etsu travel policy

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East Tennessee State University

www.etsu.edu/

East Tennessee State University is a fully accredited, public institution and member of the Tennessee Board of Regents universities. The faculty, staff and students take pride in creating an extended family and learning environment responsive to the university’s mission of educating students to become responsible, enlightened and productive citizens. There are 645 instructional full-time faculty members, and over 75 percent hold terminal degrees. The student to faculty ratio is 20:1 in undergraduate classes. ETSU offers a four-year bluegrass and country music degree program, the nation’s only master’s in storytelling program, and centers of excellence in Appalachian studies and services and advanced visualization laboratory. The astronomy observatory and main library, ample computer access across the campus and in dormitories, and multimedia classrooms ensure access to modern teaching and research facilities. A wide variety of intercollegiate, intramural and recreational sports activities are also available.

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ETSU is located along the western edge of the Blue Ridge Mountains in Johnson City, Tennessee. The Tri-Cities (Johnson City, Kingsport and Bristol) area is consistently rated by national publications as one of the most desirable places to live, as well as one of the safest regions in the United States. Just minutes from the beautiful 350-acre campus you will encounter Tennessee Valley Authority lakes, the Appalachian Trail, ski slopes, mountain rivers, and abundant opportunities for outdoor activities and historical site visits.

ETSU has an International Success Specialist, Brittany Brooks, who can help provide information on airport pickup options and host family programs. We highly encourage contacting Brittany several months before departure, as these programs are first-come-first-serve: [email protected]

https://www.etsu.edu/honors/international/new-students.php and click the "International Student Success Tab"

Johnson City, Tennessee, United States

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COVID-19 Return to Work/School Protocols

Covid-19 protocols.

At East Tennessee State University and ETSU Health, we are committed to providing a safe environment for our learners, faculty & staff, and patients.

We have adopted and implemented COVID-19 protocols based on guidelines from the Centers for Disease Control and Prevention (CDC). These protocols are subject to change as CDC recommendations and guidelines are updated.

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Advisory Details

Beginning on Friday, January 5th at 12 noon, the WESTBOUND travel lane and all parking along this WESTBOUND portion of South Dossett Drive between Beller Drive and Jack Vest Drive will be closed for construction. This closure of travel lane and parking will have the most impact to Lucille Clement Hall, Ernest House, and Wilson-Wallis Hall.

Parking spaces along Beller Drive between South Dossett Drive and the Data Center will no longer be available as of this date.

In addition, DeRosier Drive and Beller Drive will no longer be through-streets to South Dossett Drive from David Collins Way.

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Travel policy (2.11, pdf).

University policy managed by the Office of Business and Finance

View procedure section of current policy in ADA Accessible Excerpt
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TR02 Penn State Travel Policy

Policy status: , policy steward: .

This policy is designed to aid University employees in the planning and settlement of their travel when traveling on behalf of the University.

Exceptions and Special Considerations
Traveler / Approver Roles
Travel Sources
Transportation
Other Expenses and Receipts
Foreign Travel
Payment Methods
Non-Employee Travel
Combining Business and Personal Travel
Travel Settlement
Further Information
Cross References
Most Recent Changes
Revision History and effective dates

OVERVIEW Print Section

Business travel creates unique issues relative to other aspects of the workplace. Those who travel on behalf of the University hold a position of trust and responsibility. They work independently, represent the University to the outside community, and are authorized to spend University funds for travel. In contrast to this independence is the need to be accountable for spending University and public monies, which requires that the traveler:

demonstrate integrity in making travel plans, especially in clearly separating costs for travel related to outside business interests or personal travel;
accept responsibility to assure that travel costs are reasonable in the eyes of the University's various stakeholders, and to charge expenses to University accounts accordingly;
expect that all travel expenses will be scrutinized and possibly disallowed if unreasonable or unallowable.

Clearly, the traveler must avoid extravagance. The budget and financial approvers will find that the traveler's latitude in making decisions is to be respected provided that the expenses incurred are allowable under policy and/or compliant with regulations applicable to the funds to which the expenditure is being charged. However, if upon review, expenses incurred by a traveler are deemed unreasonable (even if not specifically outlined in policy) or unallowable, the traveler may not be reimbursed or may need to make restitution to the University for those costs deemed to be unreasonable or unallowable.

The personal safety of the traveler, the wise use of the traveler's time, and the practical aspects of the itinerary are all to be considered in the determination of travel plans. Travel must be planned to ensure University funds are spent prudently, and travelers must exercise care to avoid impropriety.

Consistent Application

Travel expenses are to be reimbursed uniformly throughout the University. This policy applies to all University employees, students, guests, and visitors whose travel is paid by the University. Adaptations needed to meet unique situations will be permitted if consistent with the prevailing principles that no unnecessary cost is to be charged to a University budget, that no personal costs are to be paid by a University budget, and that the adaptation does not contradict any provision within this policy.

The University assumes no obligation to reimburse employees, students, and non-employees for expenses that do not comply with the principles of this policy. Expenditures that do not comply with the University travel policy will be the obligation of the traveler. Additionally, travelers who continually misuse or circumvent the principles of the policy will be subject to additional requirements for documentation and restricted use of any Penn State Purchasing Card privileges.

Required Standards for Compliance

This travel policy complies with the requirements of the many entities served by Penn State. The standards to be met include those of the Internal Revenue Service (IRS) and of federal, state, and non-governmental sponsors. Excerpts from several of the governing regulations are referenced throughout the policy.

IRS Accountable Plan

For travel reimbursement to be excluded from a traveler's taxable income, the traveler must comply with the requirements of the SAP Concur .

Reimbursement for meal expenses when no overnight travel is involved requires that the meal reimbursement be reported to the IRS as taxable income to the employee unless sufficient University business is conducted during the meal to satisfy the requirements for a business group meal or meeting. A business group meal or meeting must have a clearly defined University business purpose and be reported on a business group meal form.
The IRS requires that any advance outstanding for more than 60 calendar days after completion of a trip is taxable as income to the traveler.

Office of Management and Uniform Guidance 2 CFR 200

2 CFR Part 200 - UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS, also referred to as the Uniform Guidance establishes principles for determining costs applicable to grants, contracts, and other agreements with educational institutions. All federal agencies that sponsor research and development, training, and other work at educational institutions shall apply the provisions of the Uniform Guidance in determining the costs incurred for such work. The Uniform Guidance 2 CFR 200.474 addresses travel expenses specifically and this policy is designed to comply with the required standards. An individual's travel can only be paid on a federally-sponsored award if the participation of the individual is necessary for the award and the costs are a direct results of the individual's travel for the federally sponsored award. Documentation should be maintained clarifying why the particular person is traveling, why the travel is necessary and how it benefited the project.

It is possible that the specific terms and conditions of an agreement will be more restrictive than the Uniform Guidance 2 CFR 200 cost principles. It is important for the traveler to review the terms and conditions of each agreement before a trip. If there is a question concerning the allowability of the trip, the traveler must contact the Financial Officer or Research Administrator for guidance.

Export Control

All University employees must comply with U.S. laws and regulations when traveling internationally on University business, including all U.S. laws and regulations governing the export of controlled materials, software, technology, data and services. It is recommended, therefore, that an export review be obtained prior to commencement of any international travel. For international travel in support or furtherance of a sponsored research effort, whether or not such travel is reimbursed directly under a sponsored research restricted account, an export review may be obtained by contacting the Office of Sponsored Programs ( [email protected] ). For all other international travel, an export review may be requested from the University Office of Export Compliance ( [email protected] ). No export review is required for employees traveling internationally on personal vacation or attending conferences or other events solely at their own personal expense. However a review is required if the University or any third party contributes to funding any costs associated with the travel, including, but not limited to, salary reimbursement, travel expenses or incidental expenses. Failure to comply with any applicable U.S. Export Laws and Regulations may result in personal civil and/or criminal liabilities for the traveler, up to, and including, debarment, fines and/or imprisonment.

Fly America Act

U.S. law, 49 U.S.C. 40118, known as the Fly America Act , requires travelers whose air travel is being financed by the U.S. government to use U.S. flag air carrier service for all international air travel when available. The Federal Travel Regulations Sections 301-10.131 through 301-10.143 define U.S. flag air carrier service and provide exception criteria for the use of non-U.S. flag air carrier service. See the "Foreign Travel" section of this policy for further details.

Immigration and Visa Regulations

International visitors require special processing of permits in order to comply with federal immigration and IRS requirements. All visitors must complete a Non-Employee Information Form PRIOR to travel. The University is not permitted to reimburse non-citizens that cannot document compliance with federal immigration and IRS Visa requirements. See " Non-U.S. Citizen Payment Guidelines " for more information.

Assistance with these issues is available from the Office of Human Resources , the Office of Global Programs , Accounting Operations , and the University Tax Manager .

Entertainment

Entertainment expenditures are prohibited except in the most unusual circumstances. To qualify for reimbursement, entertainment expenditures must be clearly identified by the designated Budget Executive to be in the best interest of the University and may only be charged to unrestricted miscellaneous funds.

Under no circumstances is it permitted to entertain U.S. government employees, as such is prohibited by federal law.

Charging Travel and Related Business Expenses Directly to the University

No one is authorized to have travel and related business expenses directly billed to the University other than Procurement Services, and Purchasing Card users. Only a duly authorized University official may sign travel-related agreements or contracts.

Commuting and Places of Work

Commuting to work from one's home is not classified as business travel, and is not normally eligible for reimbursement. If an employee is assigned to two customary places of work in one day, the transportation to go directly from the first place to the second may be reimbursable at the budget administrator's discretion. Requests for reimbursement for permitted local travel should be managed through a log detailing local trips and should only be submitted when total reimbursement is $25 or more or when mileage incurred during a fiscal year must be settled for year-end closing processing. Budget administrators have the authority to limit local mileage reimbursement.

Point of Origin and Final Return for Travel

The IRS provides standards that define the beginning and end of business travel. These standards are useful in determining whether mileage from one's home or office is to be used when reporting mileage for reimbursement.

The traveler's home or customary workplace, whichever is last visited before commencing the trip, shall be used as the point of origin when computing transportation costs while on travel status.
The traveler's home or customary workplace, whichever is first visited after completing the trip, shall be used as the point of final return when computing transportation costs while on travel status.

NOTE: Travel status assumes that the employee has an overnight stay. If an employee travels from home to another location, and then continues on to their primary work location during the day, only the additional mileage incurred beyond the normal commute is reimbursable.

Long-Term Travel

In cases of an extended travel stay in one location, it may become financially advantageous to the University for the traveler to procure alternative living arrangements to hotels and restaurant meals. In this case, actual expenses may be used instead of CONUS meal per diems and OCONUS meals and lodging per diems. With the approval of a traveler's Budget Administrator and Financial Officer, it is permissible for a traveler to procure long-term living arrangements based on actual expenses that would not exceed the per diem allocation.

Continual Travel

Employees who need to travel on a continuous basis (such as Agricultural Extension Educators) or on extended travel may settle their expense accounts every 30 calendar days. The traveler must work with the Financial Officer to justify the need, arrange for funds to be provided, and handle any special arrangements that may be required for reimbursement.

Travel Compensated by a Third Party

When Penn State travel is combined with non-Penn State travel, the employee is responsible for documentation to show that Penn State did not incur any costs greater than what would have been incurred if only the Penn State portion of the travel had occurred. If a third-party offers to pay for shared travel costs, such as airfare, the employee should accept such reimbursement on behalf of the University, even if no additional cost was incurred. The goal of the employee should always be to minimize the cost to the University, especially when combined with non-Penn State business travel.

In addition, if the trip includes both Penn State and non-Penn State business travel, costs need to be appropriately allocated for the non-Penn State business portion of the trip. Penn State will not pay or reimburse for travel costs incurred for non-Penn State business travel, including private consulting, which produce incremental costs beyond those required for the Penn State portion of the trip. The employee must provide documentation showing how the total trip breaks down between Penn State vs. non-Penn State business (for example, by days) to assure appropriate allocation. Financial Officers have the authority to request additional detail as needed to assure that Penn State does not incur any incremental costs over and above those that would have been paid for the Penn State business trip alone.

Any travel reimbursements received from a third party for a trip which is also being fully or partially reimbursed by Penn State must be reported in SAP Concur with adjustments, as appropriate, to the per diem and other travel expenses claimed. If an employee receives payment from a third party, it is the responsibility of the employee to get clear documentation from the third party regarding what the payment covers. If honorarium is received for conducting a program, and the University is paying for any of the associated travel costs, the amount of honorarium must be disclosed to the budget administrator, who has the authority to limit travel reimbursement paid by the University based on purpose of travel and compensation received.

Frequent Traveler Programs and Travel Clubs

Travel awards from airlines, hotels, car rental agencies and other providers earned while on University business may be retained by the traveler for future University travel or for personal travel. Travelers will not be reimbursed for their use of travel awards nor will they be reimbursed for memberships in travel clubs or special programs to obtain travel rewards. The selection of an airline, hotel, rental car, or other provider shall not be based solely on the traveler's ability to earn rewards from that provider. Any cost passed on by the vendor to the traveler for earning those rewards will not be reimbursed.

The TSA Registered Travel Service, and any related services to expedite airport security, will only be paid if there is a strong business justification which has been approved by the budget executive. These expenses are not permitted on general funds or federal funds and may only be paid from unrestricted miscellaneous funds.

EXCEPTIONS AND SPECIAL CONSIDERATIONS Print Section

There will be times when this policy does not provide specific guidance for a situation a traveler may encounter. The traveler's Budget Administrator and Financial Officer may determine proper guidance for that situation, as long as such guidance is consistent with the prevailing principles that no unnecessary cost is to be charged to a University budget, no personal costs are to be paid by a University budget, the expenses are reasonable, and the guidance does not contradict any provision within this policy.

The Office of Budget and Finance has the sole authority to grant exceptions to exceed the limits of this policy, and only after such a need has been reviewed by the Budget Administrator and Financial Officer. Travelers may request an exception using the Request for Travel Exception form, which must be pre-approved by the Budget Administrator and Financial Officer BEFORE submitting with the SAP Concur report.

TRAVELER / APPROVER ROLES Print Section

The traveler is granted permission to spend University funds and is obligated to be familiar with the policies governing such expenditures. A summary of traveler responsibilities is listed below:

Clearly state the business purpose of trip
Avoid impropriety or extravagance
Understand and comply with University and program sponsor's policies
Ensure expenses are clearly documented, accurate, reasonable, and submitted within 60 calendar days of trip completion. More restrictive deadlines may apply to sponsored funds travel. (See the “ Overview ” section of this policy for more information on sponsored funds travel.)
Certify that the traveler will not retain duplicate reimbursements for the same travel expense

Budget Administrator / Budget Executive

Approval of the Budget Administrator and at times the Budget Executive is required for payment of travel expenses. A summary of their responsibilities is listed below:

Verify the business purpose of the travel and that budgeted funds are appropriately spent for that purpose
Establish limit for a budget's contribution to overall cost of trip
Ensure that expenses are reasonable for the nature of the work
Ensure that expenses are charged to appropriate budgets
In cases of international visitors, verify each individual is eligible for reimbursement
Refer travel expenses for one's self or those of one's supervisor to a higher level approver

Financial Officer

Following approval of the Budget Administrator, the Financial Officer is responsible for the following:

Verify and review documentation
Verify compliance with University policies and sponsor regulations
Verify proper classification of object codes
Ensure availability of funds
Forward exceptions to Office of Budget and Finance

TRAVEL SOURCES Print Section

In accordance with University travel policy requirements, travelers must arrange their travel at the least possible cost to meet the business purpose of their trip. Travel service for the University have been contracted to Anthony Travel . Anthony Travel will provide full service travel as well as ticketing for the Travel OnLion booking tool for University business travel.

Anthony Travel supports Travel OnLion , an online booking tool and provides training, support and guidance for all University employees at all campuses wishing to use the online booking tool. Purchasing Services and Anthony Travel negotiate and administers travel-related contracts for employees' use. Travelers are able to book online using Travel OnLion, and may contact Anthony Travel for assistance in using the online tool.

Anthony Travel is also available as a full-service travel agency to assist with individual and group travel. Travelers may also use travel sources or airlines that support the University's travel requirements and goals, please note that tickets purchased externally are not accessible by Anthony Travel for assistance with changes in scheduling, reissuance, or problem solving. Should inquire about service fees, charges for travel itinerary changes, and services offered before using a travel agency or on-line service other than Travel OnLion or Anthony Travel.

The flexibility provided to allow the procurement of travel through outside agencies or directly through the desired airline also comes with more accountability for the traveler to assure that:

Airline costs are reasonable and lowest cost coach or economy
Demonstrate lowest cost coach or economy for any federally sponsored travel
NOTE:Comparison documentation shall be printed from Travel OnLion or obtained from Anthony Travel.
Fly America Act requirements are met as required for travel on federally supported funding

Airfare Booking Options and Services, available on the Travel website, provides guidance regarding the requirements for documentation for travel booked by sources other than Anthony Travel or Travel OnLion. More detail on booking airfare is also provided in the Transportation section of this policy.

NOTE: Package travel which does not delineate costs – flights/transportation/lodging/rental cars – must be submitted with comparisons to show that the total package cost is less than the costs if purchased separately. These packages may be unallowable on sponsored travel if not properly documented through comparisons at the time of booking.

MEALS Print Section

Per Diem for Meals and Incidentals

Meal expenses and any tips related to meals will be reimbursed via the meal and incidentals per diem. The claim for reimbursement should represent only those meals consumed and paid for by the employee while on business travel. The meal and incidental expense (M&IE) per diems established by the General Services Administration (GSA) of the federal government, and differentiates allowances by geographic location. The per diem schedule is available at the GSA site:

GSA CONUS Per Diem Rates

CONUS Breakdown of M&IE

First and last day of travel will be reimbursed at 75% of the per diem no matter what time the traveler departs or returns. This is the standard for US/GSA rules and applies to both CONUS and OCONUS travel. If a meal is provided on the first or last day of travel, the entire allocated meal cost will be deducted from the 75% M&IE rate.

As with any reimbursement request, a lesser amount may be claimed at the traveler's request. Travelers may indicate an amount to be entered into SAP Concur as a reimbursement reduction if actual costs for meals were less than that due based on per diem, but this is not required.

Meal Receipts

Meal receipts are not required and may not be requested by the department to support the claim for full- or partial-day per diem. This includes any individual meals paid on a purchasing card. These should be categorized as PCard Meal Expense and will be marked as non-reimbursable.

NOTE: Receipts are recommended to be retained by the traveler for purchasing card meals obtained at non-traditional locations, which may be considered goods and services purchases. This would include convenience stores, airport shops, and certain University venues whose primary classification may not be as a restaurant or eating place.

Itemized receipts are required for any meals being claimed for reimbursement as a business group meal.

Prorating Meal Per Diem

The need for prorating the meal per diem occurs when a traveler has some meals provided by a conference or host or, participates in a business group meal.

If meals are provided by a conference, host, or as part of hotel accommodations, then the meal per diem for that trip will be adjusted to correspond with the meals that were provided. See the meals and incidentals breakdown at GSA. In the event that all meals for a day are provided by a conference, a business group meal, or another source, no meal per diem can be claimed for that day. If the traveler has dietary restrictions for health or religious reasons that cannot be accommodated by the host or conference (traveler must take initiative to notify of such in advance), this must be documented and meal per diem may be claimed. However, the incidental per diem amount per day may still be claimed at the traveler's discretion. The incidental rate does not vary between domestic locations.

Travel throughout the day could put the traveler in several places with differing per diems. Traveler is eligible for the meal per diem in effect for the location of the last work activity rather than the location where he or she spends that night, per GSA guidelines.

One-Day Travel Status

Reimbursement for meal expenses when no overnight travel is involved requires that the meal reimbursement be reported to the IRS as taxable income to the employee unless a business purpose is stated for the meal and a list of attendees is supplied. Meal per diem reimbursement will be based on destination and will be at 75% of the full per diem for one-day travel. Even if a traveler leaves one day and returns after midnight of the next day, one-day travel status applies unless the traveler has incurred overnight lodging.

Business Group Meals

Policy FN10 Other Business Expenses and Activities provides full detail on University-sponsored events, under which business group meals while on travel fall. Business group meals are those taken with guests, colleagues, or donors during which focused business discussions take place. The cost incurred for business group meals must be prudent, reasonable, and in the best interest of the University. Business meals with vague, unfocused purposes are not eligible for reimbursement. Expenses for partners of University employees in attendance at business group meals or meetings are not approved from general funds and are only permitted on unrestricted donor funds if there is a University business purpose for the partner's presence. The documentation supporting a business group meal must include the names of those attending and the purpose of the meal. Itemized receipts are required for all business group meals.

Alcohol Restrictions

For business group meals, alcohol may only be charged to unrestricted donor funds with appropriate approval, and generally only at events involving guests and donors. Alcoholic beverages may only be purchased on unrestricted donor funds or restricted funds which specifically permit the purchase of alcoholic beverages. See Policy FN10 Other Business Expenses and Activities for more details regarding business group meals, including restrictions on the purchase of alcoholic beverages.

Per-Person Maximum and Employee-Only Business Group Meals

The cost per person for a business group meal charged to general funds may not exceed the established full day meals & incidental expense per diem for that location per GSA Per Diem Rates . Amounts that exceed this per diem limit and any alcohol purchased must be approved by the senior officer of the unit as an exception, and may only be reimbursed from an unrestricted donor fund. Events involving only employees and/or students are not permitted to provide alcoholic beverages purchased from University funds, with certain limited exceptions. Business group meals attended by University employees only and paid from general funds must be x-coded. See Policy FN10 Other Business Expenses and Activities for more detail.

