria, it must be entered in SciQuest:
- Out-of-State Travel
- Overnight Stay
- Includes Conference Fees
- Grant related travel expense
- WSCC will be reimbursed by another party
- Guest of institution
Travel Advance
Employees can receive advances for anticipated travel expenses if they submit the Travel Advance Request form with the requested amount. To qualify, the employee must request the advance and submit estimated expenses at least two weeks before travel. The advance will cover 80% of the estimated out-of-pocket expenses, with a minimum advance of $100. Employees receiving an advance must sign a memorandum annually agreeing to payroll deduction for any unused or undocumented travel advance that is not returned promptly.
Travel Claims
A Travel Claim for travel expenses form must be entered and submitted within fourty-five (45) days after travel is completed. The claim form allows reimbursement to the employee of all allowable expenses.
Once the travel claim has completed the approval process, allow approximately two (2) weeks to process reimbursement. Walters State processes checks on Tuesday and Thursday. Payment will be by direct deposit.
Please review the travel procedures for additional information.
Travel Authorization
An Authorization for Official Travel form must be processed to obtain prior authorization for an employee to travel. The request must have completed the approval process before the travel begins.
Internet travel sites such as Expedia, Travelocity or Kayak can be utilized to purchase single travel services such as an airline ticket.
All state vehicles are reserved through the Motorpool Request form. For questions related to this form, contact Facilities Management office by calling 423.585.6907.
Walters State will prepay the conference registration fees and airfare when requested by the employee. This can be done by submitting a purchase requisition through SciQuest with the appropriate documentation.
WSCC's service area includes the counties of Claiborne, Cocke, Grainger, Greene, Hamblen, Hancock, Hawkins, Jefferson, Sevier and Union. WSCC's extended service area includes the following counties: Knox, Washington, Sullivan, Carter, Unicoi, and Johnson counties in Tennessee; Lee County, Virginia; Bell and Whitley counties, Kentucky; and Yancey, Mitchell, Haywood, Swain and Madison counties, North Carolina.
Travel claims must be filed within 45 days of travel. If the travel expense is going to be reimbursed by another party (i.e. TBR), the travel claim should be submitted within 14 days of travel.
You must complete the ACH Employee Enrollment Authorization and submit it to Accounts Payable before travel reimbursements will be processed. Please contact Accounts Payable for the form.
If the travel authorization was processed through in SciQuest, it does not need to be included. You only need to reference the requisition number assigned to the travel authorization on the travel claim.
If the travel authorization was NOT processed through in SciQuest, it does need to be included. You will need to reference "paper authorization" on the travel claim.
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