Travel Policy

Effective Date: July 1, 2002 

Last Reviewed: July 1, 2015

Review by: January 1, 2016

Policy Statement

Meharry Medical College employees, students and associates traveling on officialMeharry business or in the performance of their duties must have authorization for travel in advance. The travelers shall be reimbursed for all reasonable and necessary expenses. 

Travel is a privilege and should further the mission of the Institution. As a 501(c) 3 non-profit organization, Meharry Medical College has a fiduciary responsibility to ensure that its resources are expended in a prudent and efficient manner. 

Travel expenses (including per diems) that are reimbursed following the IRS accountable plan rules are not subject to income or employment taxes. There must be a business connection for the expense and the expense must follow the College’s policies. There should be a good accounting for the travel expenditures. 

Expenses for entertainment during travel must be directly related to, or associated with the active conduct of official College business. When a College employee acts as an official host, the occasion must, in the best judgment of the approving authority, serve a clear College business purpose, with no personal benefit derived by the official host or other College employees. In addition, the expenditure of funds for entertainment during travel should be cost effective and in accordance with the best use of College funds.

A significant amount of travel expenditures are funded by Government grants and contracts. Travel policies should be consistent (based on College’s policies) between restricted and unrestricted funds.

Reasons for the Policy

This policy establishes guidelines that provide for the reasonable needs of Meharry Medical College (MMC) travelers and controls expenditures consistent with the requirements of funding, regulatory agency guidelines, and best business practices. The policy also ensures that all employees, students, and non-employees, traveling on behalf of the College have a concise understanding the policies and procedures for business travel. Meharry's Department of Finance is the responsible office for this policy.

You can view the full policy to the right or by clicking here