Hosting Obligations

The employee hosting the business group meal must complete a business group meal form listing those in attendance, the specific business purpose, and the date, cost, and location of the meal. This data is submitted electronically when utilizing SAP Concur. An itemized receipt is required for business group meals to verify the cost per person, and to ensure any alcohol purchased is properly charged to an unrestricted donor fund.

When in travel status, the traveler who attends a business group meal must adjust the meal per diem request to correspond with the meals provided. Only the employee who paid for the group meal is eligible to be reimbursed for the cost of the group meal.

Meals with Other Employees When All Are on Travel Status

When several employees are on travel status and dine together, the fact that they are dining together does not constitute a business group meal and should not be paid as a business group meal (all attending should pay their share). Since each employee is on travel status, each would have a per diem available and will be reimbursed accordingly. The purpose of the meal in this case is not to conduct business, and is not a business group meal.

LODGING Print Section

Guidelines for Lodging

Lodging expenses must not exceed the single occupancy rate unless two or more employees are staying in the same room. Staff, faculty, or students who are spouses/partners, immediate family members, or of the same sex may be asked to share a room, provided a separate bed/cot is available for each individual in the room. The University does not expect nor does it condone University staff, faculty, or students sharing a bed while on travel sponsored in whole or in part by the University (Spouses/partners are excluded if they so choose.).

Lodging Receipts Required

Reimbursement of lodging must be supported with receipts. The receipt must state the amount of the charge, the date, the name and the location of the establishment, and an explanation of the charge. Express checkout service, where the hotel bill is placed under the guest's door on the morning of departure, is an acceptable receipt if the traveler has reviewed it and the above requirements are stated. Charges for lodging, meals, phone calls, parking or other services must be itemized. Personal expenses charged to the hotel bill such as in-room movies, laundry, mini-bar service, grooming, or exercising expenses are not allowable and are not eligible for reimbursement.

Travelers may use services such as Airbnb, but a detailed receipt is still required for reimbursement, so travelers are encouraged to check that such receipts are available before booking through these services. The email received at the time of booking which confirms nightly booking rate, any cleaning fees, and the service charge can be used as the receipt documentation. It is important to note that the University must not be the contracting party for any agreements (electronic or otherwise) with services such as Airbnb; instead, the agreement must be between the service and the individual since it is the individual choosing this method of service, and the individual is responsible for any and all liability associated with the use of such services.

Conference Hotels

For conference travel it is appropriate to stay at the hotel hosting the conference, assuming that the daily rate is reasonable. Reasonableness would be determined by comparing relative cost, convenience, safety, the reduced need for taxi or rental car, and the ability to interact with other conference attendees.

Online Hotel Booking

With the use of online hotel booking, it is not always possible to obtain a receipt from the hotel one has booked online. In this case, the hotel did not contract for payment with the guest but with the online booking company. Therefore, the hotel has no receipt to provide to the guest. The online receipt printed when the hotel is booked will serve as an acceptable receipt provided it reflects the dates of the traveler's stay, the location, and the amount charged.

Package travel which does not delineate costs – flights/transportation/lodging/rental cars – must be submitted with comparisons to show that the total package cost is less than the costs if purchased separately. These packages may be unallowable on sponsored travel if not properly documented through comparisons at the time of booking.

Deposits and Cancellations

Some hotels require a deposit equal to one or more night's lodging to be paid at the time a reservation is made. In this event, the traveler's credit card may be charged months in advance of the travel. This deposit may be paid with the Purchasing Card, or with the traveler's personal credit card. If the Purchasing Card is used, the traveler must provide supporting documentation with the submission of the paperwork for the Purchasing Card. If the deposit is paid with personal funds, the traveler may seek reimbursement from the University, which will be paid as an advance against the trip. When the traveler settles his or her account at the end of the trip, the amount of the advance will be applied to the reimbursement due.

When a reservation will not be needed, it is the traveler's responsibility to cancel it. The traveler will not be reimbursed for any charges or fees assessed due to failure to cancel a reservation unless there are circumstances beyond the traveler's control. Such circumstances must be noted in SAP Concur .

Lodging in a Private Residence

In the event a traveler lodges in a private residence in lieu of a commercial establishment, the traveler is eligible for a reimbursement of actual expenses not to exceed $25 per day. Recognizing that the University will save substantially from reduced lodging expenses, this reimbursement is intended to facilitate this choice. The traveler is required to provide the name and address of the residence in which he or she stayed. This is only available for employees while on travel status and is not intended in situations where an employee is lodging with another employee at their residence. This reimbursement is also not available when the residence is owned by the traveler.

This type of reimbursement is ONLY for employees and is not an option for non-employee travel.

TRANSPORTATION Print Section

Transportation must be arranged at the least possible cost to meet the business purpose of the trip. University travelers are required to comply with the rules of a number of sponsoring agencies, and transportation is a particular focus of those regulations.

Choice of Transportation

The choice of flying versus driving is influenced by distance, time, cost, and one's preference. When flying is the economical choice but one chooses to drive and the round trip mileage is 750 miles or more, the reimbursement may not exceed the cost of the lowest available air transport for the same points of origin and destination. The traveler must provide appropriate price quotes from either Travel OnLion or an acceptable travel agency, obtained at the time of the decision to drive vs. fly, to document the appropriate airfare for comparison.

When travel by car or train rather than flying extends the length of travel, one night's lodging and one day of per diem, equivalent to a reasonable travel day, may be reimbursed for the trip in each direction. If circumstances warrant additional reimbursement, the traveler should discuss the situation with the responsible Budget Administrator and Financial Officer. The goal of this provision in the policy is not to require travelers to fly against their will, but to ensure that expenses for the longer trip are not incurred unnecessarily. If the traveler is unable or unwilling to fly, then special arrangements must be negotiated.

Airfare is to be purchased at the lowest available commercial economy fare that meets the business purpose of the trip. When multiple coach fares exist, the lowest available commercial economy fare must be selected. If the traveler has doubts about the suitability of his or her plans, advice must be sought from the Financial Officer before purchasing the tickets. The purchase of upgraded business or first-class airfare requires written approval from the Associate Vice President for Budget and Finance in advance of the purchase, with the following exceptions:

Any costs exceeding this amount must be pre-approved before booking and the difference in cost must be charged to unrestricted gift funds.
Receipts are required.
NOTE: Time relates to a single flight. A trip involving 3 segments, with flying times of 2 hours each would not qualify for the $250 maximum because the flight durations are all under 4 hours. Even though total flight time is 6 hours, the time for each segment is used as the basis for the cost.
Only the cost of economy or coach can be charged on sponsored awards.
If comparison airfare is not obtained at the time of booking, the entire cost must be paid on unrestricted gift funds.
Unrestricted gift funds are limited and generally controlled by the budget executive, who may require pre-approval before booking business class.

Medical exceptions for upgraded travel will be granted based on receiving a valid statement from a medical professional and generally require renewal annually. These must be forwarded through the Financial Officer to the Associate Vice President for Budget and Finance for review and approval prior to travel. Additional costs incurred must be charged to unrestricted gift funds based on a comparison of the cost for economy or coach class.

If the traveler purchases airfare and flies from another airport, other than the one closest to the person's primary work location, and the change in location results in incurring and claiming additional travel costs to reach that airport, comparison costs for flying from a closer airport are needed, unless the cost per person (for those traveling for business purposes) of the additional travel costs to reach the airport are $50 or less (roundtrip).

Booking Airfare

Travelers have several options for booking airfare. Use of Travel OnLion is NOT required. Refer to the Airfare Booking Options and Services table, which provides a consolidated view of the options available and the requirements for each.

Booking Airfare with Travel OnLion, the University’s Online Booking Tool

As an available option to travelers, the University Department of Purchasing Services provides an online booking tool, “Travel OnLion”, which complies with the required standards of the Uniform Guidance. The use of Travel OnLion for air transportation meets the contractual obligation to provide the traveler with lowest available airfare and is accepted by the governmental audit agency. Therefore, when flights are booked with Travel OnLion, no comparison documentation is required, even if the travel is federally sponsored.

Booking Airfare With External Travel Sources

University employees are permitted to purchase the lowest available commercial economy airfare from external sources, with documentation required as follows:

FEDERALLY FUNDED TRAVEL: If the airfare will be charged to federal or federal pass-through grants or contracts, comparison documentation showing that the fare obtained was reasonable is required. This documentation can be obtained by printing out comparable and contemporaneous fares from Travel OnLion at the time of purchase, as comparative data. If the comparisons show that the fare obtained was higher than the documented comparison fares, the traveler will be reimbursed at the comparison fare based on the information available at the time of comparison or the cost of the airfare from the external source, whichever is less.

NON-FEDERALLY FUNDED TRAVEL: If the cost of the airfare is $1000 or less, no comparison documentation is required, unless business and personal travel are being combined (See Combined Business and Personal Travel Section). For airfare costing more than $1000 per trip, travelers should print comparison airfares from Travel OnLion at the time of purchase to provide the documentation that the purchase price is reasonable. Final determination if the cost of a flight is reasonable and can be appropriately charged to restricted or general funds lies with the Financial Officer. If the airfare cost does not appear to be reasonable (especially in situations where the cost is higher than others traveling to the same destination) and/or comparable fares are lower, the difference in price may either be charged to an unrestricted gift fund, or not reimbursed to the traveler.

The purchasing card can be used to purchase airfare or the traveler can choose to use a personal credit card for their individual airfare.

NOTE: When booking airfare through an external travel source, Travel OnLion Staff will not have access or authorization to assist with any changes in flight times, destination, or adjustments to the ticket in any manner. In addition, travelers need to be aware that booking trips with multiple carriers carries a higher risk for travel interruption, lost baggage, and difficulty in obtaining refunds than booking through a single carrier, where possible. In addition, reusing an unused ticket involving multiple carriers requires that all carriers be utilized on the new reservation, which can be very difficult.

When travel requirements arise during international travel, it is permissible for the employee to purchase air travel without comparisons if the traveler believes the fare is reasonable. The traveler must provide an explanation as to why it was necessary to purchase airfare during the trip rather than prior to departure.

Travel Packages

Use of travel packages is discouraged because of the lack of detail regarding the various components of travel (airfare, lodging, transportation). There may, however, be occasions when a travel package consisting of airfare and hotel will result in a lower overall cost than booking each item separately. In that case, package travel which does not delineate costs – flights/transportation/lodging/rental cars – must be submitted with comparisons to show that the total package cost is less than the costs if purchased separately. These packages may be unallowable on sponsored travel if not properly documented through comparisons at the time of booking.

When a travel package includes a rental car, there must be a demonstrated need for the car, and the car rental agreement must meet the insurance requirements of our car rental policy. If a car is not needed, then the package price should be compared to the price for individually purchased air and hotel.

Consolidator Tickets

A consolidator ticket is an international ticket sold by a wholesaler at below-tariff costs. Although consolidator tickets may be lower priced, they carry more restrictions regarding changes and cancellations. Travelers should be aware of these restrictions prior to purchasing a consolidator ticket. They should weigh the potential savings with the risk of these added restrictions.

Unused Tickets

When a trip is postponed or cancelled, the original priced itinerary sent by the travel source should be retained. In addition, it is recommended that the employee notify the travel source of the unused ticket so that it can be placed in the traveler’s profile for later use (if that service is offered).

Note: Most airline tickets are valid for reissue by the same-ticketed traveler provided the trip is cancelled prior to the date and time of departure. Otherwise, the ticket has no value for future travel. Rules for reissue vary from airline to airline and fare to fare. Travelers need to understand the rules related to the particular booked airfare. In some situations, especially where travel is tentative, the traveler is advised to consider the rules regarding reissuance as a cost of the travel. Travelers should consult with whatever travel source booked their trip to understand any unique rules that apply to their particular transaction.

The charge to the University general funds budget from the initial transaction will stand when a ticket is not used. If the charge is to a restricted account, special terms and conditions may apply, and should be discussed with the Financial Officer or Research Administrator to determine allowability.

If the ticket is eventually used for another trip, a reissue fee and any increase in airfare will be charged. Unused refundable tickets may be fully refunded, or reissued at the current applicable fare.

This policy addresses the standard rules of cancellation and reissue. Travelers should consult with whatever travel source booked their trip to understand any unique rules that apply to their particular transaction.

Itinerary Change Fees: When a traveler changes airline travel reservations and incurs itinerary change fees, a valid business reason for the change to the itinerary must be provided as substantiation for the charges. The traveler must contact the Financial Officer to determine whether or not additional fees due to such changes may be directly charged to restricted or general fund accounts or if the additional costs must be charged to unrestricted funds. Change fees incurred for personal reasons will not be reimbursed.

Luggage Charges: The University will reimburse for the first checked bag. Additional luggage charges (second checked bag or overweight) will not be reimbursed unless there is a reasonable business explanation for the charges. Receipts are required for reimbursement of baggage handling fees.

In-flight Internet: The University will reimburse for this service if the employee is required to conduct business during the flight.

Other Fees: The University will reimburse for any fees charged by the airlines which can be substantiated as business-related. Charges for food or beverage services are NOT reimbursable as those charges would be covered by the per diem meal allowance.

The University will reimburse the cost of train fare. Receipts are required. Reservations may be made at the option of the traveler. Should a sleeper car be requested, the Budget Executive must provide approval, since the sleeper car is considered an upgrade in travel accommodations.

Sea - Ships and Boats

The University generally will not reimburse for travel costs related to seminars and conferences offered on-board cruise ships. Reimbursement for the costs of cruise travel is taxable to the employee. Travel aboard a cruise ship must be pre-approved by the budget executive and the Office of Budget and Finance and the amount reimbursed must be submitted to Payroll for tax purposes at the conclusion of the trip.

NOTE: Charter Travel is addressed below.

Local Subway/Metro/Bus

Use of local transportation, such as subways, metros and buses, is often economical, but receipts are not generally available given the use of electronic cards, tokens, and debit cards. Receipts are not required for use of local transportation, and the expense is not to be considered as a miscellaneous expense.

Taxis and Shuttles

Taxis and shuttles used for business purposes are eligible for reimbursement, and receipts are generally available and should be obtained. Tips/gratuities for taxi or shuttle service should be indicated on the receipt and are reimbursable as part of the cost of the taxi/shuttle. If receipts are not provided, then the expense must be categorized as miscellaneous and subject to the $5 per day provision for miscellaneous expenses.

Travelers may use other services such as Uber, but receipts are still required to be reimbursed. Travelers need to be aware that there is no guarantee of safety when using such services.

Guidelines Applicable to All Drivers

Any licensed vehicle used in the commission of University business may only be driven by a University employee, regardless if the vehicle is owned by a University department, University Fleet Services, a commercial car rental agency, or an individual. All drivers must be 21 years or older, and hold a valid driver's license issued by a state of the United States or by a province of Canada. Students (including college work-study students) are normally not permitted to drive University-owned vehicles; however, they as well as family members may act as relief drivers when accompanying a faculty or staff member on a long (4 hours or more each direction) trip. In the case of a rental vehicle, the relief driver must be properly insured for the vehicle being driven. A student can only serve as a driver for University business (other than a relief driver as described above) if they meet the requirements above AND if they are acting as an employee as part of the trip and driving a vehicle is part of their University job description. Employees under the age of 21 may only drive University vehicles if:

They have documented completion of a University-sponsored driver training program during the time of their University employment;
Their Motor Vehicle Record has been checked by OHR and found to contain no moving violations; AND
Driving is a significant responsibility of their approved job description.

Accident Reporting

Any accident involving a vehicle (owned, leased, rented or personally-owned) driven on University business, must be reported by the driver to the Office of Risk Management within 24 hours, using the Vehicle Accident Report Form . If a rental or personally owned vehicle is involved in an accident while used on University business, no matter how minor, it must be reported to the Office of Risk Management. The Vehicle Accident Report Form may be found in the visor pack of fleet-serviced vehicles. For other vehicles, a copy of the form can be accessed from Office of Risk Management website.

If the driver is involved in an accident in which someone is injured or killed, or if any vehicle is damaged to the extent it cannot be driven, the driver must immediately notify the local or state police. In the event of a serious injury or a fatality, please call the Office of Risk Management at 814-865-6307 . If an accident occurs as a hit-and-run incident in which the other vehicle leaves the scene, police must be notified at the time the driver becomes aware of the accident.

The cost for renting a GPS unit as part of a rental vehicle is reimbursable if there is a business purpose which clearly indicates a need for such a device, such as travel to multiple locations in an unfamiliar location. Generally, GPS units would be not reimbursed for conference travel, where adequate directions to reach hotels are provided and shuttle services are available for use. Departments have the authority to determine that GPS units are not appropriate expenditures.

Reduced rental costs for GPS units are part of the Big Ten contract with National Car Rental and are available at the time of reservation or rental.

Parking fees will be reimbursed if receipts are provided. If no receipts are provided, parking expenses must be categorized as miscellaneous subject to the $5 per day provision for miscellaneous expenses.

If the employee incurs long-term parking charges through services such as ParkMobile, a receipt may not be available. In those situations, other documentation will be accepted.

Hotel Parking

Many hotels charge separately for parking. Valet parking is often the only option offered and is also the safest choice to the person unfamiliar with the city. It is not recommended that the traveler attempt to find alternative city parking to avoid hotel rates or valet parking. The traveler is asked to use judgment to assess his or her choices, and determine the best choice available factoring in safety, security, and convenience.

Tolls are eligible for reimbursement, and receipts are not required. The traveler may be required to provide an explanation of the tolls incurred.

Traffic Violations, Parking Fines, and Towing

All fines and penalties resulting from operation of a vehicle are the responsibility of the driver. No reimbursement will be made for payment of fines and citations, or resulting towing expense.

Travelers should obtain transducers/transponders with rental vehicles to avoid fines for non-compliance with automated toll stations. More detail is available from Travel Services – see section on Toll Booths. Fines for "running" toll stations will be considered a personal expense.

University-Owned Vehicles (Departmentally Owned or Fleet)

Any vehicle used in the commission of University business may only be driven by a University employee, regardless if the vehicle is owned by a University department, University Fleet Services, a commercial car rental agency, or an individual (see “Guidelines Applicable to All Drivers"). The University retains the right to periodically check drivers' motor vehicle records and establish criteria to exclude employees from driving on business.

Vans for 15 or More Passengers

As outlined in Policy BS20 University Vehicle Operations or Use , large passenger van usage requires that the University employee be 25 years of age or older, or possess a valid commercial driver's license (CDL), and successfully complete two (2) WEB-based training and testing modules (accessible at the Penn State Large Passenger Van Training website).

For safety reasons, the University has instituted the following requirements:

A maximum of fifteen (15) passengers is authorized.
Seatbelt use is mandatory for all passengers.
Luggage or items may not be stacked higher than the bottom edge of the windows.
Large Passenger vans are not authorized for towing purposes.
No materials may be carried on the vehicle roof.

Overnight Use of University Vehicles

University vehicles are not to be parked at an employee's home overnight. Exceptions may be granted if the vehicle will be used for an early departure (prior to 7:00 a.m.) or a late return (after 7:00 p.m.) and/or the individual would reduce driving time to or from the final destination by taking the vehicle home the evening before or returning it the next day. Exceptions must be approved by the Budget Administrator whose budget will incur the University-owned vehicle charge (or the Budget Administrator's immediate supervisor if the Budget Administrator is the one using the vehicle). Even if an exception is granted, the vehicle cannot be used for personal use.

Insurance for University-Owned Vehicles

The University maintains liability insurance on its vehicles (includes departmental, college, and campus-licensed motor vehicles) as required by the Pennsylvania Financial Responsibility Act. Vehicles are covered while operated in the United States and Canada.

Rental Vehicles - Not Through Fleet Services

Rental vehicles may be used when the overall cost of the rental is less than the cost of other reasonably convenient means of transportation, such as taxi or airport shuttle, or when there is no other means of transportation. Travelers should determine the type of vehicle (class) to rent based on expected business purpose, and must provide an explanation if a higher cost vehicle class is selected (such as luxury, convertible or SUV). The same guidelines as to who may drive apply to a rental vehicle as to other vehicles used for University business as well as restrictions regarding overnight use of rental vehicles, including the prohibition against personal use when the vehicle is picked up earlier than required for business travel, or returned later than required.

Contract Car Rental Agency - National Car Rental/Enterprise Rent-A-Car

The Big Ten Academic Alliance (BTAA) has negotiated a contract for rental vehicles, which is currently with National and/or Enterprise Car Rental. Use of National and/or Enterprise Car Rental is advised due to the superior program provided by the negotiated Big Ten contract, and the history of positive claim settlement with National and/or Enterprise Car Rental in the event of an accident. When accidents occur in the United States, or out-of-country, it has proven to be a significant benefit to partner with National and/or Enterprise Car Rental in resolving legal issues. Collision Damage Waiver (CDW) coverage is provided by National and/or Enterprise Car Rental for the full value of the car both domestically and internationally (Note: international rentals have a deductible before coverage will apply). Liability insurance is included in the contract provider's rental price for domestic rentals and insures the driver for injury to passengers or others involved in an accident. Liability coverage is provided internationally based on the minimum requirements of that country’s government. Workers' compensation covers University employees for injuries sustained while engaged in University work. Price comparisons are not required when booking with National and/or Enterprise.

The University's contracts with National and/or Enterprise Car Rental include primary auto liability and collision damage to the vehicle itself and Supplemental Liability coverage. The University has elected NOT to purchase "personal property" or Personal Accident Insurance (PAI) coverage which is an option available to the renter, and for University business the payment of this expense is NOT reimbursable.

