Fill out the Travel Proposal Form and send your completed Travel Proposal form directly to your supervisor for approval. Remember that if travel is for only one day that you are not reimbursed for meals.
Please make sure to provide official documentation of conference hotel rates (from registration website). The Business Office requires this and will only pay Per Diem otherwise. If meals are included as part of the Conference Registration Fee, the Library does not reimburse those meals. NOTE: Do not wait until you return as the website may not have this information anymore.
Supervisors will then forward to the Administrative Assistant in the Dean’s Office stating the travel is 'Approved'.
After approval, the Administrative Assistant will let you borrow the pro card for registration fees and airfare. Hotel fees, meals, gas, and parking must be paid by you and then you are reimbursed for those expenses as long as you get receipts.
RENTAL CAR INFORMATION: Call the Administrative Assistant at x3408 before renting a car to make sure that there is enough money in the library account for car rental. The library account number is 240006. If you are getting a rental car at the airport, then you will rent the car through Emerald National website. Otherwise, if you are picking up your rental car in Cookeville then you will need to make reservations for your rental car via this Enterprise link. With the Trip Optimizer, you can do a cost comparison and you MUST attach this cost comparison when opting to drive your personal car as opposed to flying or renting a car. If it is cheaper to fly or rent, that is the amount you will be reimbursed for your mileage. If you are picking up a rental car from Enterprise in Cookeville, then go after you get off work so that the library doesn't have to pay for an extra day. For more information on renting a car for travel, visit the purchasing website on vehicle rental contract information. Enterprise is open 7:30 a.m.- 6:00 p.m. Monday through Friday and 9:00 a.m. – 12:00 p.m. Saturday. They are closed Sundays. They are located at 1800 Foreman Drive in Cookeville. 931-520-6181