Montgomery County Travel Policy
Basis for Reimbursement
Montgomery County will reimburse its employees for travel in accordance with the State of Tennessee Department of Finance and
Administration's Comprehensive Travel Regulations, which are incorporated herein by reference, with the following provisions:
References to "state business" shall be interpreted as "Montgomery County business".
References to the Commissioner of Finance and Administration and divisions of the Department of Finance & Administration (e.g., the Budget Office,
Division of Accounts, etc.) in the roles of developing, interpreting, reimbursing, and enforcing travel regulations shall be interpreted as the Director
of Accounts & Budgets and the Department of Accounts & Budgets respectively.
Special provisions for Department Heads and Board Members shall apply only to the County Mayor and County Commissioners; special provisions for Travel to Promote the State of Tennessee shall apply only to travel to promote the County by the Mayor or his specified designees on a trip-by-trip basis.
Reimbursement of per diem rates for travel within the State of Tennessee shall be at the rates published in the State travel regulations.
Reimbursement of per diem rates for travel outside the State of Tennessee but within the continental United States shall be at the
Federal CONUS rates.
Click on Per Diem Rates in the left column, select the appropriate federal fiscal year from the drop-down menu, and click on the state(s) you travel to. The CONUS per diem rates for the state as a whole, and for major destinations in the state, are shown.
Official travel outside of the continental United States must be preapproved by the Department of Accounts and Budgets. Reimbursement shall made according to the Department of State's web site.
Allocation of per diem rates between meals and incidentals for travel outside Tennessee shall be made according to the
federal allocation table.
The reimbursement rate for Montgomery County employees who provide their own transportation for traveling in the performance of their duties is the state rate or the rate permitted by a grant that is funding the travel. Each department and elected office is responsible for keeping travel expenditures within its travel budget. Claims for reimbursement of mileage expenses must be submitted on an Official Mileage Claim Reimbursement Form (viewable in both PDF and Excel format.)
Reimbursement Procedures
Claims for reimbursement of travel expenses must be submitted on an Official Expense Form (viewable in both
PDF and
Excel format). Claims for reimbursement of travel expenses should be submitted no later than (30) days after completion of travel. The claimant and department head must sign claims for reimbursement. All receipts must be original unless a state or federal agency is reimbursing for the travel and they require the original receipt, then it will be permissible to submit a photocopy with an explanation to support your claim.
Reimbursement shall not be claimed for expenses incurred by traveling to and from a place of residence to official workstation, unless
attendance at meetings or work sessions, after regular working hours, is necessary.
Only goods and services directly related to the purpose of the trip should be entered on expense reimbursement forms; do not use the
form to request reimbursement for non-travel-related supplies or materials.
Approval and Effective Date
Approved by the Budget Commission August 1, 2005, and effective immediately.
Montgomery County Travel Policy adopted August 1, 2005 (Adobe Acrobat PDF)