If National and/or Enterprise Car Rental is not available, the traveler must select from one of the other reputable nationally known rental agencies listed below. The traveler must provide a written explanation of why the alternative rental car agency was used.

Alamo, Avis, Budget, Dollar, Hertz, Thrifty

In the event that an alternative car rental agency is sought, for whatever reason, the University traveler must select from one of these nationally known reputable agencies. This requirement is stipulated by the Office of Risk Management and is to ensure that any vehicles rented can be deemed safe, and that any resulting insurance issues can be addressed with a reputable nationally known corporation. It should be noted that Alamo, although a part of the Enterprise and National organization, is not included in the Big Ten contract and should be treated as any other non-contract supplier.

Comparing Car Rental Prices

If the traveler chooses to compare rental prices, the cost of both Collision Damage Waiver and supplemental liability insurance must be added to the alternative rental rate before determining which agency is cheaper. After comparing prices (including both Collision Damage Waiver and supplemental liability insurance), if the traveler can justify the alternative and selects an alternative reputable nationally known rental car agency, the traveler MUST provide printed documentation to accompany the request for travel reimbursement. The National Car Rental and Enterprise Rent a Car rates, as well as direct Penn State links to both companies , can be obtained from one of the contract travel agencies. In the event that an alternative rental agency is used and the rate for the alternative rental exceeds the National Car Rental rate, the traveler will only be reimbursed an amount equivalent to the applicable National Car Rental rate. Should the traveler select another car rental agency, it is incumbent upon the traveler to be fully insured and purchase both Collision Damage Waiver coverage for collision and supplemental liability insurance. The traveler will be reimbursed for the cost of the insurance provided the fully insured rental does not exceed the cost of renting from National Car Rental. As directed by the Office of Risk Management, travelers are not permitted to rely on their personal car insurance coverage or a personal credit card coverage on University business rentals.

Travel within the United States

National Car Rental utilizing BTAA agreement or Enterprise Rent-A-Car utilizing BTAA agreement

Collision Damage Waiver provided
Supplemental liability insurance provided

Other Reputable Rental Agency

Required to purchase Collision Damage Waiver
Required to purchase supplemental liability insurance
Insurance and Additional Drivers

Collision Damage Waiver coverage and liability insurance are provided for all University employees when driving a National or Enterprise Car Rental vehicle within the 50 United States. Eligible renters and drivers for business use are employee, consultants, and contractors engaging in active business on behalf of the University. All others traveling in the rental car are covered only as passengers. If they intend to act as a relief driver, they must be listed on the rental agreement as an additional driver. All drivers of any vehicle rented outside the 50 United States, when renting from a company other than National or Enterprise, must be registered with the rental car agency.

Students age 18 or older are eligible renters under the Big Ten contract, but only for business, and must provide documentation through a letter from the supervisor. More information is available in the Rental Car Insurance Information .

In the event an employee can justify using a rental company other than the contract agency, the employee is encouraged to pay for the rental with the University's Purchasing Card. The Purchasing Card provides Collision Damage Waiver coverage for the full value of the car worldwide. It does not provide supplemental liability coverage, so supplemental liability coverage should always be selected.

International Rentals

All employees contracting with a rental car agency other than National or Enterprise Car Rental outside the continental United States MUST purchase the Collision Damage Waiver and supplemental liability insurance. See below chart for insurance coverages.

Collision Damage Waiver (CDW) coverage is provided by National and Enterprise Car Rental for the full value of the car in the United States. Outside of the U.S.., deductibles may apply; the renter should purchase whatever coverage is available to reduce the deductible. The University will centrally absorb any remaining collision deductible after all buy-downs have been purchased. Liability insurance is included in the contract provider's rental price for domestic rentals and as required by the law in all other countries. This insures the driver for injury to passengers or others involved in an accident. Some countries may also have a liability insurance deductible that must be paid by the University in the case of an accident after all buy-downs have been purchased. Some countries offer insurance coverage to waive the deductible and should be purchased when available. Workers' compensation covers University employees for injuries sustained while engaged in University work. Any accident involving the vehicle MUST be reported to the local police, no matter how minor the accident may be.

Travel outside the United States

National Car Rental utilizing BTAA agreement

Collision Damage Waiver for the full value of the car, after deductible, and Supplemental Liability provided as required by the law in the country of rental.

Enterprise Rent-A-Car utilizing BTAA agreement

Collision Damage Waiver for the full value of the car, after deductible, and Supplemental Liability provided as required by the law.
Collision Damage Waiver and Supplemental liability insurance are not provided.

The University's Purchasing Card provides Collision Damage Waiver coverage for the full value of the car worldwide. It does not provide supplemental liability coverage.

Truck Rentals

When trucks need to be rented on University business from commercial vendors such as Budget, Ryder and Penske, please refer to University Policy BS20 University Vehicle Operations or Use for details.

Personal Vehicles

Use of personal vehicles is reimbursed on an actual mileage basis for the business portion of the trip. Reasonable mileage must be calculated for the most direct route plus the required business travel while at the business site. The SAP Concur Mileage calculator must be used to calculate the appropriate mileage reimbursement (with the exception of multiple trips, which can be documented through a mileage log). The mileage rate currently in force is listed within the Mileage Reimbursement Rates Planning Tool on GURU. Mileage allowances cover all operating costs, including repairs, insurance, fuel, depreciation, towing, and other auto-related expenses. The reimbursement rate includes a component for liability and collision insurance, and therefore the University will not reimburse employees for the deductible incurred in an accident on University business.

When flying is the economical choice but one chooses to drive and the round trip mileage is 750 miles or more, the reimbursement may not exceed the cost of the lowest available air transport for the same points of origin and destination. The traveler must provide appropriate price quotes from either Travel OnLion, or from an external travel source to document the appropriate airfare for comparison.

When an employee's personal vehicle is driven on University business and the vehicle is involved in an accident, the vehicle owner's insurance policy will be primary, and the University's auto liability coverage will be secondary, if the accident is serious enough to exhaust the primary coverage. Employees driving personal vehicles on University business are responsible for reporting all accidents to their insurer, since there are serious coverage consequences for failure to report an accident. The employee is also required to complete the Vehicle Accident Report and submit to the Office of Risk Management.

Local Mileage

Employees may use their personal vehicles to travel across campus or to off-campus locations. Requests for reimbursement for permitted local travel should be managed through a log detailing local trips and should only be submitted when total reimbursement is $25 or more or when mileage incurred during a fiscal year must be settled for year-end closing processing. Budget administrators have the authority to limit local mileage reimbursement.

Charter Travel

When commercial transportation does not accommodate the specific schedule and needs of a group of travelers, there are approved methods and vendors to be used to secure charter transportation. Risk Management and Purchasing Services are both involved in ensuring that requirements concerning insurance, safety, and reliability are met.

Air Charters

The charter of any non-University owned aircraft presents serious liability issues to the University. All aircraft charters must be coordinated through Purchasing Services. Federal aviation regulations must be met in addition to University requirements concerning safety, insurance, and reliability. The Office Risk Management must give final approval for all aircraft charters.

Bus Charters

Bus companies are reviewed by the Office of Risk Management to certify that the carrier has adequate insurance. Only bus companies on this list are approved for University use. This list is available on the Office of Risk Management website under " Accepted Charter Bus Lines ."

Ship and Boat Charters

The chartering of boats and ships is excluded from the University's general liability insurance, and therefore all requests for use of such vessels, excluding small watercraft such as canoes and rowboats must be submitted to the Office of Risk Management.

Privately Owned Aircraft

No University employees are permitted to fly privately owned aircraft, unless approval is obtained from the Office of Risk Management.

OTHER EXPENSES AND RECEIPTS Print Section

Other Expenses

Communication Expenses

All costs for business communications will be reimbursed, including costs to send and receive faxes, phone calls, documents, and packages and costs to prepare and copy meeting materials. Connections to Internet services will not be reimbursed from sponsored research projects, but are eligible for reimbursement from other sources. Receipts are required for all of these expenses.

Phone calls that are not submitted with a detailed itemized bill are subject to the $5 per day cap for miscellaneous expense.

Receipts Required

Receipts Required for CONUS Travel (continental United States)

Commercial transportation
Car rentals
Business group meals one hosts
Any expense which the traveler does not wish to classify as miscellaneous subject to the miscellaneous daily reimbursement cap

Receipts Required for OCONUS Travel (outside the continental United States)

Meals, lodging, and incidentals will be reimbursed on a per diem basis, but all other valid business expenses require receipts for reimbursement. Lodging receipts may be required for travel on some types of funds. Written approval from the Budget Executive with consultation with the Financial Officer is required in advance of the trip if either the lodging and/or meal OCONUS travel is to be reimbursed on an actual basis. IRS regulations require that if the actual reimbursement method is approved, all lodging and/or meal expenses for the entire trip must be claimed on an actual basis and supported by receipts. Please note that the traveler is permitted to claim actual expenses for OCONUS without approval or receipts if the actual expenses total less than the permitted OCONUS per diem.

Receipts Not Required

Receipts Not Required for CONUS Travel

Meals - Receipts are not required for meals for CONUS travel and are not to be collected.

Local Subway/Metro/Bus and Tolls - Receipts are not required for these expenses for CONUS travel and are not to be collected.

The University will reimburse actual miscellaneous expenses incurred up to a combined total of the $5 per day cap with no requirement for receipts for CONUS travel. This reimbursement is intended to cover expenses appropriate for travel but for which receipts are not generally available, such as:

Note: Checked Bag fees charged by airlines can be reimbursed, if there is a business purpose, with appropriate receipt.
Parking meters
Phone calls

The per diem rates for meals and incidentals established by the General Services Administration of the federal government include the established per day cap for incidentals for all locations. Any tips or gratuities paid to service personnel, whether related to meals, lodging, or other services, are included in this meal and incidental per diem and will not be reimbursed separately.

Receipts Not Required for OCONUS Travel

Meals, lodging (in most cases), and incidentals will be reimbursed on a per diem basis for OCONUS travel. The $5 miscellaneous expense is built into the OCONUS per diem rates and therefore does not apply to OCONUS travel. No receipts are required for reimbursement if the per diem basis is used.

Non-Reimbursable Expenses

Expenses which may be incurred due to University business travel, but which are personal in nature, such as laundry, dry cleaning, grooming services, dependent care costs, pet-sitting/boarding and house-sitting expenses, are not reimbursable or payable by the University, from any source of funds.

Lost Receipts

When a receipt is lost, the traveler must make a good faith effort to obtain a duplicate, which is typically possible when one pays with a credit card. If a duplicate receipt cannot be obtained, the traveler will provide a written explanation within SAP Concur, or may be asked to complete the Substantiation Form for Lost or Unobtainable Receipts Form used for the purchasing card.

INSURANCE Print Section

Employees traveling on University business are covered by several types of insurance, for injuries to themselves, property, or damage incurred to others. Any injury to persons or damage is to be reported to the Office of Risk Management as soon as possible. This can be accomplished by accessing the Office of Risk Management website. Workers' Compensation covers any personal injury to employees conducting University business.

General Liability Insurance covers any accidental injury or property damage the traveler may cause to others while on travel status. If the harm to another is intentional, then the employee is personally responsible.
Health Insurance: Employees traveling on University-affiliated business are AUTOMATICALLY covered by an international health insurance program provided by HTH Worldwide. This is the same coverage required of our students when they travel internationally, and will automatically cover the faculty/staff member whether they are traveling by themselves or along with students on a trip – there is no need for the faculty/staff to separately purchase coverage. The HTH coverage applies to all international trips which are for University-affiliated reasons; if a faculty/staff member travels for a University-related purpose, but adds on vacation time at the beginning or end of the trip, the entire length of the trip is covered by this insurance. This insurance will be primary over any other health insurance the individual may carry, including Highmark Blue Shield benefits secured through the University’s employee benefit plans, and there will be no out-of-network or deductible/co-pay on the part of the employee for services covered by HTH. However, it is very important that when medical services are required, HTH must be informed in advance except in the most extreme emergency, so they can direct the traveler to covered Western-quality medical providers and hospitals in the area of the faculty/staff member, anywhere in the world. HTH may be contacted by email at [email protected] (link sends e-mail) or by telephone at 001-610-254-8771 .
If an employee travels internationally purely for personal reasons (vacation, personal consulting, etc.) they must purchase coverage to protect themselves during their personal travel; one option is to use the same insurer .
Automobile Insurance is the most common type the traveler will need to address. For more information on automobile insurance, see the Transportation section of this policy.

Contact the Office of Risk Management if questions or additional information is needed.

FOREIGN TRAVEL Print Section

The policy sections below pertain to payment or reimbursement for costs related to foreign travel. All employees traveling internationally must also abide by Policy TR01 International Travel Requirements Policy .

Travel Classifications - CONUS/OCONUS, Domestic/Foreign

Terminology for foreign travel differentiates between domestic and foreign destinations, and reimbursement methods distinguish between CONUS (continental United States) and OCONUS (outside continental United States). These terms are used throughout sponsored funding programs, and do affect the method of reimbursement.

*Puerto Rico; Guam; U.S.. Virgin Islands; American Samoa; Northern Mariana Islands; Midway Islands; Wake Island; Johnston Atoll; Baker, Howland, and Jarvis Islands; Kingman Reef; Navassa Island; Palmyra Atoll

When Trip Encompasses Time in both Foreign and Domestic Locations

If a trip is made with an interruption to conduct business at a domestic location prior to departing for a foreign location, then the portion of the trip to the domestic location is considered domestic travel, and the balance foreign travel.
If a trip is made without an interruption to conduct business at a domestic location prior to departing for a foreign location, then the entire trip is considered foreign travel.
University Per Diem Reimbursement for Foreign Travel

Per diem for OCONUS travel is a flat daily rate in lieu of actual subsistence expenses that include meals, lodging, and certain incidentals (tips, local phone calls, currency conversion, and excess baggage costs). The per diem rate to be applied each day is that of the lodging location for that night. The per diem rate tables are comprised of a lodging portion and a meals and incidentals expense portion (M&IE).

Per diem lodging for travelers staying at US military bases will be based on the DOD rates for that military installation.

Partial Per Diem for Foreign Travel

The need for prorating the meal per diem occurs when a traveler has some meals provided by a conference, lodging accommodations or host.

First and last day of travel will be reimbursed at 75% of the per diem rate. Provided meals will be deducted from this 75% rate.

If any meals are provided by a conference or host, then the meal per diem for that trip will be adjusted to correspond with the meals that were provided. In the event that all meals for a day are provided by a conference, business group meal, or another source, no meal per diem can be claimed for that day. However, the incidental amount, which varies by location, may still be claimed at the traveler's discretion.

Per Diem for Foreign Travel with Overnight Airline Travel

In situations where the traveler’s first and/or last day of travel includes an overnight portion and lodging expenses are not incurred, the lodging per diem for that day is not permitted. The meal per diem for that day should be based on the departure location.

Permission Required to Use Actual Expenses in Lieu of Per Diem

It may be permissible for an employee to claim OCONUS expenses on an actual basis in lieu of the per diem basis. In certain cases, it may be preferable to handle lodging as per diem, and meals as actual, or vice versa. If expenses are to be claimed on an actual basis and are expected to exceed the OCONUS per diem amount, the traveler must explain in writing why the per diem basis is not suitable for lodging and/or meals and obtain written approval in advance from the Budget Executive with consultation with the Financial Officer. IRS regulations require that if the actual reimbursement method is approved, all expenses for that type of expenditure (lodging, meals or both) for the entire trip must be claimed on an actual basis and supported by receipts. If the difference between the actual cost basis and per diem is significant, any difference in cost may have to be charged to unrestricted funds, at the discretion of the Financial Officer. Note that travelers are always able to request reimbursement at the actual cost basis for foreign travel if it is less than the OCONUS per diem amount.

Foreign Travel Using Sponsored Funds

Foreign travel policies of federal and non-federal sponsors vary. The traveler must review the terms and conditions of his sponsored agreement and the sponsoring agency before making travel arrangements. In the event there is a conflict between a sponsored agreement policy (terms and conditions) and Penn State’s policies, the more restrictive policy applies.

Uniform Gui dance 2 CFR 200.474 stipulates that an individual's travel can only be paid on a federally-sponsored award if the participation of the individual is necessary for the award and the costs are a direct results of the individual's travel for the federally sponsored award. Documentation should be maintained clarifying why the particular person is traveling, why the travel is necessary and how it benefited the project.

For foreign travel on federal programs, that require written approval from the Procuring Contracting Officer (PCO) or the Administrative Contracting Officer (ACO), travel requests should be submitted to the PCO/ACO no later than 10 business days prior to departure, and 30 days for travel to sensitive countries. The PCO/ACO will scrutinize each request to ensure that only the minimum travel, consistent with accomplishment of the official business, is authorized.

The Fly America Act requires use of a U.S.. flag air carrier when traveling on a federally supported project.

U.S. law, 49 U.S.C. 40118, known as the Fly America Act , requires travelers whose air travel is being financed by the U.S. government to use U.S. flag air carrier service for all international air travel when available. The Federal Travel Regulations Sections 301-10.131 through 301-10.143 define U.S. flag air carrier service and provide exception criteria for the use of non-U.S. flag air carrier service.
The traveler must use a U.S. flag air carrier on every portion of the route where service is provided unless the traveler qualifies for a waiver. Note that cost and/or personal convenience are not included in the exception criteria used to determine the non-availability of a U.S.. flag air carrier.
Air travel financed by the U.S. government, except Department of Defense (DOD) funds, may use the Open Skies Agreement as an exception to the Fly America Act.
Travelers using a non-U.S. flag air carrier requesting reimbursement from a U.S. government sponsored project must qualify for an exception under the act. The travel agent who booked the travel must complete and sign the Fly America Act Waiver Checklist at the time of booking to insure accurate documentation of the authorized exception at the time of booking. When travel is booked externally, Purchasing's Travel OnLion staff cannot complete the form because they did not book the travel and have no knowledge of the booking limitations that occurred when the travel was booked.
Travel OnLion may be used when exceptions to the Fly America Act are required. Travel OnLion staff will provide support and will complete the Fly America Act Waiver Checklist since they will have knowledge of the booking limitations at the time the travel was booked.
When a non-US flag carrier is used for foreign travel which is funded in whole or in part by the US government or will be claimed as a cost on a federal award, the Fly America Act Waiver Checklist must be completed PRIOR to booking. The checklist must then be attached as back-up for the appropriate SAP Concur report. If the Waiver Checklist is not completed and non-U.S. flag carriers were used, these costs will not be permitted on federally-funded accounts.

Code-Shared Flights

Some flights may qualify as a U.S.. flag air carrier if they are code-shared flights. The determining factor for identifying the use of a U.S.. flag air carrier is the air carrier's designator code, which precedes the flight number (e.g. NW2222).

Passports and Visas

Reimbursement is permitted for actual passport and visa fees for business travel; however, the expense may not be eligible as a direct cost to a sponsored program. Since a passport can be used for multiple trips over several years, the cost is not a project-specific expense and therefore is not allowed on most sponsored projects as a direct cost. Visas are generally required in relation to a specific trip and therefore the cost is generally allowable as a direct cost for a sponsored project.

Taxability of International Travel with Personal Use

International travel frequently consists of both business and personal components. According to the IRS, there is a taxability issue if BOTH of the following conditions are met:

IRS CALCULATION RULE: For purposes of establishing whether the trip was more than seven days, do not count the day in which the person leaves the United States. However, do count the day in which the individual returns to the United States. Thus, in counting days, look at when the person leaves the United States to when he/she returns to the United States, but do not count the day in which the person leaves the United States.
IRS CALCULATION RULE: Once you have established that the foreign travel is more than seven days, the calculation of the percentage of personal time should include all days that the person is outside the United States, including travel days en route.

Example: Individual leaves New York on Dec. 1, arrives in Japan on Dec. 2, leaves Japan on Dec. 10 and arrives in NY on Dec. 11, there are 10 days for purposes of calculating whether the trip exceeded seven days (Dec. 2 – 11). However, all eleven days (Dec. 1-12) are counted in determining the personal time percentage.

In the event that both conditions are met, a portion of the common business expenses that are reimbursed to the traveler, including airfare, is taxable to the traveler. This requirement applies to travel outside the 50 United States and the District of Columbia.

NOTE that if a trip includes non-Penn State business travel, such as personal consulting, this can be so noted for purposes of taxes, but the airfare and other travel costs incurred must be appropriately allocated to the non-business travel and the portion related to non-Penn State business will not be payable or reimbursable by Penn State. See the section on "Travel Compensated by a Third Party" in the Overview.

For the purposes of calculating the percentage of business and personal time when a travel day consists of both business and personal time, the day would be classified as a business day. For purposes of this policy, sabbaticals are treated as business. For more information, review the following examples:

Illustrations of International Travel Combining Business and Personal Expenses

Trip with Taxable Element

An employee travels to London for 10 days, of which 7 days are business related and 3 days are personal; 70 percent of the trip is business and 30 percent is personal. The traveler is reimbursed for airfare and seven days of meals and lodging. The other three days of meals and lodging are considered personal and are not reimbursed. Since the trip was longer than one week and at least 25 percent personal, the employee will be taxed on 30 percent of the airfare considered personal under IRS regulations.

Trip with No Taxable Element

An employee travels to London for 10 days, of which 8 days are business related and 2 days are personal; 80 percent of the trip is business and 20 percent is personal. The traveler is reimbursed for airfare and eight days of meals and lodging. The other two days of meals and lodging are considered personal and are not reimbursed. The cost of airfare, even though it is reimbursed to the traveler, is not taxable to the traveler since the personal component is not equal to or greater than 25 percent of the trip.

Value-Added Tax (VAT) Reclamation

Value-Added Tax (VAT) is a national sales tax on goods and services, which is levied by many countries around the world. In 1987, the European Union (EU) began offering refunds of VAT to foreign companies that travel to participating EU countries for business purposes.

Depending on the country, VAT may be refunded on hotels, restaurants, car rentals, parking, gasoline, diesel fuel, transportation within the country, business entertainment, telecommunications, conferences, trade shows, training courses, and professional fees. Certain VAT is not refundable, such as on alcohol and laundry services.

The employee is responsible for completing the VAT Reclamation; the submission procedure must be initiated through the SAP Concur . For detailed information, see the Value Added Tax Reclamation Submission Procedure. In the event a VAT refund is to be claimed, the employee is responsible for submitting original receipts to Accounting Operations, even if the per diem method is used for reimbursement.

PAYMENT METHODS Print Section

Purchasing card activated for travel.

The Purchasing Card may be used for travel expenses including transportation, meals, and lodging if the cardholder has signed the Purchasing Card agreement for travel. Charges to the Purchasing Card are billed directly to the University. The Purchasing Card agreement for travel is necessary in the event some of a traveler's expenses may not be eligible for reimbursement. The travel agreement authorizes the University to recoup any unallowable expenses charged to the Purchasing Card via payroll deduction. Use of the Purchasing Card also provides the traveler with $200,000 of travel accident insurance.

Unallowable expenses charged to the Purchasing Card will be netted against reimbursement due to the traveler. In the event that the unallowable expenses exceed the reimbursement due, the difference will be charged to the employee as a reduction of the next payroll amount. Employee authorization is given for these steps when the employee accepts the terms of using the Purchasing Card for travel.

The employee is not required to sign the travel agreement as a condition to travel; however, the agreement is necessary for the Purchasing Card to be activated for travel expenses. If the traveler does not wish to use the Purchasing Card for travel, then the travel options will not be activated on that card, and the traveler will seek reimbursement for travel expenses at the completion of the trip.

Personal Funds

The employee may choose to incur all or part of his or her travel expenses on a personal credit card and then request reimbursement for the allowable expenses upon completion of the trip.

Travel Advances

Special circumstances may warrant issuance of a travel advance. Travelers facing hardship or those with unusual circumstances should review their situations with the Financial Officer to find a solution for their travel needs. If a traveler is authorized to use a Purchasing Card for travel expenses, then he or she will not be eligible to receive a short-term travel advance, unless there are extenuating circumstances that require cash. Travel advances are generally discouraged, and must be regarded as a last resort for handling travel expenses. Please reference the Request for Travel Advance form for more information regarding the request and settlement of travel advances.

NON-EMPLOYEE TRAVEL Print Section

General guidelines for non-employees.

Travelers who are not employees of the University, such as job candidates, consultants, and guests of the University, are to be reimbursed in accordance with the standard travel policy for all employees. The traveler should seek to obtain the lowest available airfare. If this is not possible due to the guest’s itinerary or preferences, documentation, such as a memo from the budget administrator of the department inviting the guest, must be provided to justify the higher costs. In the event a non-employee books his or her own travel and is to be reimbursed from sponsored agency funds, the ticket must comply with applicable regulations (i.e., Fly America Act) and lowest economy coach fares.

Visitors from other countries require special processing in order to comply with federal immigration and IRS requirements. All visitors must complete a Non-Employee Information Form PRIOR to travel. The University is not permitted to reimburse non-citizens who do not comply with federal immigration and visa requirements. See " Non-U.S. Citizen Payment Guidelines " for more information.

Student Groups

Student group travel is a trip of two or more students accompanied by a University employee with a purpose that is relevant to the University's academic mission. Each trip must be approved at the appropriate University level, and a University employee is required to accompany the group. The employee is "in charge" of the activity and must be acting within the scope of his or her employment. More detail on student group travel is provided in University Policy FN20 Student Group Travel .

Team Travel

Purchasing Services shall arrange travel for Intercollegiate Athletics varsity teams competing with other universities in compliance with NCAA regulations.

Spouses / Families of Employees

Family members and other companions may accompany employees on business trips if all expenses resulting from their presence are borne personally by the employee or companion. This includes costs for visas/passports for family members accompanying employees on sabbatical leave or business travel, as well as any medical expenses for family members related to such travel. In all instances, the conduct of University business shall be of first importance during business travel. The traveler is responsible for documentation to prove that any personal travel did not result in additional costs for the University.

When the University is sponsoring group travel, the Budget Executive has the responsibility to determine whether non-employees – including spouses and families of employees - and non-students will be permitted to participate in the trip. Factors in this decision will include the costs incurred, role of the employee in the supervision of the group, potential assumption of responsibility for community members, and other considerations. Units are strongly recommended to work with the Office of Risk Management to review each situation.

COMBINING BUSINESS AND PERSONAL TRAVEL Print Section

General guidelines.

A traveler may be reimbursed for uninterrupted business travel by the most direct route. When a traveler interrupts travel or deviates from the direct route for personal reasons, a reimbursement may not exceed the cost of the most direct route. If the traveler extends the duration of the trip for non-business reasons and the alternate rate is lower than the direct rate for the comparable period, the reimbursement shall be for the lower rate. It is possible that the traveler may combine personal travel with a business trip that would reduce the overall cost to the University. This is acceptable provided the University's cost is not more than the business portion alone. In the event the traveler leaves the business destination, the University will not pay any expenses at the personal destination.

Documentation Required

The traveler is responsible for documentation to prove that any personal travel did not result in additional costs for the University. The traveler must provide comparable price quotes from either Travel OnLion or Anthony Travel to document the difference in cost. The comparable quote must be obtained at the same time that the travel reservation is booked. This comparison is necessary to ensure University expenditures comply with federal travel regulations. The documentation must accompany the request for travel settlement. Failure to follow this procedure will require review by the Associate Vice President for Budget and Finance, which may delay reimbursement and may result in denial of the claim.

Car Rental Involving Personal Use

To be eligible for reimbursement, a rental vehicle must be required for business purposes or be an economical choice to meet business needs. If the personal use of the rental vehicle incurs costs greater than that required for business purposes, the additional cost will be the responsibility of the traveler and will not be reimbursed by the University. To determine the appropriate cost sharing, the traveler should submit price quotes for the cost of car rental for the business portion only. Any rental costs in excess of the quote for business days will be paid by the traveler. If no price quotes are provided for the business portion alone, then the cost will be prorated by day, with only the cost per business day eligible for reimbursement. The cost of fuel for a rental vehicle used for both business and personal travel should be prorated based on the allocation of personal and business miles.

A common example would be the use of a rental car for travel between the airport and hotel at one's destination. In the case of just one traveler, shuttle service or taxi may be more economical, especially when one considers the cost of parking the car at the hotel. With a larger party traveling as a group, then a rental car might be cheaper than the sum of the individual shuttle fares. When the need for the car is not self-evident, the traveler must explain the rationale and be aware that a portion of the car rental may be classified as a personal expense.

Extended Stay to Save Airfare

It is sometimes possible to save airfare by scheduling an additional night's stay in one's travel itinerary. When compared to a normal schedule for the business purpose of the trip, if the documented savings in airfare offsets the increased cost of the trip to be incurred by the University, then the extended stay is acceptable.

If the extended stay will not incur additional lodging, meal, or other expense to the University and the airfare is equal to or less than the normal schedule for business purposes, this is also acceptable. If the trip extends beyond the requirements for the business purpose and airfare savings do not compensate for the extension, then the additional expense of the extended trip is not allowable for reimbursement. The traveler may still select to include the personal aspect of the trip, but must assume the additional expense as personal.

Illustrations of Combined Business and Personal Travel Issues

Standard Business Trip - no personal elements
Travel by air from State College to Chicago for three-night stay
Depart from State College on Sunday at 9:00 a.m., return Wednesday at 9:00 p.m.
Standard Business Trip - Saturday night stay to reduce airfare, no personal elements
Travel by air from State College to Chicago for four-night stay
Depart from State College on Saturday at 9:00 a.m., return Wednesday at 9:00 p.m.
Saturday night stay to reduce airfare, with extended stay for personal reasons, includes car rental
Travel by air from State College to Chicago for six-night stay (Thursday and Friday are personal)
Depart from State College on Saturday at 9:00 a.m., return Friday at 9:00 p.m. (if on business only, would return Wednesday at 9:00 p.m.)

Personal expenses not eligible for reimbursement:

No lodging for Wednesday or Thursday nights
No meals for Thursday or Friday
Car rental in Chicago - if car is rented, then the $50 that would be incurred for ground transport could be applied to cost - balance of car rental is personal
No airport parking in State College in excess of that charged for Saturday through Wednesday
No miscellaneous expenses for Thursday or Friday

Include nonbusiness destination for personal reasons, with Saturday stay

Travel by air from State College to Chicago for four-night stay, then continue to Denver for four-night personal stay
Depart from State College on Saturday at 9:00 a.m., return a week later on Sunday at 9:00 p.m.

To determine portion of airfare that is personal, must know the cost of airfare for the business portion of trip to Chicago and return. The total airfare is $750, and the business portion is $350. (If on business only, would return Wednesday at 9:00 p.m.)

Additional airfare of $400 for routing from Chicago to Denver is a personal expense
No lodging for Wednesday, Thursday, Friday, or Saturday nights
No meals for Thursday, Friday, Saturday, or Sunday
Car rental in Chicago - if car is rented, then the $50 that would be incurred for ground transport could be applied to cost - balance of car rental is personal if not needed for business portion of trip
Car rental and parking in Denver - entirely a personal expense
No miscellaneous expenses for Thursday, Friday, Saturday, or Sunday

Including nonbusiness destination results in lower overall cost

Depart from State College on Saturday at 9:00 a.m., return a week later on Sunday at 9:00 p.m. (If on business only, would return Wednesday at 9:00 p.m.)

In a peculiar twist of pricing, airfare can be found that results in total airfare of $300 to include the entire trip. Since this price is less than the stand-alone pricing for airfare to Chicago and back, the entire $300 is permitted as a business expense.

No personal cost for airfare in this scenario

TRAVEL SETTLEMENT Print Section

All travel incurred on behalf of the University is to be settled through the SAP Concur . This system allows the settlement of charges on the purchasing card, as well as personally paid expenditures, to properly settle amounts due to the University based on purchasing card use, and to the employee based on personally paid expenses. The system also applies rules outlined in this policy, such as per diem amounts, to all travel reports on a consistent basis. All SAP Concur reports also follow an approval path as established by the Financial Officer, and expenses submitted shall be disallowed if found not to be reasonable, appropriate or in compliance with University policy.

Employees may enter data into a SAP Concur report for settlement, or may designate a delegate to do so on their behalf. All employees must confirm the amounts being submitted for settlement for accuracy. This can be done in two ways:

Signing into SAP Concur to personally review and submit the expense report.
Signing the EMPLOYEE EXPENSE REPORT with Expense Certification [listed on the Print menu as Detail Rpt EMPLOYEE (Submit Certification)] which a delegate must print from the system after entering all the data into SAP Concur. The signed report must then be scanned into the system as part of the receipt process. The employee must contact their Finance Office to request assignment of submit permissions for a delegate.

Settlement of travel charges must be completed within 60 days of the completion of the trip, but should be completed as soon as possible after the conclusion of the travel. If the travel is funded by a sponsored award, the settlement should be completed within 30 days. Employees who do not settle travel expenses, whether on the purchasing card, travel advance or for reimbursement, within 60 days of the end of travel, may not be eligible for reimbursement of expenses paid personally and may have the purchasing card charges and/or travel advance amount deducted from their paycheck, as outlined in the Purchasing Card Cardholder Agreement, at the discretion of the Budget Executive or the Office of Budget and Finance.

Employees booking airfare through a departmental Travel Arranger shall provide the Travel Arranger with all required information for reporting of airline and related charges in SAP Concur . If a ticket booked through a Travel Arranger is not used, the employee must notify the Travel Arranger. The IRS requires that any advance outstanding for more than 60 calendar days after completion of a trip is taxable as income to the traveler.

FURTHER INFORMATION:

For questions, additional detail, or to request changes to this policy, please contact the Office of Budget and Finance.

CROSS REFERENCES:

Policy BS20 University Vehicle Operations or Use

Policy FN10 Other Business Expenses and Activities

Policy FN20 Student Group Travel

Policy HR107 Staff Flexible Work Arrangements

Anthony Travel

Non-U.S. Citizen Payment Guidelines

Penn State Large Passenger Van Training

Rental Car Insurance Information

Travel OnLion

U.S. law, 49 U.S.C. 40118

Uniform Guidance 2 CFR 200.474

REVISION HISTORY:

Most recent changes:.

November 2, 2023 - Editorial changes: Air Travel section - Seat upgrades/early seat selection fee increased from $150 to $250 per the directive of the Associate Vice President for Budget and Finance.

Revision History:

February 1, 2023 - Editorial changes: Changed all references to the Associate Vice President for Finance to the Associate Vice President for Budget and Finance, per the directive of the Senior Vice President for Finance and Business.
Policy status changed to "under review" at the request of Transportation Services.
Changed all references to the Office of the Corporate Controller to the Office of Budget and Finance
Changed all references to the Corporate Controller to the Associate Vice President for Finance, per the directive of the Associate Vice President for Finance
September 2, 2022 - Editorial change to change Policy Steward from Office of the Corporate Controller to Associate Vice President for Finance
Removal of temporary "Until Further Notice" statement regarding COVID-19 pandemic travel restrictions
Updating the Contract Car Rental Agency section due to newly negotiated Big Ten Academic Alliance (BTAA) agreement
July 17, 2020 - Temporary "Until Further Notice" statement regarding COVID-19 pandemic travel restrictions added.
January 5, 2017 - Updated the "Insurance and Additional Drivers" verbiage in the TRANSPORTATION section, to reflect that National Car Rental has extended PSU's contract to all students age 18 or older for business rentals only.
October 7, 2016 - Editorial changes to the INSURANCE section, clarifying policy updates to health insurance and international travel.
LODGING- In "Lodging Receipts Required," verbiage was added to the end of the second paragraph to clarify the requirements when using services such as Airbnb.
FOREIGN TRAVEL- Edits have been made to bring this policy in sync with the new International Travel Requirements Policy and maintain the intended focus of this policy, which is one which provides guidance for the settlement & reimbursement aspects of international travel. The EXPORT COMPLIANCE has been removed (covered in detail in policy AD89, University Export Compliance Policy); a PURPOSE section has been added to inform users right up front that this policy relates just to payment or reimbursement for costs related to foreign travel, and that users should refer to the new International Travel Requirements policy for "administrative" requirements relating to international travel. The COUNTRIES UNDER STATE DEPARTMENT ADVISORY section has also been removed, as it is now thoroughly covered in the new International Travel Requirements policy.
Revision to Office of Management and Uniform Guidance 2 CFR 200
Addition of an Export Control section
Clarifications to Immigration and Visa Regulations
Clarifications to Commuting and Places of Work
Clarifications to Sponsored Funds Travel
Updated paragraph #2 to clarify changes to the exceptions process.
Verbiage added on Airfare Booking Options and Services and other information to provide guidance on proper booking of airfare.
Luggage Charges
In-flight Internet (addition)
Travel Outside the United States (table)
Export Compliance (added this section)
April 10, 2015 - Editorial changes. In PAYMENT METHODS, changes were made in the "Travel Advances" section to reflect the creation of the new Request for Travel Advance Form for the processing of Travel Advances when issued at the discretion of the Financial Officer. In TRAVEL SETTLEMENT, changes were made to better define personal expenses settled through ERS (discussed in the first paragraph-- changed to "personally paid expenditures", or "personally paid expenses"). Added verbiage in the "Settlement of travel charges" paragraph (3rd paragraph) that reflects the creation of the new Request for Travel Advance Form, as it pertains to the settlement process.
April 9, 2015 - Editorial change to the LODGING section. In "Guidelines for Lodging," verbiage that the Big Ten consortium has negotiated room rates, along with a web link, have been removed because this is no longer true and applicable as stated.
December 2, 2014 - Editorial change to TRANSPORTATION section. Addition of a "Truck Rental" section, including linking to Policy BS20, to provide truck rental information in the Travel Policy when users are reviewing the information about rental vehicles.
April 24, 2014 - In the TRAVEL SETTLEMENT section, editorial changes were made. Where travel is funded by a sponsored award, requirements for settlement of the travel charges has been changed from settlement within 45 days to settlement within 30 days.
April 24, 2014 - In FOREIGN TRAVEL section, editorial changes were made. Addition of last paragraph under the "Fly America Act" verbiage to clarify the requirements when using a non-U.S. flag carrier, and linking to the Fly America Act Waiver Checklist which must be used.
March 17, 2014 - Editorial changes to the "Rental Vehicles - Not Through Fleet Services" section; National and Enterprise now use the same contract code.
January 20, 2014 - Editorial changes to the "Guidelines Applicable to All Drivers" section, to coincide with changes made to policy BS20 pertaining to those who drive while on University business.
November 25, 2013 - Editorial changes. Addition of information in the "Contract Car Rental Agency" section, primarily pertaining to Enterprise Rent a Car, such as codes and collision damage waiver info.
October 24, 2013 - Editorial change. Addition of policy steward information, in the event that there are questions or requests for changes to the policy.
June 14, 2013 - Verbiage added in FOREIGN TRAVEL section; see Foreign Travel Using Sponsored Funds section under "Fly America Act." Paragraph 3 was added, allowing the use of the Open Skies Agreement as an exception to the Fly America Act for Air travel financed by the U.S.. government (except Department of Defense [DOD)] funds).
In response to Core Council recommendations, Penn State Procurement Services is discontinuing its Travel Services Department and, beginning August 17, will no longer provide full-service travel booking. Training and support for Travel OnLion, the University’s on-line self-booking tool, will continue to be offered for the convenience of faculty and staff. As always, the use of Travel OnLion is not mandated. (NOTE: The EXCEPTIONS AND SPECIAL CONSIDERATIONS, TRAVELER/APPROVER ROLES, MEALS, LODGING and OTHER EXPENSES AND RECEIPTS are unchanged for this update).
In OVERVIEW, removal of ALL references to the DBAF, as effective July 1, 2012, the DBAF is no longer a payment option for travel. Clarification of reimbursement of noncitizens verbiage in Immigration and Visa Regulations.
"Renamed" TRAVEL SERVICES/DESIGNATED TRAVEL SOURCES to TRAVEL SOURCES; verbiage revised throughout to reflect current travel options and practices.
In TRANSPORTATION, revisions made to the "Air Travel" section, requiring comparison costs when flying from an airport other than the one closest to a traveler's primary work location; the addition of an Airfare Booking Options and Services table for a consolidated view of the options available; clarification of the "reasonableness test"when booking with a Non-designated Travel Source; clarifications in "Consolidator Tickets" on from who they may be purchased; in "Unused Tickets," clarification about rules that apply; removal of "NOTE" from "Itinerary Change Fees" (approvals SHOULD be obtained when changes are made).
In INSURANCE, verbiage revised to reflect current practices.
In FOREIGN TRAVEL, verbiage revised in "Fly America Act" and "Value-Added (VAT) Reclamation" sections to reflect current travel options and practices.
In PAYMENT METHODS, references to DBAF (Direct Bill for Airfare) have been removed. Effective July 1, 2012, the DBAF will no longer be a payment option for travel. Diners Club / MasterCard Corporate Card Programs verbiage removed.
In NONEMPLOYEE TRAVEL, "Travel Team" verbiage revised to reflect current operations.
In COMBINING BUSINESS AND PERSONAL TRAVEL, revised the "Documentation Required" section to clarify particulars for travelers providing documentation to prove that any personal travel did not result in additional costs for the University. The traveler must provide comparable price quotes from either Travel OnLion or an external travel source to document the difference in cost.
Addition of a "TRAVEL SETTLEMENT" section to provide clarification on ERS and settlement issues.
January 1, 2010 - Policy migrated back from the Travel Services website to the Policy section of GURU, with revisions per ONR.
January 1, 2007 - New policy (published on Travel Services website, not on GURU).

Date Approved:

Date published: , effective date: .

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ETSU men’s golf continues its dominant run in the Southern Conference

GREENSBORO, Ga. (WJHL) — The Southern Conference men’s golf championship continues to run through Johnson City. For the fourth straight year and 24th time in program history, the Buccaneers are crowned Kings of the SoCon.

Thanks to a blazing hot start, No. 20 ETSU was able to open a large lead and overcame a late surge by No. 43 Chattanooga as the Buccaneers posted their wire-to-wire win with a tournament score of 30-under-par 834 on Tuesday at The Oconee Course.

The Bucs, who registered 26 birdies in the final round, shot an 8-under 280 in today’s finale and held off Chattanooga to win by two shots over the Mocs. ETSU tore it up on the front nine with 18 birdies, including Matty Dodd-Berry starting his round with six straight. Chattanooga went low on Tuesday with a 10-under 278 and finished the tournament at 28-under-par 836. No. 40 UNCG placed third at 8-under-par 856.

With the four straight SoCon titles, ETSU – the only SoCon program to have multiple streaks of four straight wins – has now accomplished the feat four times in program history. The Bucs won four-in-a-row from 1998-2001 and 1989-1992, and five straight from 1979-83. ETSU and Duke are the only programs to win four straight SoCon Championships in tournament history as the Blue Devils won eight consecutive titles from 1935-42.

As a team, ETSU led the field with 70 birdies and paced the groups in par-3 (3.17) and par-4 scoring (3.95).

For the latest news, weather, sports, and streaming video, head to WJHL | Tri-Cities News & Weather.

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Travel Authorization

An approved Travel Authorization is required for:

out-of-state travel at “no cost to the University or System”. Appropriate auto insurance must be on file in the Travel Office if using a personally owned vehicle.
all out-of-state and foreign travel.
in-state travel involving any non-mileage expense greater than $50.00 per trip.
any travel related P-Card purchases.

An approved Travel Authorization must be submitted to the Travel Office prior to travel. Failure to submit the approved Travel Authorization at least two (2) weeks prior to travel may mean that the travel office may be unable to render advances or prepayments as requested.

A Travel Authorization received in the Travel Office after the travel has commenced, may not be covered or reimbursable. Any late submission must be documented on the Policy Exception Request form (Exhibit A) and approved by the traveler’s supervisor before consideration of the Exception by the Travel Office in consult with the Vice President/Vice Chancellor of Finance & Administration or Chief Financial Officer or designee on a case-by-case basis.

For in-state travel which is mileage only, or non-mileage in-state travel in an amount of $50.00 per trip or less, the submission of a Travel Reimbursement form approved by department head, along with a filed insurance document (if travel is by privately owned automobile) is sufficient proof that the individual is on State Business and prior written authorization is unnecessary.

It is the responsibility of the traveler to ensure that appropriate coverage arrangements have been made where needed (e.g., for classroom coverage, etc.).

Table of Contents

The policies contained herein are provided to give a general understanding of the regulations governing East Tennessee State University and the Quillen College of Medicine. They are subject to revision at any time with little or no advance notification. The Quillen College of Medicine assumes no responsibility for errors in or misinterpretation of these policies. Additional information concerning policies of ETSU may be found on the ETSU website.

University students are citizens of the state, local, and national governments and of the academic community, and are, therefore, expected to conduct themselves as law-abiding members of each community at all times. Admission to an institution of higher education carries with it special privileges and imposes special responsibilities apart from those rights and duties enjoyed by non-students. In recognition of the special relationship that exists between the institution and the academic community which it seeks to serve, the ETSU Board of Trustees has authorized the president of the university to take such action as may be necessary to maintain campus conditions and preserve the integrity of the institution and its educational environment.

Pursuant to this authorization, the ETSU Board of Trustees has developed regulations that are intended to govern student conduct on the campus. In addition, students are subject to all national, state, and local laws and ordinances. If a student’s violation of such laws or ordinances also adversely affects the institution’s pursuit of its educational objectives, the institution may enforce its own regulations regardless of any proceedings instituted by other authorities. Conversely, violation of any section of the ETSU Board of Trustees regulations or university rules may subject a student to disciplinary measures by the institution whether or not such conduct is simultaneously in violation of state, local, or national laws.

All students are expected to adhere to rules and regulations that have been developed by ETSU to govern student conduct while attending academic assignments in any location. Any violation of national, state, or local laws as well as violation of ETSU regulations will subject the medical student to disciplinary proceedings as outlined in the General Policy on Student Conduct and Disciplinary Sanctions.

Any medical student who is convicted of a felony may be dismissed following a review of the matter through appropriate due process procedures. Any medical student whose continued presence on campus or on clinical rotations is believed by university officials to constitute an immediate threat to the physical safety and well-being of the student, other members of the university community, or patients or whose actions constitute a substantial disruption of college activities may be placed on interim suspension as outlined in the ETSU General Policy on Student Conduct and Disciplinary Sanctions.

Any student who engages in the unauthorized or unsupervised practice of medicine, immoral activities, cheating on any educational assignment, misuse or defacing College of Medicine property, unethical or unprofessional activities, or behavior which interferes in any way with patient care or another student’s ability to study and attend all curricular sessions may be dismissed from school following a review of the matter through appropriate due process procedures. Any activity, which adversely impacts patient care or the ability of any student to meet a responsibility in the educational program, shall be deemed an academic matter.

Any Quillen student who has any type of criminal charge brought against him or her is required to disclose this information to the Associate Dean of Student Services within five working days of the charge (see Criminal Background Checks in the Admissions section of this catalog).

All cases involving violation of disciplinary rules or academic misconduct which may result in suspension or expulsion of a student are subject to the contested case provisions of the Tennessee Uniform Administrative Procedures Act (TUAPA). Such cases shall be processed in accordance with the uniform contested procedures adopted by the Board of Regents. The student may waive those procedures, after being advised of them in writing, and elect to have his or her case disposed of in accordance with the institutional procedures outlined below in the Student Honor System policy or the Student Promotions Committee Policy. Students opting to use these institutional procedures waive all hearing rights under TUAPA.

Medical students at the Quillen College of Medicine, as future physicians, are individuals of integrity. They will, in the future, hold the public trust and are therefore held to the highest standards of personal honor. They tell the truth and ensure that the full truth is known. They do not lie. They embrace fairness in all actions. They ensure that work submitted as their own is their own, and that assistance received from any source is authorized and properly documented. They do not cheat. They respect school and public property as well as the personal property of others. They do not steal.

The honor code is designed to enable medical students at the Quillen College of Medicine to maintain their own highest ethical standards. It is loosely based upon those developed at United States service academies. It works only if the students understand and commit to it. The code is simple, yet its spirit is broad and covers all facets of a medical student’s medical education. The code, as the minimum standard of honor for a medical student, forms the link to the high standards demanded of physicians in the practice of medicine.

The Honor Code: Medical Students at Quillen College of Medicine shall not lie, cheat, or steal.

The honor code represents the minimum standard for medical students at the Quillen College of Medicine. Honor, personal integrity, and loyalty to the profession are fundamental characteristics essential to a successful physician. Medical students unable to conduct themselves in such a manner may not be fit to practice medicine and may jeopardize their privilege of becoming a member of the profession. The offenses of lying, cheating, and stealing are intolerable at the Quillen College of Medicine and may subject an offender to punishments up to and including dismissal.

The following apply to all medical students at the Quillen College of Medicine. Medical students are presumed to be honorable men and women of the highest personal integrity and accept responsibility for their personal development as future physicians with adequate skills, knowledge, and professional integrity. A medical student’s honesty, loyalty to the profession and to the Quillen College of Medicine will compel him or her to report any violation of the honor code.

The Honor Code

Medical students at the Quillen College of Medicine shall not lie, cheat, or steal.

Definitions

To state an oral or written untruth with the intent to deceive. It is a lie to knowingly misrepresent a true situation or to deceive by withholding, omitting or subtly wording information in such a way as to leave an erroneous or false impression of the known true situation. Such misrepresentation may be either by word or by deed.

To derive an unfair advantage by one’s actions. To knowingly use unauthorized assistance in work submitted as one’s own efforts or to knowingly submit another’s work or ideas, claiming them as one’s own by not giving proper reference to that work, i.e., plagiarism.

Submission of another person’s work as one’s own. For example, the failure to provide proper documentation for all source material on reports, research papers, or any assignments submitted as original work constitutes plagiarism. Proper documentation shall be in the form of footnotes and an appropriate bibliography.

Giving or receiving assistance is expressly allowed and encouraged on all homework, laboratory, and out-of-class assignments unless specifically prohibited by the instructor.

Wrongfully taking, obtaining, or withholding personal, school, or public property or anything of value from the possession of the true owner with the intention of depriving the owner of its use or possession for any period of time. This includes fraudulently obtaining services without payment (e.g., the unauthorized use of school telephones for long distance calls).

Amplification

The terms defined in this section and above shall be considered honor violations under the honor code of the Quillen College of Medicine. Specifically, the failure of a student to comply with any policy or regulation of the College of Medicine is by definition not in itself a violation of the honor code unless that act specifically violates a provision of the honor code. The failure of any student to properly report a known or suspected honor violation is in and of itself not a violation of the honor code. The responsibilities of persons witnessing or suspecting honor violations are discussed under ‘Responsibilities upon learning of a possible honor offense’.

To be guilty of lying, cheating, or stealing, an accused must be shown to have had the necessary state of mind. For a lie to have occurred, one must have intended to deceive. To have cheated, one must have intended to use unauthorized assistance, to represent another’s work as one’s own, or to otherwise gain an unfair advantage. To have stolen, one must have intended to deprive the owner without permission either temporarily or permanently of the use or possession of the property. A student need not intend to commit an honor violation per se, but only complete an act of lying, cheating, or stealing with the state of mind described.

It is a violation of the honor code to attempt to lie, cheat or steal or to solicit or assist another to lie, cheat or steal. An attempted offense is an act done with the intent to commit an offense under the honor code. The act must be more than mere preparation to commit an offense, but rather one must attempt to carry out or complete an act of lying, cheating or stealing. The specific intent required is that of the attempted offense-the accused need not intend to violate the honor code.

Solicitation consists of any statement, oral or written, or any other act or conduct intended as a serious request or advice to lie, cheat or steal. The solicited offense need not be attempted or committed. Aiding in the commission of an honor offense consists of assisting or encouraging the active perpetrator of an honor offense, and sharing the intent of that offender. The intent required is the same as for the active offender. Mere presence at the scene of an offense does not constitute an offense. Failure to prevent the commission of an offense is not an honor violation unless the noninterference was designed to operate and did operate as an encouragement to, or protection of, the active offender.

Applicability

The honor code contains guidelines that form the basis for a medical student’s conduct in all places and under all conditions. Ideally they would apply off campus as strictly as they do in the classroom. Notwithstanding such, the honor code as an instrument of monitoring, investigating, and prosecuting medical student conduct shall be strictly limited to the following situations:

Any and all conduct occurring wholly or in part on the campus of East Tennessee State University or on the property of the Mountain Home Veterans Affairs campus and/or the Quillen College of Medicine.
Any and all conduct occurring while participating in an academic setting or affiliated program away from the Quillen College of Medicine as a student or representative of the Quillen College of Medicine. Examples of this include clerkships, “away” rotations, preceptorships, etc.
Any and all conduct occurring while participating in any activity sponsored by East Tennessee State University or the Quillen College of Medicine, regardless of physical location.

Note: While specifically not covered by the student honor system, unscrupulous student activities wholly unrelated to the Quillen College of Medicine, e.g., a felony arrest and conviction, may subject a student to disciplinary action at the discretion of the Dean of the Quillen College of Medicine. Such situations will specifically not involve the student honor system or the honor council.

Responsibilities upon learning of a possible honor offense

All members of the Quillen College of Medicine staff, faculty, and medical student body have the responsibility of being familiar with the precepts, purpose, definitions, and procedures of the honor code. Any individual, upon witnessing or learning of what may be a violation of the honor code, has the following options:

Immediately report the suspected violation in accordance with the Procedural Appendix.
Discuss the incident with the suspected offender and report the suspected violation in accordance with the Procedural Appendix.
Discuss the incident with the suspected offender and, if it appears that no violation was committed, take no further action.

Prior to selecting a course of action, the person learning of a possible violation normally should gather relevant facts and discuss them with the suspected offender. The responsibility for the proper course of action rests with the individual learning of the possible violation. To maintain confidence in the fairness of our system, medical students, faculty, and staff must take one of the steps outlined above. Failure to do so, while not specifically a violation of the honor code, may result in disciplinary action at the discretion of the Dean of the Quillen College of Medicine. Any person who decides to report a possible honor offense should submit a written statement in accordance with the Procedural Appendix.

Amendments to the Honor Code

Students and full-time faculty members are encouraged to participate in the amendment process for the purpose of developing and maturing a successful honor code. Amendments to the honor code may be proposed by a petition signed by at least two-thirds (2/3) of the entire voting honor council or by a petition signed by at least ten percent (10%) of the Quillen College of Medicine full-time faculty. A referendum election shall be held within six (6) weeks after receipt of the petition and proposed amendments.

Amendments to the honor code must be approved in a referendum election by at least two-thirds (2/3) of the students voting, provided that at least fifty percent (50%) of students have voted. Approved changes will take effect upon subsequent ratification of the amendments by at least two-thirds (2/3) of the full-time faculty voting providing that at least fifty percent (50%) of the full-time faculty have voted.

Student Acknowledgment and Publicity of the Honor System

As a precondition for matriculation in the Quillen College of Medicine, each student shall sign the following pledge: “While registered in the Quillen College of Medicine, I pledge to abide by the Honor Code set forth in the Student Honor System.” Each new student entering the Quillen College of Medicine will be informed as to personal obligations with respect to the Honor System and its functions. Orientation of the incoming freshman class shall be the responsibility of the Honor Council as a whole, with the sophomore members acting as coordinators. Upon matriculation into the medical school first-year class, all medical students are under the stipulations of the Honor System and are expected to abide by it during their entire course of study. A minimum of one training period shall be conducted on an annual basis, preferably near the beginning of each academic year, to discuss the honor code, its purpose, precepts, definitions, and procedures. Such training shall be the responsibility of the honor council chairman and will be conducted by members of the honor council. Training shall be available and mandatory for each class and highly encouraged for the faculty of the Quillen College of Medicine.

The Honor Council

In order to administer the Honor System, an Honor Council shall be formed. The council will be empowered with the following functions:

The council shall establish needed programs for the operation and maintenance of the Honor System.
The council shall act in an advisory capacity to students with regard to the interpretation of the Honor Code.
The council shall consider all reports of alleged violations of the Honor Code and determine whether further consideration is warranted.
The council shall act as a fact-finding board in hearing procedures of alleged violations of the Honor Code, as hereinafter specified.
The council shall act in an advisory capacity to the Dean of the Quillen College of Medicine in making recommendations with supporting documentation regarding any person found by the council to be in violation of the Honor Code.
While the council shall function to enforce the spirit and procedures of the Student Honor System, it is nevertheless a body which shall act to protect the rights of the students and, in this respect, shall be available to counsel students both individually and collectively.

Meetings shall be called by the Chair of the Honor Council when a suspected violation of the Honor Code is reported. The chair may also call meetings at any other times as deemed necessary. Whenever possible, the meeting shall be held in an appropriate room within the Quillen College of Medicine in the early evening on weekdays. A meeting must be called by the chair within seven days after requested by two or more members of the council. All meetings shall be conducted according to Roberts Rules of Order, Newly Revised. The presence of seven elected voting members shall constitute a quorum, provided that at least one representative from each of the four medical school classes (i.e., freshman, sophomore, junior and senior) is present among the attending members.

The council shall be comprised of thirteen members, of which twelve shall be duly elected voting members and one shall be a non-voting faculty advisor. The twelve voting members shall be elected representatives of the four medical school classes, with three representatives from each class. The non-voting faculty advisor shall be appointed by the Dean of the Quillen College of Medicine from a list of nominees supplied by the Faculty Advisory Council.

The presidents of the individual classes shall conduct elections during which Honor Council representatives shall be chosen as follows: the freshman, sophomore, and senior classes shall each elect three council members; the junior class shall elect four council members. The term of office for each representative shall be from the date of election until completion of elections during the forthcoming fall semester. After their election, the council representatives shall meet and select from among themselves by majority vote a Chair, a Vice-Chair, a Recorder, and a Chair-Elect. The Chair-Elect shall be elected from those representatives who are members of the freshman or sophomore class at the time of the election.

Elections of representatives of the freshman class shall be conducted with the election of other freshman class officers and representatives as soon as feasible after the commencement of fall semester. Election of rising second-year representatives shall occur in the spring semester of the first year as part of the election of rising second-year class officers and representatives. In the event of a change in representatives from the first to second year, the term of the outgoing first-year representative shall end on July 1 between first and second year and the term of the incoming second-year representative shall commence on July 1 between first and second year. The term of office of each representative of the sophomore class shall be from the date of election until graduation from the medical school. Elections will not be held in the junior and senior years, as representation shall be considered ongoing through the sophomore appointments. In addition, a Chair, Vice-chair, and a Recorder shall be elected from the rising fourth year representatives by vote of the Honor Council in the spring, with each officer’s term lasting until the election of new officers the following spring.

Should any member of the council resign, the class from which the member was elected shall select a replacement as soon as it is feasible. The election shall be conducted by the president of the appropriate class.

At the time of the election of representatives to the council, each class shall prepare a list of names of three persons who would serve as alternate council members. Should a situation arise wherein an insufficient number of elected representatives is available for council service, as might occur during a summer session, the Chair shall temporarily appoint, from among those students listed, an appropriate number to sit on the Honor Council. The Chair should attempt to appoint a new member to the council from the same class as that elected member who is unable to serve. After graduation of three senior class council members, the temporary appointments should come equally from the remaining three classes.

The chair of the council has the following duties:

Meet with the other members of the council as early in the school year as possible and explain in detail the function of the council and duties of its members.
Meet with the officers of each class to explain the Student Honor System.
Arrange a time and place for meetings to be held and notify the other members of the council and the faculty advisor of such meetings.
Take charge of and conduct all meetings and hearings with as much dispatch as possible.
Ascertain that adequate minutes of the meetings are recorded and that all minutes, correspondence, and any formal statements received by the council are kept in proper order.
Oversee responsibilities for communications between the council and the dean or the administration of the Quillen College of Medicine and report to the other members of the council any resulting matters of importance.
Perform any additional duties common to the Office of Chair not heretofore listed.

The vice-chair of the council has the following duties:

Assume all of the duties of the Chair in the Chair’s absence.
Assume all of the duties of the Recorder in the Recorder’s absence.

The recorder of the council has the following duties:

Record adequate minutes of every meeting.
Record by audiotape those portions of a hearing as hereinafter specified.
Take charge of and record the receipt of all correspondence, written statements, and other official papers received by the council.
Secure, file, and maintain in proper order in a special, locked Honor Council file in the Office of Student Services any council minutes, official papers or recordings, as well as any documents or evidence presented during a violation hearing as hereinafter provided. (Access to this special Honor Council file shall require prior Honor Council approval.)
In the absence of both the Chair and Vice-Chair, the Recorder shall assume all the duties of the Chair. Should such a situation occur, the Chair-Elect shall act as Recorder for the council.

Violations of the Honor Code and Hearing Procedure

A student who has reason to believe that a breach of the Honor Code has been committed is expected to report the incident to the Honor Council within two weeks. This report shall be in writing and signed by the person(s) and witness(es) making the report. The report should name the alleged violator(s) and witnesses and state in as much detail as possible the place, date, time, circumstances, and other pertinent factors of the alleged offense. The report should be sealed in an envelope and given to any Honor Council member. Faculty and staff may also report suspected violations of the Honor Code to the council as stated above. Any council member receiving a report of a suspected violation of the Honor Code shall deliver it to the Chair of the council as soon as is feasible.

The Chair shall call a meeting of the council no later than seven days after receipt of a written report of a suspected violation. This meeting shall be scheduled to convene as soon as feasible. The report will be presented at the meeting by the Chair or other informed member of the council and the council will then vote to proceed according to one of the following courses of action:

The report does not constitute a breach of the Student Honor System; therefore, no further action should be taken by the council; or,
A hearing on the report will be held by the council; or,
Further investigation of the report is needed before appropriate action can be taken. After the investigation has been conducted according to procedures hereinafter set forth, the findings of the investigation shall be presented to the council. The council will then vote to proceed according to one of the aforementioned courses of action.

When voting on the proper course of action, a simple majority vote of those council members present at the meeting will control. Members of an investigating committee (defined below) may vote as to which course of action to follow and will be counted toward a quorum.

Committee Supporting Student Health (CSSH)

The Committee Supporting Student Health (CSSH) has been established by the Medical Student Government Association of the Quillen College of Medicine to assist medical students who have a substance abuse problem. Any suspected problem of substance abuse or report of such should be made directly to the CSSH. Should the Honor Council receive a report alleging substance abuse on the part of a medical student, the council shall transmit information regarding said allegation to the CSSH. After transmission of the information, the Honor Council will take no further action unless the student has otherwise violated the Honor Code.

Hearing Procedure

Whenever the council decides that further investigation is required before it can act, or wherein the council decides that a hearing on a report is appropriate, the chair will appoint a committee of two members of the council to investigate the report and present their findings to the council. In the event of a hearing on the report, the investigating committee shall present evidence to the council at the hearing. The investigating committee shall not be present when the council considers their response to the evidence presented.

Wherein the council has voted to conduct a hearing, the accused shall be given the following information in writing:

A list of the charge(s) against the accused, specifying the section(s) of the Honor Code violated.
A copy of the Student Honor System that includes the accused’s procedural rights.
A list of the members of the Honor Council.
The date of the hearing on the alleged violation(s) which shall be no sooner than ten days after the above listed information is given to the accused. If the accused desires additional time in which to prepare a defense, a written petition may be submitted to the chair and, if warranted, a reasonable postponement of the hearing shall be granted.

The hearing will be private unless the accused requests an open hearing. Deliberations of the council on findings or recommendations shall be closed to all persons except members of the council. When a private hearing is conducted, it shall be closed to all persons except members of the council; the accused with an advisor, if asked to attend by the accused; witnesses, while testifying; and other persons may be admitted by agreement of the accused and the council.

After being given written notification of the alleged violation(s) and hearing date, the accused has the right to be informed of the prosecutorial evidence. Additionally, the right to a copy of any written statements relevant to the case will be given. The accused does not have the right, prior to the actual hearing, to know the names of persons who have furnished written statements. Therefore, the names of such persons will be deleted from the copy of any written statements provided the accused.

The accused has the right to be faced by any witness who has given a statement relevant to the case at the hearing and to produce witnesses (including no more than two character witnesses), introduce documentation, and offer personal testimony. The accused also has the right to be accompanied by a non-participant self-chosen advisor.

The accused has the right to be heard or to remain silent in regard to the charges brought. If the accused elects to offer testimony as to a specific alleged act of misconduct, then the right to remain silent as to that specific act is waived and all questions pertaining to that alleged act must be answered truthfully.

The accused has the right to challenge, on the grounds of prejudice, any member of the council sitting on the case. If such a challenge is made, the council shall deliberate to determine whether cause exists to remove the challenged member. Only council members shall be present during said deliberations. By a majority vote of the members of the council (excluding the members being challenged), the challenged members shall be excused from the case. The accused has the additional right to excuse without cause two council members sitting on the case. In such an event, the accused is not required to state a specific objection as to why a specific council member is excused. If the accused excuses council members without cause and, as a result, the number of council members sitting on a case is reduced below the number required for a quorum (seven), the case may nevertheless proceed through hearing and verdict. In such a case the accused will be deemed to have waived the right of having a quorum.

The accused has the right to challenge any conduct during the proceeding that may prejudice any personal rights. A majority vote of the council will sustain the accused’s challenge. If the council decides that a right of the accused has been prejudiced, the council will take appropriate actions to rectify same.

Any member of the Honor Council related by birth or marriage to the accused or accuser shall be disqualified from participation in that hearing, with the exception that such a council member may be a witness in the hearing.

Any member of the Honor Council who has a personal interest in the outcome of the hearing may be voluntarily disqualified from participation in that hearing. Should the council be informed that a member has such a personal interest and yet said member does not self-disqualify, the council shall deliberate in private to determine whether cause exists to excuse that member from participation. Only council members shall be present during said deliberations. By a majority vote of the council (excluding the member being reviewed), the council member shall be excused from the case.

All hearing proceedings, except deliberations of the council on findings and recommendations and council deliberations regarding excusing council members from sitting on a case, shall be recorded on audio tape by the council Recorder. This tape recording shall serve as the official record of the hearing. The Honor Council procedure follows all related state laws and TBR record retention policies.

The accused should be present during all proceedings except deliberations of the council as heretofore specified. However, any part or all of the hearing may be conducted in the absence of the accused if the accused voluntarily fails to appear for the hearing or the accused willfully obstructs the progress of the hearing to such a degree that the council decides it is necessary to bar the accused from the hearing.

The accused shall be permitted to examine all evidence in the case. No evidence or testimony may be considered by the council unless such evidence or testimony has been presented in the presence of the accused or in accordance with the statements of the previous paragraph.

In the exercise of sound discretion, the Chair may reschedule a hearing date at any time prior to or after the commencement of a hearing. All parties should strive to be prepared to proceed on appointed hearing dates and avoid unnecessary delay and rescheduling. The request to reschedule the hearing may originate from any participating party or council member.

Hearing proceedings shall be conducted by the Chair or the council under the following guidelines:

The council shall be called to order by the Chair.
The Recorder shall call a roll of the council. A quorum of seven voting members shall be required before the hearing can proceed.
The Chair shall read the original violation report to the council.
The Chair shall ask the accused for a plea statement. In the case of a guilty plea, the council will dispense with full hearing on the evidence and will deliberate as to the appropriate recommendation. In this regard, the council may ask the investigation committee to make a statement of what they believe the evidence in the case would have shown. The accused shall be provided the opportunity to address the council. In the case of a not guilty plea, the council will proceed with a full hearing.
After entry of a plea, the accused shall be given the opportunity to remove the council members sitting on the case by the challenge procedures detailed above.
The case investigators shall be asked to present all witnesses and information gathered pertaining to the case. Students called before the council are to be notified personally prior to the hearing time. They shall be called individually and questioned in a dignified manner showing respect for the person being questioned. Questions will be allowed from the Chair, members of the council, the investigators, and the accused in an orderly fashion. All questions relating to procedure shall be decided by the Chair. Prior to the questioning of a student, it shall be ascertained that the student is familiar with the rules of the Honor System. In the case wherein a student is handicapped in performing any Quillen College of Medicine responsibilities because of personal attendance at a hearing, the council may recommend to the authorities involved that appropriate amends be made.
After the case investigators have presented all of their witnesses and evidence, the accused shall then be asked to present any evidence and/or witnesses pertinent to the defense. Questioning shall follow a format similar to that described above.
After the presentation of evidence by the accused, the investigators and the accused may make a closing statement to the council. The length of closing statements should be determined by the Chair after consulting the investigators and the accused.
Verdict 1: No significant violation of the Honor Code has occurred. A report of the council’s findings shall be sent in writing to the dean for the purpose of excluding any attempt to recharge the accused through alternative disciplinary procedures. The Chair shall inform the dean of the verdict and recommend that no disciplinary action of any kind be taken and that no mention whatsoever of the council’s proceedings appear in the record of the accused individual. The council may make suggestions to the individual(s) regarding future conduct with respect to the Honor System.
Verdict 2: A violation of the Honor Code has occurred to the severity that this verdict should be accompanied by a recommendation that the dean take such disciplinary action as deemed necessary, up to and including an informal reprimand, and that action exceeding an informal reprimand would not be suitable. No mention whatsoever of the proceedings should appear on the record of the accused individual.
Verdict 3: A violation of the Honor Code has occurred to the severity that this verdict should be accompanied by a recommendation that the dean take such disciplinary action as deemed appropriate, up to and including a formal reprimand, that action exceeding a formal reprimand would not be suitable, and that the verdict and resolutions of the council be affixed to the permanent record of the accused individual.
Verdict 4: A violation of the Honor Code has occurred to the severity that this verdict should be accompanied by a recommendation that the dean take such disciplinary action as deemed appropriate, up to and including expulsion from the Quillen College of Medicine, and that the verdict and resolution of the council be affixed to the permanent record of the accused individual.
First consider Verdict 4. If support for Verdict 4 is unanimous, Verdict 4 is returned; if not, it fails.
If Verdict 4 fails, next consider Verdict 3. If three-fourths of the council support Verdict 3, Verdict 3 is returned; if not, it fails.
If Verdict 3 fails, next consider Verdict 2. If the majority of the council supports Verdict 2, Verdict 2 is returned.
If Verdicts 4, 3, and 2 fail, then Verdict 1 shall be returned.
The accused or any witness may be recalled by the council before the verdict is reached. At that point the hearing must be reconvened.
Following its vote, the council shall recall the accused for the purpose of personal notification of the verdict and recommendation. The accused shall also be informed, except as heretofore provided under Verdict 1, that the verdict and recommendation will be delivered to the dean within seven days.
The chair shall thereafter prepare a written report of the council’s findings, verdict, and recommendation. Said report shall be signed by all members of the council who participated in the hearing. Should a member of the council who has dissented from the verdict of the council wish to submit a dissenting opinion, such dissenting opinion should be attached to the Chair’s report. Except as heretofore provided under Verdict 1, the report shall be presented to the Dean of the Quillen College of Medicine within seven days after the hearing has been concluded.
The council’s Recorder shall be responsible for securing, filing, and maintaining all documents and/or written evidence presented to the council at the hearing and, wherein appropriate, any physical evidence presented to the council. When the accused graduates from the Quillen College of Medicine, all such documents, written evidence, and physical evidence (wherein appropriate) shall be removed from the Honor Council’s files and destroyed, with the exception that said evidence shall not be removed or destroyed while the accused’s case is still pending before any administrative body of the Quillen College of Medicine, East Tennessee State University, the ETSU Board of Trustees, or while ongoing civil or criminal litigation is pending.

If an accused leaves the Quillen College of Medicine prior to the resolution of the case by the council, the Chair shall prepare a written letter to the dean indicating the nature of the alleged violation(s) and that said case has not been resolved by the council due to the accused’s departure from school. This letter shall be placed in the accused’s permanent record. Should the accused be permitted to return to the Quillen College of Medicine, the dean may require the accused to appear before the council and resolve the pending case. Should the council thereafter determine that Verdict 1 or Verdict 2 is an appropriate resolution of the case, the dean may remove the aforementioned Chair’s letter from the student’s permanent record. The president of the university is authorized, in his or her discretion, to subsequently convert any sanction imposed by the dean to a lesser sanction, or to rescind any previous sanction, in appropriate cases.

Procedure for Amendments to the Appendix

Students and full-time faculty are encouraged to participate in the amendment process in order to develop a successful Honor System. Amendments to the Honor System Procedural Appendix may be proposed by a petition signed by two-thirds of the entire voting Honor Council, by a petition signed by ten percent of the medical students or by a petition signed by ten percent of the Quillen College of Medicine full-time faculty. A referendum election will be held within six weeks after receipt of the proposed amendment. Amendments to the Procedural Appendix must be approved by one-half of the students voting, provided that at least fifty percent of the students have voted. Proposed amendments will take effect upon their subsequent ratification by one-half of the full-time faculty voting, provided that at least fifty percent of the faculty eligible to vote have done so.

This policy is promulgated pursuant to, and in compliance with, TBR Rule 0240-02-03-.03 Academic and Classroom Misconduct and TBR Rule 0240-02-03-.06 Disciplinary Procedures and Due Process. To the extend that a conflict exists between these policies and TBR rule, policy and/or applicable law(s), the TBR rule, policy and/or law will control. Adopted by TBR: 12/8/11; effective 1/29/12.

Students, along with faculty, staff, and administrators are all members of the East Tennessee State University community. Inherent with such membership is the responsibility to conduct oneself reasonably to maintain a civil community that respects the rights of all individuals. The student has certain rights guaranteed by the Federal and State Constitutions or statutorily created legislation including:

Freedom of inquiry, freedom of speech, and freedom of expression that is respectful or sensitive to the rights of individuals.
The right to peaceably assemble, in accordance with federal, state, local, and ETSU regulations.
Religious freedom and a clear division of church and state.
Freedom from unreasonable search and/or seizure of person, or personal property.
Freedom from discrimination or harassment on the basis of gender, age, race, color, religion, national origin, or other protected status.
The right to privacy, including the maintenance of confidential records in accordance with provisions of the Family Educational Rights and Privacy Act of 1974 and 1975, qualified by the Tennessee Open Records Law.
The right to due process.

The ETSU Board of Trustees grants additional rights including:

The right to due process in disciplinary procedures of the university, including written notification of charges, an explanation of procedures, and a hearing before an appropriate administrator or committee.
The right to expeditious review of disciplinary sanctions upon appeal.
The right to participate in the decision-making process of the university through the Student Government Association, other student governance organizations, and membership on university standing and advisory committees.
The right to affiliate with officially registered student organizations if the membership requirements of those organizations have been met, and the right to seek to establish, through official procedures, additional student organizations of one’s choosing.

East Tennessee State University acknowledges that students have a legitimate expectation that:

Classes meet as scheduled, and begin and adjourn on time.
Course requirements are clearly specified.
The instructor is prepared for class and possesses both oral and written communications skills.
Paper project grades and test results are received in a timely manner.
Information about progress in coursework is provided.
The instructor is qualified to teach the subject matter.

Additionally, students have the right to expect:

Accurate information concerning institutional services, regulations, policies, and procedures, in published form.
Representation in the university governance system.
Sound and accurate academic advice, information regarding courses required for graduation, and their schedule sequence.
Reasonable notice of any changes in academic requirements or programs and assurance that such changes will not be made in a way that unduly impedes the academic progress of the student already enrolled.
Flexibility in course scheduling (by dropping and adding) or withdrawing within university guidelines.
Information about the various types of financial assistance available.
Freedom to evaluate courses, programs and services, and provide input to appropriate segments of the campus administration.

Advanced placement in a specific course(s) will be determined upon the recommendation of the course director and departmental chair to the Executive Associate Dean for Academic and Faculty Affairs. Enrolled medical students who believe they qualify for advanced placement in a course(s) should make formal application through the Office of Academic Affairs. If awarding of advanced placement is approved, credit will be recorded on the student’s academic record using the grade of “P”. The credit hours for the course will be recorded on record under the heading “earned hours” and will not be used in the computation of the quality point average.

East Tennessee State University is committed to maintaining a learning environment that promotes student academic excellence and personal development. Various departments on campus have written procedures that allow students to appeal actions taken by the department that directly affect the student. Students who wish to appeal a specific decision should contact the appropriate department and request an appeal form. Students should contact the Office of Student Services if they have concerns or complaints about policies, procedures, or personnel; their academic advisement or other academic issues, including an action based upon academic policies, procedures, or deadlines; or the offices of Admissions, Records, Financial Services, or Student Support Services.

Student complaints concerning sexual, racial, disability, and other harassment should be filed with the ETSU Office of Equity and Diversity. When the charge of harassment is by one student against another student, the complaint should be filed with the Associate Dean of Student Services.

In every instance, the appropriate individual will investigate the complaint, seek an equitable solution, and respond to the student in a timely manner.

It is expected that a student will attend classes regularly. Each department within the university has the right to set an attendance policy. Departmental class attendance policy is subject to approval by the Dean. At the beginning of each course, faculty must provide a written statement governing attendance policy for the course so that all students will be fully informed of their attendance responsibilities, including penalties which may be imposed for failing to meet these responsibilities. It is the student’s responsibility to know the policy. Leave request forms can be found at https://www.etsu.edu/com/msec/forms.php .

M1-M2 Attendance/Leave Policy

Students pursuing the MD degree at Quillen College of Medicine are physicians in training who must meet standards of professional conduct and responsibility (Institutional Objective 5.0 Demonstrate a commitment to carrying out professional responsibilities and an adherence to ethical principles). As a professional school, Quillen requires attendance and active participation in all components of the curriculum, as defined by course directors. Active participation in the School’s course activities indicates the student’s understanding and mastery of professional responsibilities. The M1-M2 Leave Request Form is used to document the approval of Medical and/or Educational Leave/Quillen Activity and becomes part of this policy.M1-M2 Attendance/Leave Policy

M3 Attendance/Leave Policy

Students pursuing the MD degree at Quillen College of Medicine are physicians in training who must meet standards of professional conduct and responsibility (Institutional Objective 5.0 Demonstrate a commitment to carrying out professional responsibilities and an adherence to ethical principles) to develop into effective physicians. As a professional school, Quillen requires attendance and active participation in all components of the curriculum, as defined by clerkship directors. Active participation in the School’s course and clerkship activities indicates the student’s understanding and mastery of professional responsibilities. The M3 Leave Request Form is to be used to request approval of Medical and/or Educational Leave/Quillen Activity and becomes part of this policy.

M4 Attendance/Leave Policy

Attendance is one measure of professionalism. Institutional Objective 5.0: Demonstrate a commitment to carrying out professional responsibilities and an adherence to ethical principles and Institutional Objective 5.2: Demonstrate responsiveness to patient needs that supersedes self-interest). The M4 Request for Permission to be Absent Form is used to document the approval of Medical and/or Residency Interview and/or Quillen Activity and/or Other leave and becomes part of this policy.

Before withdrawing (resigning) from medical school, any student should seek and consider the thoughtful and informed advice of others in whom they trust. Faculty members should be consulted and the Offices of Student Services and Academic Affairs are available to assist in any way possible. Students who wish to withdraw (resign) from the College of Medicine may do so at any time. The student is to inform the dean in writing of the reason(s) for the withdrawal. Applications of students seeking readmission under these circumstances will be considered by the Admissions Committee.

A leave of absence from curricula in the College of Medicine may be granted by the administration for medical or personal reasons, or in the instance of emergencies. Leaves of absence are limited to a maximum of two years and do not change the time limit for graduation except by specific action of the Promotions Committee. A leave of absence under any other condition may be granted by the dean.

Basis for appeal

A student may appeal a course grade if there is evidence that the grade was assigned in a malicious, capricious, erroneous, or arbitrary manner. The following steps provide a guideline for the appeals process. All persons concerned with this process should make every attempt to adhere to the approximate time schedule outlined in the following description of the appeals process. No appeal will be considered later than one year following the date the grade was assigned.

Appeal to the faculty member for review of the assigned grade

Within three weeks after the beginning of the next term, excluding summer school, the student should discuss the assigned grade with the faculty member. If it is found that the assigned grade is incorrect in the judgment of the faculty member, the appropriate change will be made. At this point the matter is concluded. If the faculty member is no longer with the university, the student should confer with the departmental chair who will then make every effort to receive written input concerning the grade from the former faculty member. If this is not possible, the student may appeal the grade as described below. The departmental chair will represent the interests of the faculty member who issued the grade.

Appeal to the departmental chair

If the question of the assigned grade cannot be resolved between the student and the faculty member, the student may appeal in writing to the chair of the department in which the course was taught. If at all possible, the written appeal to the chair should be made by the end of the fourth week of the term. The student should include all known information relating to the appeal. After receiving such an appeal from the student, the chair shall review with the faculty member the substance of the student’s appeal and seek to determine its validity.

If the chair determines that the assigned grade is inappropriate, the chair should recommend to the faculty member that the grade be changed. The faculty member may or may not concur with the recommendation.

The chair will notify the student in writing, usually within ten days of the appeal, whether or not the assigned grade will be changed. If the grade is changed to the student’s satisfaction, the matter is concluded. If the grade will not be changed, the chair will also advise the student of the right of appeal to the dean of the college.

If the grade will not be changed, copies of all written communication mentioned above should be sent by the chair to the dean.

Appeal to the college dean

If the grade is not changed to the satisfaction of the student at the departmental level, the student may appeal the assigned grade in writing to the Dean of the Quillen College of Medicine. The appeal shall be prepared in writing by the student in consultation with the Executive Associate Dean for Academic and Faculty Affairs of the Quillen College of Medicine. The Dean of the Quillen College of Medicine may follow one of two procedures. The dean may discuss the case with the student, the faculty member, the chair of the department in which the course was taught, and the Executive Associate Dean for Academic and Faculty Affairs of the Quillen College of Medicine.

Following these discussions, the Dean of the Quillen College of Medicine may make a recommendation to the faculty member, the student, and the departmental chair. If this results in an acceptable solution to all parties, the matter is concluded. If not, the appeal will be forwarded to the Student Promotions Committee, which will serve as the hearing body. The dean may appoint the Student Promotions Committee as a hearing body upon receiving the initial appeal.

The Student Promotions Committee will submit to the Dean of the Quillen College of Medicine a written report containing a recommendation for a specific course of action regarding the student’s grade appeal. If the committee cannot reach a conclusion, the written report will be submitted to the dean, with the reason why the committee failed to reach a decision.

The Dean of the Quillen College of Medicine will then recommend a solution that may or may not contain some or all of the recommendations of the Student Promotions Committee. This decision will be relayed in writing to the student. In the absence of further appeal, the opinion rendered by the Dean becomes final.

Appeal to the Vice President for Health Affairs

If either the student or the faculty member believes that due process has not been afforded, a written appeal may be made to the Vice President for Health Affairs; otherwise, the decision of the Dean of the Quillen College of Medicine is final. Such an appeal, based upon denial of due process and specifically identifying the failure of the process, must be initiated in writing within two weeks from the time the dean reports the decision to the appropriate individuals.

Students who believe they have been mistreated on an academic matter are entitled to an independent review of the alleged offense followed by corrective action, if appropriate. This procedure does not apply to instances in which a student has been recommended for suspension or dismissal. A student’s appeal process in the latter instances is described in the Student Promotions Committee policies and procedures. The guidelines are applicable only in those cases wherein there is a perceived academic impropriety arising from an action taken by (a) an individual instructor, (b) a department, or (c) a committee charged to administer academic policies or criteria of a particular school or department. They do not pertain to complaints expressing dissatisfaction with a university policy of general application to all students.

The grievance procedures are as follows:

The student should first discuss the perceived offense, orally or in writing, with the individual(s) most closely responsible. If no resolution results, the student should then consult with the relevant departmental chair. In those cases wherein there is no departmental chair, consultation should then be with an individual or a representative of the regulatory committee charged by the faculty with administering that school’s academic policies. Every effort should be made to resolve the issue at this informal level, without the complaint attaining the status of a formal grievance.
If informal means of resolution prove inadequate, the student should set forth in writing the substance of the alleged offense, the grounds on which the student is basing the complaint and the efforts taken to date to resolve the matter; this document then should be submitted to the dean (or designee) for adjudication. It is at this point that the complaint becomes a formal grievance. A grievance should be filed in a timely fashion, i.e., before the end of the semester or clinical period following the semester or clinical period in which the alleged offense occurred or should reasonably have been discovered.
Upon receipt of the student’s written grievance, the dean (or designee) will initiate a timely and independent investigation into the matter (typically to be completed within thirty days). The investigator may request a written response to the issue raised in the grievance from the pertinent faculty, staff member(s) or departmental chair. The grievant will be given an opportunity to comment in writing on the response(s). Upon completion of the investigation, the dean (or designee) will prepare and transmit to both the grievant and the pertinent academic personnel written findings and dispositive recommendations that the dean has authority to implement.
If the grievant or the party against whom the grievance was lodged disagrees with the dean’s recommendations, either on substantive or procedural grounds, an appeal may be made in writing to the Vice-President for Health Affairs. The written appeal must specify the substantive bases on which such appeal is being made (i.e., the appeal must be made on grounds other than general dissatisfaction with the recommended disposition) and must be directed to the issues in the grievance as filed, not to new issues. No more than thirty days should elapse between receipt of the recommendations submitted by the dean and the written appeal to the Vice-President for Health Affairs.
Upon receipt of the appeal and by a process chosen by the Faculty Advisory Council, a timely independent review of the grievance (normally to be completed within thirty days) will be conducted. Upon completion, the Vice-President for Health Affairs shall remit to all appropriate parties written findings and dispositive recommendations that will be final and binding on the parties to the grievance within the jurisdiction of the Quillen College of Medicine.

Students should be aware that the Associate Dean for Student Affairs has a relatively wide authority of inquiry, including investigating student complaints against instructors, but has no decision-making authority. The Office of Student Services is available to all students to discuss any troublesome matter of university concern and frequently helps expedite resolution of such matters.

Students are expected to take exams on the dates scheduled. The examination schedule for years one and two is published by the beginning of each semester. Third year exam dates are published at the beginning of each academic year.

To provide consistency in the development of grading structures between all Quillen College of Medicine M3 Clerkships, the same grading policy will be used in all clerkships.

To enable course directors to identify grade components for the NBME scores above the 90th percentile and below the 10th percentile, MSEC approved use of the NBME score conversion tables (provides the percent correct associated with various scaled scores) that would allow a linear regression (curve) to be used to give scores above the previously set 90th percentile and scores below the previously set 10th percentile. Course directors will have the discretion as to whether they cap scores at 100% or give higher scores. Course Syllabi should contain the specific course grade scale.

To protect and maximize student learning time and opportunities for unstructured, independent and self-directed learning with the formal/structured curriculum, required curricular activities are not to conflict with, nor overlap with, structured curricular time nor the unstructured, independent and self-directed learning blocks. Scheduled time includes both the amount of scheduled classroom events delineated in the class calendar (including both instruction and assessment) as well as the anticipated amount of time (as determined by faculty) to complete pre-session preparatory material. On average, Preclerkship scheduled time should not exceed 28 hours per week. In addition, on average no more than four (4) hours per day should be based in classroom lecture.

A written narrative description of a medical student’s performance, including his or her non-cognitive achievement, will be included as a component of the assessment in each required course and clerkship of the medical education program whenever teacher-student interaction permits this form of assessment (i.e., courses in which an individual faculty member has sufficient interaction with an individual student such as small groups). Narrative assessment can be formative and/or summative (see also policy on Formative Feedback).

Formative feedback is that feedback provided each medical student to allow them to monitor and improve their performance in meeting course/clerkship objectives, including identifying strengths as well as weaknesses. It communicates the preceptor’s/faculty member’s assessment of the students’ knowledge, skills and attitudes based upon formal assessment or other observations. This feedback must be provided to each medical student in sufficient time to allow for any needed remediation. Formal feedback occurs at least by the mid-point of a course or clerkship. Feedback must be of adequate detail to assure that the student can appreciate deficiencies in his/her performance and develop a plan to improve performance and achievement of course/clerkship objectives.

Students need fair and timely summative assessment based on their performance in order to monitor their performance, accurately understand their progress, develop study plans and prepare for attaining expected learning outcomes.

The college’s goals are to promote safety in patient care and maximize students’ development of skills, knowledge, and attitudes needed to enter the practice of medicine; to ensure patient and student safety through appropriate supervision in clinical learning situations; to ensure that the level of responsibility delegated to the student is appropriate to his or her level of training; and to ensure that activities supervised are within the scope of practice of the supervising physician and allied health providers.

QCOM has two (2) parallel curriculum tracks; Generalist Track and Rural Primary Care Track (RPCT). Once enrolled in one of the curriculum tracks the student will complete their QCOM curriculum in the enrolled track. Students may find that their circumstances change and request a change from one curriculum track to the other at the end of an academic year.

The M.D. degree is awarded after completion of all degree requirements and upon recommendation of the Student Promotions Committee as the representative body of the faculty. The Quillen College of Medicine Graduation ceremony is held in the spring of each year. Attendance at the Graduation ceremony is required. Petitions for graduation in absentia must be submitted in writing to the Executive Associate Dean for Academic and Faculty Affairs.

It is the policy of East Tennessee State University that only students who have met degree requirements will be permitted to participate in graduation ceremonies. All Quillen students are expected to attend and participate in the graduation ceremony appropriate to the date they complete their degree requirements. Students who finish requirements for the degree after the regularly scheduled graduation date and prior to the next regularly scheduled enrollment period for the college, may be permitted to participate in the graduation ceremony without receiving a diploma.

The only students who will be permitted to “walk” (participate in the graduation ceremony without receiving a diploma) are those who will complete all requirements for the degree prior to the beginning of the next regularly scheduled enrollment period. To participate in the spring graduation, all requirements must be completed by June 15th. If an additional period of enrollment is required, the student will participate in the next regularly scheduled graduation ceremony.

To receive permission to participate in the graduation ceremony under these special conditions the student must seek permission through the Executive Associate Dean for Academic and Faculty Affairs at least one week prior. For those graduating “off schedule” the Quillen College of Medicine diploma will be ordered once all requirements are met and will be forwarded to the graduate by the Registrar’s Office. The date of graduation on the diploma will reflect the date on which all requirements were successfully completed.

All entering students are required to provide documentation of current immunizations for Diphtheria, Pertusis, Tetanus, Measles, Mumps, Rubella (MMR), Hepatitis B and Varicella prior to their initial enrollment. Additionally, students are required to provide evidence of immunity to Hepatitis B by obtaining a blood serum titer following completion of the Hepatitis B vaccination series. Students whose Hepatitis B titer is negative will be required to repeat the vaccination series and obtain an additional titer. Entering students are also required to have on record the results of a recently completed physical examination, as well as the results of a Tuberculosis (TB) skin test taken prior to initial registration. If the TB skin test is positive, the student must also provide documentation of treatment or management. Students whose TB skin test results are negative are required to have the TB skin test performed annually. Students are required to receive an influenza immunization annually in order to participate in clinical activities.

All documentation should be uploaded to myRecordTracker.com. Uploaded documentation of the hepatitis titer must include a copy of the laboratory report indicating a numerical value for the surface antibody.

Students who are unable to comply with the requirements due to extenuating circumstances should contact the Office of Student Services, which will determine the appropriate action.

These requirements are based on standards established by the federal Occupational Safety and Health Administration for health care workers, as well as the Centers for Disease Control; as a result they surpass those normally required of college students.

Medical students should avoid seeing personal health care from faculty members and resident physicians because of the complex dual relationship that results from being both a student and a patient.

If a student elects to establish a provider relationship with a faculty member or resident, which involves sensitive health services, that health care provider is precluded from serving as a clinical preceptor for that student and from any evaluation role for that student (irrespective of the wishes of the medical student) because of dual-relationship and conflict of interest issues. Faculty members and resident physicians who provide such services to students will not participate in performing academic assessments for grading purposes nor in decisions regarding promotions for such students.

Students seeking mental health services will be encouraged to make use of Professional and Academic Resources Center (PARC) House resources. Services provided in this setting are at no charge to the student and are provided by health professionals who are not involved in student education or assessment.

In instances of pre-existing doctor-patient/student relationships, the physician must discuss with the student the potential for a dual relationship and inform the student that he/she will recuse him or herself from any situation in which an evaluation is required if the provision of sensitive health services has occurred.

While the focus of this policy relates to conflicts of interest resulting from the provision of health services to medical students, other types of conflicts of interest may exist. In such situations faculty members will also recuse themselves from participating in performing academic assessments for grading purposes and in decisions regarding promotions for such students.

Health and Disability

The College of Medicine does not provide health insurance, but requires all medical students are to have adequate health, accident, and disability income insurance as a condition of enrollment. Students under the age of 26 years may be covered by their parents’ health insurance. Otherwise, students must purchase coverage from an outside vendor with funds provided in the financial aid package to cover health insurance premiums. Proof of insurance must be provided to the Office of Student Affairs by uploading documentation to MyRecordTracker. Disability income insurance is purchased through an AMA-sponsored program. The annual fee is included on the fall semester bill. For more information, please refer to https://www.etsu.edu/com/studentsvcs/healthcareinsurance/insurance.php .

Professional Liability

The College of Medicine provides professional liability insurance (often referred to as malpractice insurance) for students. Liability insurance protects students from claims of negligence that may arise while participating in educational activities that are a part of the medical education program. The coverage does not extend to activities that are outside of the degree of program. Students with questions regarding this coverage should contact the Office of Student Services, Room C223, Stanton-Gerber Hall, phone (423) 439-2019.

Many hospitals and other clinical facilities now require medical students (as well as employees) to have drug screens to work or train in their facilities. It is the current policy of the Quillen College of Medicine to require a ten-panel urine drug screen of all students prior to matriculation and annually thereafter at randomly selected times. Some hospitals or other clinical facilities may require current drug screens so that they may need to be repeated at different intervals. Students will be notified by the administration of the requirements of the clinical facility. In the case of away electives arranged by the student, the student will be responsible for determining the requirements of the facility. Any student requiring a drug screen must email the Associate Dean for Student Affairs. The Associate Dean will then notify Certiphi of the request. Screening will be performed by an approved provider. All drug screens completed must be officially reported to the Quillen College of Medicine as a condition of continued enrollment. The results of all drug screens will be deemed medical information by the College and will be maintained as such.

The required drug screen will be performed by a college-approved provider of this service. All expenses for the test will be the responsibility of the student. The current standard is the ten-panel urine drug screen. The college may require additional or further tests as deemed appropriate by the college in the future for various situations, including for suspicion of inappropriate drug use.

If the drug screen identifies issues that may negatively impact a student’s participation in further academic activities, the initial step in the evaluation will be to require the student provide official documentation of all current prescriptions. This information, along with the results of the drug screen, will be reviewed by a qualified physician. If this physician determines that no further action/explanation is needed, then the results of the drug screen may be provided to the hospital(s) requiring it so that they can make a determination of their willingness to allow the student into their facilities.

If concerns are unresolved after the reviewing physician evaluates the results of all drug screens, the case will be referred immediately to the Criminal Background Administrative and Drug Screen Committee (CBADSC) for evaluation and determination of an appropriate course of action. The CBADSC is comprised of the Executive Associate Dean for Academic Affairs, Associate Dean for Graduate Medical Education, and the Associate Dean for Student Affairs. The CBADSC will be responsible for making recommendations to the Dean in all such matters. The CBADSC may require additional information from the student.

Upon proper notification and release by the student, drug screen results may be provided to hospitals or other institutions as required for student participation.

Should the results of drug screens preclude a student from being able to complete the clinical rotations required in the curriculum, the student is subject to dismissal or other administrative action.

Since medical students have the privilege of caring for patients who are ill, they assume the risk of all health care workers being exposed to communicable diseases. Although all precautions are taken to minimize this risk, (e.g. immunizations required for admission to medical school), it cannot be totally eliminated. If exposure to potential bloodborne pathogens occurs (e.g. through a needle-stick), the student must immediately fulfill all responsibilities required by the facility in which the exposure occurred. This will frequently involve medical testing and treatment for the student that may include some financial obligation by the student. The student must submit appropriate incident reports to the facility where exposure occurred and to the Office of Student Services. Students are ultimately responsible for the costs related to evaluation and treatment of such exposures. Students are required to file a claim with their health insurance provider for charges stemming from post-exposure management. Financial assistance is available to help students pay for charges associated with the initial testing that are in excess of insurance payments. Students should contact the Office of Student Services for help in arranging such assistance. This stipulation holds for all such accidents that may occur while students are fulfilling educational responsibilities.

Medical students should maintain a neat, clean personal appearance and dress in a professional manner at all times. Since students are intimately involved with patients and members of the health care team, wearing reasonable clothing and avoiding extremes of dress is imperative. Inappropriate attire can interfere with one’s ability to carry out specific functions as a medical student. Thus, it is important that all involved as members of the health care team do everything in their power to ease the discomforts of illness and hospitalization. Uncleanliness or improper attire might provoke uneasiness or negative feelings in patients. The physician in practice has the right to decide what specific appearance facilitates the accomplishment of the task, but while attending the Quillen College of Medicine, the task is best accomplished by a reasonable degree of conformity.

Student ID Badge

During orientation a clip-on identification badge bearing the photograph and legal name of each student will be provided without charge. Students are required to wear the name badge at all times. All College of Medicine students are required to conspicuously display this ID badge when they are in the hospitals or clinics of the college. This badge remains the property of the Quillen College of Medicine and must be surrendered upon termination of enrollment. If this badge is lost or stolen, the student is requested to immediately notify the I.D. Office in the D.P. Culp Center, (423) 439-4286. A replacement fee will be charged. Also, all students must obtain a permanent East Tennessee State University ID card in order to have full access to all university facilities and services. This card will not only provide students identification, but will also allow students to create a debit card account for convenient use in the university bookstore, comptroller’s office, health clinic, food services, vending machines, laundry facilities, Center for Physical Activity and controlled access to residence halls and other facilities. IDs will be issued during orientation or at the ID office during the term.

Medical student assignments, including the nature and content of activities and the number of duty hours required, must be determined by the educational value of the assignment. All assignments must provide meaningful educational value. Excessive work hours and fatigue can impact medical student learning just as it impacts patient care.

Duty hours consist of hours required in hospital or clinic/office, in didactic education (lectures, conferences, etc.), and in any mandatory educational activity. Medical student duty hours should not exceed an average of eighty hours per week. At home call and student study at home is not included in duty hours determinations.

In-house night call is permitted under the conditions that it is a valuable educational experience and facilitates being a member of a health care team. Adequate rest facilities should be available in the hospital and call should occur no more frequently than once every week. Call will not precede the day of an exam or quiz.

If the student feels fatigued after the call, he/she is to be excused for an appropriate length of time from rounds, classes, etc. Any didactic materials should be made available to the student. It is the responsibility of the student to effectively communicate with team members regarding his/her need for a period of post-call rest. The student should not leave normal student responsibilities without such communication.

Hours of in-house call count toward 80 hours total.

Students are to log their duty hours at least on a weekly basis into New Innovations for documentation purposes. Duty hour compliance will be monitored by Academic Affairs on a periodic basis. Students who feel they are consistently expected to work more than 80 hours per week should notify the clerkship director. If the issue is not resolved the student should contact the Executive Associate Dean for Academic Affairs.

The Health Insurance Portability and Accountability Act (HIPAA) is a federal law which protects the health information of individuals. This information is called Protected Health Information (PHI). Medical students will routinely be exposed to PHI during clinical rotations.

As part of their orientation to medical school, students will receive HIPAA training, which will be required to be completed annually thereafter. HIPAA violations can result in significant federal penalties for both individuals and organizations. Quillen College of Medicine regards HIPAA violations as serious offenses.

Discussion of patient cases in educational conferences and among students for educational purposes is not a HIPAA violation, though care should be taken to protect patient privacy. However, if such PHI was disseminated beyond these settings, particularly external to the College of Medicine, it would likely be a HIPAA violation. Use of PHI in research requires approval of the Institutional Review Board (IRB). Medical students who do not know if a particular use of PHI is appropriate should ask their supervisor or contact ETSU HIPAA Compliance Office for guidance.

Examples of HIPAA Violations include the following:

Unauthorized copying of medical records
Leaving PHI in a public area
Discussing PHI in a non-secure area
Posting PHI on any social networking site
Removing medical records from a hospital or clinic without proper authority
Unapproved accessing of PHI when the student is not involved in the care of the particular patient
Access of one’s own medical chart within the electronic medical record
Intentionally assisting another person in gaining unauthorized access to PHI
Inappropriate sharing of ID/Password with another person
Disclosure or abusive use of PHI
Tampering with or unauthorized destruction of information
Unauthorized delivery of PHI to any third party.

These examples represent varying levels of severity.

Review and disciplinary actions for HIPAA violations can range from verbal counseling through dismissal from medical school based on the severity of the violation. Each violation is evaluated on a case by case basis. Suspected violations should be reported to the Executive Associate Dean for Academic Affairs immediately. The HIPAA Compliance Officer will be consulted for a recommendation prior to consideration by the Student Promotions Committee which will make an action recommendation. The student may appeal the recommendation of the Student Promotions Committee to the Dean. Final determination will be made by the Dean based on the recommendations of the committee and the HIPAA Compliance Officer.

Quillen College of Medicine has a responsibility to foster the development of professional and collegial attitudes needed to provide caring and compassionate health care by all members of the Quillen College of Medicine community, including medical students, graduate students, resident physicians, faculty, and other staff who participate in the educational process. An atmosphere of mutual respect and collegiality is essential to nurture these attitudes and promote an effective learning environment. The diversity of members of the academic community combined with the intensity of interactions that occur in the health care setting may lead to incidents of mistreatment.

The policy on mistreatment prevention has three main components.

A statement of Quillen College of Medicine standards of behavior with regard to mistreatment, including: a definition of mistreatment; examples of types of mistreatment; persons who may be the object or perpetrator of mistreatment; and the purpose of the policy on mistreatment.
A plan for the ongoing education of the Quillen College of Medicine community concerning these standards of behavior and the process by which they are upheld.
A description of the Quillen College of Medicine process for responding to allegations of mistreatment.

Note: Accusations of racial or gender discrimination or harassment are not handled under this policy, but rather by the ETSU Office of Equity and Diversity. Similarly, disputes about grades are handled under the Quillen College of Medicine Academic Grievance Procedures and Grade Appeal Process.

Mistreatment in the learning environment

Mistreatment, a form of professional misconduct, is defined as improper use or handling of an individual(s). It may cause the subject to become more cynical about the medical profession, may interfere with the learning process, may cause talented individuals to abandon medical training, and may promote an atmosphere in which abuse is accepted and perpetuated in medical training.

Examples of inappropriate and unacceptable behavior include harmful, injurious, or offensive conduct; verbal attacks; insults or unjustifiably harsh language in speaking to or about a person; public belittling or humiliation; threats of physical harm; physical attacks (e.g., hitting, slapping, or kicking a person); requiring performance of personal services (e.g., shopping, baby sitting); threatening with a lower grade or poor evaluation for reasons other than course/clinical performance; sexual harassment; discrimination on the basis of race, gender, sexual orientation, religion, ethnic background, age, or physical disability; intentional neglect or lack of communication; taking credit for another individual’s work; disregard for student safety; or any other behavior that is contrary to the spirit of learning and/or violates the trust between the teacher and learner.

Ongoing education to prevent mistreatment

To promote an environment respectful of all individuals, the Quillen College of Medicine will provide ongoing education to students, residents, fellows, faculty, and other staff that emphasizes the importance of professional and collegial attitudes and behavior. The materials and methods for providing this education will be the responsibility of the faculty in consultation with the Associate Dean for Student Affairs, the Associate Dean for Clinical Affairs and the Office of Equity and Diversity.

Education of the Quillen College of Medicine community concerning mistreatment serves to promote a positive learning environment. This is characterized by attitudes of mutual respect and collegiality. Education will alert all members of the Quillen College of Medicine community to expected standards of behavior. Education will also inform persons who believe they have been mistreated of the avenues for redress and will inform all concerned parties of the policies and processes for responding to allegations of mistreatment.

The methods for the education of specific groups are described below.

Medical Students

The policy will be included in the Catalog.
The topic will be addressed at all orientations.
Each department is encouraged to include this topic in the course policies for each preclinical course and each clinical rotation.

Resident Physicians and Fellows

The policy will be included in the Resident Handbook.
The topic will be addressed at the annual resident physician orientation.
The clinical department chairs are encouraged to ensure all their fellows and residents are cognizant of the policy.

Faculty and Graduate Students

An informative written message will be sent each year from the Dean’s Office to all departmental chairs.
The dean will direct the chairs to convey the information to all faculty and graduate students within their respective departments.
They will also direct the course directors, clerkship directors, and program directors to convey this information to all adjunct faculty who participate in the teaching process in order to ensure that all faculty are cognizant of the policy.

Nursing and Other Clinical/Support Staff

An informative written message will be sent each year from the Dean’s Office to the Chief Executive Officer at each training site to explain the policy and to request its distribution to all staff interacting with COM trainees.

Process for responding to allegations of mistreatment

When an allegation of mistreatment occurs, the parties directly involved should try to resolve the matter informally. Methods to resolve the issue informally may include: direct discussion between parties, involvement of course/clerkship directors, or departmental chairs. If this informal approach is unsuccessful, a more structured process is available within the Quillen College of Medicine for resolving the matter prior to filing a complaint within the larger university system.

This process is designed to be fair to both the accuser and the accused. It is also designed to be impartial, effective, and unlikely to result in retaliation for the accuser.

Evidence and memories tend to deteriorate with time, therefore, complaints should be introduced without delay. Whenever possible, this should be initiated within a four-month period of the incident.

Requests for a delay in these proceedings shall be at the discretion of the Grievance Officer.

The Grievance Officer

The position of Grievance Officer has been established to help resolve conflicts by mediating between the conflicting parties and striving for reconciliation. Either the accuser or the accused may contact the Grievance Officer to seek assistance in resolving the conflict. Both parties will be encouraged to resolve the problem between themselves, but will also have the Grievance Officer available as a facilitator of this process. To achieve neutrality, the officer is chosen from the non-teaching faculty in the Quillen College of Medicine and is appointed to this position by the Dean of the Quillen College of Medicine. The Grievance Officer is accountable to the dean concerning advocacy issues.

The Conflict Resolution Committee

If a reasonable effort by the Grievance Officer does not yield a solution, upon request of either party, he/she will convene a conflict resolution committee.

The purposes of the committee include ascertaining the facts to the extent feasible, mediating between the parties, and striving for resolution.

The committee will assess the evidence as objectively as possible, be fair in its deliberations, and protect the rights of both parties.

The dean will appoint an ad hoc conflict resolution committee in consultation with faculty and the appropriate associate dean. The Grievance Officer is not a member of the committee; however, the officer is present at committee meetings and may be called upon to break a tie vote.

The committee will select its own chair to preside over deliberations and will select a recorder.

Duties of the recorder shall be:

to record adequate minutes of every meeting;
to record by audio tape those portions of a hearing as hereinafter specified;
to take charge of and record the receipt of all correspondence, written statements, and other official papers received by the council; and,
to secure, file, and maintain in proper order in a special lock box in the office of the Grievance Officer.

The committee becomes involved in a given case only after the Grievance Officer has made reasonable efforts to resolve it. When the selected committee hears a case, the Grievance Officer, accuser, and the accused are present. The committee chair is responsible for notifying the parties concerning the time and place of the committee meeting. The proceedings begin with the Grievance Officer presenting the case. Both the accuser and accused have an opportunity to speak and to bring witnesses to speak.

The committee recorder shall record all hearing proceedings, except deliberations of the committee on findings and recommendations and committee deliberations regarding excusing committee members from sitting on a case. This record shall serve as the official documentation of the hearing.

The order of speakers is the accuser and the witnesses for the accuser followed by the the accused and the witnesses for the accused.

The accused has the right to be present whenever the Grievance Officer, the accuser, or any witnesses are making statements. Similarly, the accuser has the right to be present during statements by the Grievance Officer, the accused, or any witnesses.

Witnesses will be present only when they are called to give information. After speaking, they will be asked to leave and will not speak to each other prior to or during the proceedings. Both the accused and the accuser can be harmed by breaches of confidentiality. Thus, all who are involved in the process of responding to allegations must maintain confidentiality.

All individuals involved in the process should know and understand the need for confidentiality. The accuser and accused are not allowed to bring lawyers to committee meetings as advocates, advisors, or observers, nor may they bring any other persons, except witnesses. This process is intramural and is designed to avoid complaints being filed outside the university, if possible.

When the committee convenes deliberations, the dean will be notified.

Outcomes of Committee Deliberations

The committee’s record of deliberations summarizing their findings will be sent to the Executive Associate Dean for Academic and Faculty Affairs, who will then decide what action to take. The Executive Associate Dean (or designate) will advise the accused and accuser concerning the final disposition of the matter.

Decisions about a letter being forwarded to the Dean should be made on a case-by-case basis. It is a matter of judgment by the committee based on the degree of offensiveness of the behavior and the strength of evidence that the behavior actually occurred. It is possible that the committee might become aware of a history of recurring mistreatment behavior by a given individual. In such a situation, a letter might be warranted even if each occurrence of mistreatment would not be regarded as serious enough to justify a letter if considered individually.

If the conflicting parties resolve the matter satisfactorily between themselves, the committee has the option to decide that a letter is not warranted. However, if the offense is serious or recurring, a letter might be deemed appropriate even if the conflicting parties have reached a resolution. In exceptional circumstances it may be appropriate for the Grievance Officer to inform the Dean concerning a complaint before the council meets.

Additional Committee Responsibilities

If the Grievance Officer decides that the committee should be involved in resolving a case, the accused does not have the right to prevent the committee from meeting. A function of the committee is to decide whether the matter should be brought to the attention of the Dean. It is in the interests of the accused to meet with the committee to resolve the matter without involvement of the Dean. If the accused refuses to attend the committee meeting, the committee will still meet to decide if a letter should be sent to the Dean. If a committee member is approached by someone who believes that mistreatment has occurred, the committee member will refer the individual to the Grievance Officer.

The Grievance Officer maintains essential records.

Protections

Those who are accused of mistreatment will be informed that retaliation is regarded as a form of mistreatment and will not be tolerated. Accusations that retaliation has occurred will be handled in the same manner as accusations concerning other forms of mistreatment, using the Grievance Officer and committee if needed. If the committee finds that retaliation has occurred, a letter will be sent to the Dean.

All reasonable action will be taken to ensure that the complainant and those providing information on behalf of the complainant or supporting the complainant in other ways will suffer no retaliation as a result of their activities in regard to the process.

A complainant or witness found to have been intentionally dishonest or malicious in making the allegations may be subject to disciplinary action.

In the event the allegations are not substantiated, all reasonable steps will be taken to restore the reputation of the accused as deemed appropriate by the committee.

Relation to other university policies

This policy outlines an additional process for responding to complaints of mistreatment and is subordinate to the formal policies of East Tennessee State University and Quillen College of Medicine.

PPP-26 ETSU Policy Statement on a Drug-Free Campus
PPP-27 ETSU Employee Grievance/Complaint Procedures
PPP-40 Affirmative Action Complaints
PPP-45 Americans with Disabilities Act
PPP-80 Discrimination and Harassment

Student Conduct

In addition to this informal avenue, which is coordinated by the Grievance Officer, complaints concerning sexual harassment may be submitted to one of the designated contact persons for the Quillen College of Medicine, the Associate Dean for Student Services, or to the Office of Equity and Diversity for the university. Similarly, complaints concerning discrimination may be submitted to the Office of Equity and Diversity.

Allegations of student misconduct may be addressed according to the the Student Honor Code or through the submission of a professionalism report.

This policy will help promote a positive environment for learning in the Quillen College of Medicine, and will affirm the importance of collegiality and respect for others.

Sexual harassment is a category of mistreatment that is illegal according to federal law. East Tennessee State University desires to maintain an environment that is safe and supportive for students and employees and to reward performance solely on the basis of relevant criteria. Accordingly, the university will not tolerate sexual harassment of its students or employees.

The legal definition of sexual harassment:

Unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature constitute sexual harassment when:

Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or academic standing; or
Submission to or rejection of such conduct by an individual is used as a basis for employment or academic decisions affecting an individual; or
Such conduct has the purpose or effect of unreasonably interfering with an individual’s work or academic performance or creating an intimidating, hostile or offensive working or academic environment.

Procedure for students’ who think they are being sexually harassed:

In circumstances in which the student believes their personal safety, job, or academic status will not be jeopardized, the student should communicate clearly to the offender that the behavior is not humorous or welcome and should cease immediately.
The student should keep a record of what happened and when it took place. Should there be any witnesses, the student should ask for their names to include in the documentation of the incident.
If the harassment continues, or if the student chooses not to confront the offender directly, the situation may be reported to the Office of Equity and Diversity.

Sexual harassment is always inappropriate regardless of whether it comes from a person in authority or a colleague. If a gesture or remark of a sexual or gender nature makes at student feel uncomfortable, threatened, intimidated, or pressured, it may be a sign that the student is experiencing sexual harassment.

Students should trust their instincts; do not remain silent; and do not blame themselves. Act quickly without delay to inform the abuser of unwelcome behavior or request advice from one of the contact persons listed below.

The contact persons designated for the Quillen College of Medicine are the Associate Dean for Student Affairs and the Affirmative Action Officer in the Office of Equity and Diversity.

The ETSU Board of Trustees requires that all students pay fees before attending any class, clerkship or curricular session. All students enrolled at the Quillen College of Medicine are required to pay tuition and fees at the beginning of each academic period. First- and second-year students will pay a semester’s tuition during an announced period preceding each semester. Because of extended instruction during the third year, the fees for this year are higher than the rest. Third-year students pay tuition prior to beginning clerkships in May and January. Fourth-year students pay tuition prior to beginning elective or selectives in May and January.

Fee payment is accomplished through arrangement with the university during a specified time at the beginning of each enrollment period. Payment may be completed online, by mail, credit card or in person. Fees are due and payable during regular business hours of the first three days of classes during each enrollment period. Any student who does not clear obligations and pay fees during this time will be assessed a late fee as mandated by university policy. A specific date is established for each enrollment period after which the university will not accept fees and, if proper arrangements have not been made by that date, the student will be removed from enrollment. All students are required to complete fee payment during each enrollment period. Before fee payment will be allowed, all holds and encumbrances must be cleared.

The Higher Education Amendments that govern Title IV Federal Financial Assistance Programs state a student shall be entitled to receive federal student assistance benefits only if that student is maintaining progress in the course of study he/she is pursuing, according to the standards and practices of the institution. Quillen College of Medicine’s Policy of Satisfactory Academic Progress requires a student to complete the medical curriculum by meeting both a qualitative (grade requirement) and a quantitative (work completed) requirement as prescribed by the faculty. All students must complete the curriculum of each year and receive a grade of “C” or better in all required courses before proceeding to the next year or graduating. Students also must complete the graduation requirements by the time of regular spring graduation during the sixth year following the first enrollment.

The Student Promotions Committee makes the determination for Satisfactory Academic Progress. The committee is responsible for reviewing the progress of students at the end of each course or clerkship and at the end of an academic year. Continued enrollment, remedial work and/or repeat of one or more courses, must be approved by the Student Promotions Committee. The Quillen Office of Financial Services satisfactory academic progress standards mirrors the academic progress policies of the institution. Student who are not found to be making academic progress by the Student Promotions Committee are not eligible for federal financial aid. This rule may also apply to state, institutional, and private funds. The Director of Financial Services is notified of significant actions of the Student Promotions Committee for monitoring purposes to ensure compliance with Title IV regulations.

All Students

In general, the satisfactory academic progress policy above covers the qualitative measurements (courses completed, etc.) of a student’s progress. There is also a quantitative measurement (time limit) for federal financial aid eligibility known as Pace of Progression. Students are allowed to receive aid for one and one-half times the normal length of their program. For example, if a full-time student’s degree program takes eight semesters to complete, the maximum number of semesters a student can receive aid is for twelve semesters.

Incompletes, Withdrawals and Repeats

Incomplete grades must be removed by the end of twelve months following the month in which the grade was received. Failure of a student to remove the incomplete within the time allowed will result in the grade of Fail as a permanent grade. Financial aid will not be provided to a student who is only completing an incomplete grade. However, a student may receive financial aid for repeating a previously passed course only once with prior approval from the Student Promotions Committee.

Transfer Students

In rare occasions the Admissions Committee at Quillen may accept students who have attended another medical school. Transfer applicants must be ‘in good standing’ with, or eligible to return to their prior medical school. When admitted, their academic progress will be evaluated based solely on work at Quillen.

Appeal Procedure

Since the Quillen Office of Financial Service’s satisfactory academic progress policies mirror the academic progression policies of the college, the Financial Aid appeal process is embedded into the college’s appeal process. Meaning, a student who successfully appeals his/her academic progress at the college will automatically have his/her financial aid eligibility reinstated.

A hold, blocking a student’s further registration, forwarding of grades and transcripts or any school record, may be generated for a student at any time. By ETSU Board of Trustees regulation a student may encounter a hold for any unfulfilled obligation to the institution. Generally, holds are generate once each semester and the most common causes are for unpaid parking fines, library fines, failure to return school property that has been borrowed or rented by the students, etc.

A student who has received a hold will be contacted by the Registrar’s Office and will not be allowed to complete a future registration or classes or receive a transcript until the hold has been released.

For questions, contact the Registrar’s Office at (423) 439-2038.

Medical students are required to purchase diagnostic equipment during the first semester of their first year.

Microscopes

Medical students are required to have a microscope in both their first and second years at the College of Medicine. Students who own their own microscope must review the characteristics of their equipment with the course director of the Cell and Tissue Biology course in the Department of Biomedical Sciences to ensure that their equipment is satisfactory and acceptable. Students who do not own their own microscope may rent one, at a nominal charge, from the department. The current microscope rental fee is $250 added to their fee payment and paid once during the first year of medical school.

Rental microscopes are the sole responsibility of the individual during the course of the rental. Students will be assigned a microscope on the first laboratory session day of either the Medical Microbiology course or the Cell and Tissue Biology course. All rental microscopes are to be returned to the Department of Biomedical Sciences as soon as possible after the end of classes in the second semester, and no later than final examination week. No grades, letters of recommendation, or transcripts will be released for any student until the microscope is returned, or the department is otherwise satisfied.

As email is an integral part of the academic process, confidential information about ETSU students is being transmitted, including evaluations, grades, and financial information. Faculty, staff, and students must recognize that although there is an expectation of privacy, unencrypted email is not a secure means of transmitting information. Emails containing such information should be encrypted by including the word “encrypt” in the subject line.

ETSU provides each student, faculty, and staff member with an official university-assigned email account. All official university communications will be sent to the university email address. Faculty, staff, and students may assume that official ETSU email is a valid communication mechanism. Therefore, the university has the right to send communications to students, faculty, and staff via email and the right to expect that those communications are received and read in a timely fashion. Since this is the primary method of communication, email should be checked at least daily. Although students may choose to forward university email to an external email account, he or she is responsible for all information, including attachments.

Note: Quillen College of Medicine students retain their ETSU email address after graduation.

The Quillen College of Medicine recommends that students exercise caution in using social networking sites such as Facebook, Instagram, and Twitter. Items that represent unprofessional behavior posted by students on such networking sites are not in the best interest of the university or Quillen College of Medicine and may result in disciplinary action up to and including termination.

Students are expected to exhibit a high degree of professionalism and personal integrity consistent with the pursuit of excellence in the conduct of their responsibilities. They must avoid identifying their connection to the university/QCOM if their online activities are inconsistent with university/QCOM values or could negatively impact the university’s or College of Medicine’s reputation.

In using social networking sites, students should use a personal e-mail address as their primary means of identification. Their university e-mail address should be used in accordance with university policy: http://www.etsu.edu/its/policies/acceptable-use-web.php . Students who use these websites must be aware of the critical importance of privatizing their websites so that only trustworthy friends have access to the websites/applications.

In posting information on personal social networking sites, students must not present themselves as an official representative or spokesperson for the college of medicine, any affiliated hospital or clinic, or the university. Patient privacy must be maintained and confidential or proprietary information about the university or hospitals must not be shared online. Patient information is protected under the Health Insurance Portability and Accountability Act (HIPAA). Students have an ethical and legal obligation to safeguard protected health information and posting or e-mailing patient photographs is a violation of the HIPPA statute. Students should refrain from making medical recommendations which could be construed as the practice of medicine without a license.

All users of any institutionally maintained electronic data, data files, software, and networks are expected to handle the resource in a responsible and ethical manner. A user’s interest ceases when it invades the right of personal and/or institutional privacy; results in the destruction of personal and/or institutional property; demonstrates a potential for loss, embarrassment, litigation to the individual and/or institution; or causes a limited resource to be used in a wasteful or careless manner.

All information processed through Computer Services is considered sensitive and/or confidential. The responsibility for the release or discussion of data is assigned to the official custodian of the data file(s). Access to information is based on a legitimate “need to know” and directly related to assigned duties. University electronically maintained data, data files, software, and networks will be used for authorized purposes only. Users are responsible for the security of the resources.

Any use of the resource deemed irresponsible or unethical will result in the immediate denial of use of the resource. The violation will be referred to the proper authorities for disciplinary and/or legal action including, but not limited to, restitution, restriction, reprimand, suspension, probation, expulsion, termination, and, if necessary, legal action. Appeals will be handled through due process channels already established for students and/or staff. Student violations will be referred to the Vice President for Student Services and/or Vice President for Health Affairs; faculty violations will be referred to the Vice President for Academic Affairs and/or the Vice President for Health Affairs; staff violations will be referred to the Vice President for Administration and Development.

The following examples attempt to convey the intent of irresponsible and/or unethical use: violation of Federal/State copyright laws; violation of the Family Educational Rights and Privacy Act of 1974; use of the resource for obscene material; deliberate wasteful use of the resource, unauthorized altering of hardware, software, or data; piracy of data or software belonging to another person; or careless use of the resource which may result in the release of restricted information.

East Tennessee State University (ETSU) operates a wide-area network that interconnects local area networks in academic and administrative offices, student computer labs, and dormitory rooms. The university maintains connections into the Tennessee Education Cooperative Network (TECnet), the Internet and the World Wide Web. Thus, the university’s network is a part of the global network that provides access to information and information processing technologies. By having access to the university’s network and its resources, students, faculty, and staff can communicate and collaborate among themselves and their counterparts throughout the world. This privilege carries with it responsibilities with which all users must comply.

Everyone within the ETSU community who uses networked computing and communications facilities has the responsibility to use them in an ethical, professional and legal manner, and to abide by TECnet policies. Users should respect the privacy rights of others. ETSU’s facilities and network access capabilities should never be used for purposes intended to incite crime. Communications that violate Tennessee, federal, or international law are not acceptable. For example, the use of ETSU’s computer and network resources to threaten or harass others or the misrepresentation of one’s identity in electronic communications for the purpose of illegal or unauthorized actions or activities will not be tolerated.

These statements concerning responsibility are not meant to be exhaustive. Any questionable use should be considered “not acceptable.” Serious or repeated instances of abuse will be referred to the proper authority for disciplinary or legal action.

**WARNING** Any person who knowingly brings on campus, has in their possession or distributes any virus without the authorization and written permission of the Division of Information Resources, will be considered to be in violation of the above and will be vigorously prosecuted. **Campus** is defined to include any property owned, leased, maintained or controlled by ETSU and includes any site or area where any system owned, leased, operated and/or maintained by ETSU is housed.

NOTICE TO USERS: It is the policy of East Tennessee State University to protect all institutional computing resources including, but not limited to, hardware and software, consisting of the actual equipment being supplied by the university as well as the programs and related materials used in conjunction therewith. In accordance with local, state, and federal law, indiscriminate examination of individual user’s files is not permitted, nonetheless as a means of maintaining the integrity and security of those aforementioned resources.

East Tennessee State University retains the right to inspect individual accounts and files stored on any system owned, maintained and/or leased by said university. While no prior authorization by individual users is required to inspect those files and accounts, the user is, by virtue of accepting the account offered by ETSU and “logging” on to its computing equipment, granting to the university prior unrestricted permission, subject to university policy, to review, examine and/or otherwise view, by any method at the sole discretion of the university and without any additional advance notice to said user, any account and/or file stored on university computer resources.

Should such a review take place, the user will be given notice, as a courtesy only, of the results of said review within a reasonable time after the review is completed. While use of university computing resources for personal use is strictly forbidden, should the user have materials for which he/she has any reasonable expectation of privacy or which the user considers to be confidential for any reason, the user should retain those materials on a disk which can be secured as would any other personal items or materials which one consider private in nature.

For such a policy to work, it is essential that users observe responsible and ethical behavior in the use of the resources. In an effort to assist the user community in effective use of the limited computer resources, it seems reasonable to highlight some specific responsibilities and types of behavior that represent abuse of a user’s privilege. The examples do not constitute a complete list but are intended to convey the intent of the code.

Users should not damage or attempt to damage computer equipment or to modify or attempt to modify equipment so that it does not function as originally intended. It is equally wrong to damage or modify or attempt to damage or modify the software components: operating systems, compilers, utility routines, etc.

Users should not use or attempt to use an account without authorization from the owner of that account. Users have the responsibility of protecting their accounts through the proper use of passwords, but the fact that an account is unprotected does not imply permission for an unauthorized person to use it. Further, accounts are to be used only for the purposes for which they have been established. (Only the individual owner of an account is authorized to use that account. Providing passwords or in any way permitting or making it possible for anyone other than the authorized owner of the account to use computer resources is not authorized and may be a violation of Tennessee Law. Under this condition both the owner and the unauthorized user may be subject to legal action if determined to be appropriate by ETSU legal counsel.) Additionally, it is wrong to use a university-sponsored account for funded research, personal business, or consulting activities. There are special accounts for such purposes.

Users should not use private files without authorization. Owners of such files should take precautions and use the security mechanisms available. However, the fact that a file is not protected does not make it right for anyone to access it, unless it is specifically designed as a public access file. It is equally wrong for anyone to change or delete a file that belongs to anyone else without authorization. Violation of property rights and copyrights covering data, computer programs, and documentation is also wrong. In the event of accidental access of private files, confidentiality of those files must be maintained.

Any deliberate wasteful use of resources is irresponsible; it encroaches on others’ use of facilities and deprives them of resources. Printing of large unnecessary listings and the playing of games solely for entertainment are examples of such abuse. Users are expected to be aware of the resources they are using and to make reasonable efforts to use these resources efficiently.

All state and federal copyright laws will be abided by at all times. Users must not copy any part of a copyrighted program or its documentation that would be in violation of the law or the licensing agreement without written and specific permissions of the copyright holder.

Serious or repeated instances of abuse of computer facilities and resources will be referred to the proper authorities for disciplinary or legal action including, but not limited to, restitution, restrictions, reprimand, suspension, probation, expulsion, or termination.

All entering medical students are required to have a portable computer (laptop/tablet) appropriately configured to be compatible with ETSU and the College of Medicine facilities. Information on acceptable hardware and software specifications is available below. Entering students wishing to purchase a computer on enrollment may have these costs considered as part of their required educational expense and therefore may be considered for financial aid purposes.

Note: If you currently own a computer, it should meet the specifications listed below. If it does not, you must either purchase upgrades for it (installation of which are your responsibility) or purchase a new computer. If you do not currently own a computer, please purchase one that meets the recommended specifications listed below. You may, of course, exceed these recommended specifications.

Configuration of these computers and their included hardware and software, as well as ongoing maintenance, is the responsibility of the student. The Quillen College of Medicine will provide instructions and limited assistance for configuring the computer for use on the campus network; however, any difficulties due to hardware defects are the responsibility of the student. The Quillen College of Medicine may at times require certain software programs to be installed on the computer. If the student is required to purchase the software on his or her own, it is the responsibility of the student to install the software (limited assistance from the College of Medicine may be available). If the software will be provided by the Quillen College of Medicine, full installation and assistance will be provided by the College.

Minimum Recommended Specifications

Less than two (2) years old Processor: Dual or quad core processor 1.66GHZ or higher Memory: 8 GB Hard drive: 128 GB or higher Wireless Network Card: 802.11 N or 802. 11 AC Video Card: Integrated Graphics that can support resolution of 1024 x 768 Network Connection: 10/100 Base Ethernet Wired Connection for testing Browser: Firefox 67 or Chrome 74 or higher Application Suite Software: Microsoft Office is free for students. Mac Users: Mac OS x 10.12 Sierra; Mac OS x 10.13 High Sierra; Mac OS x 10.14 Mojave (MacBook, MacBook Pro and MacBook Air allowed but must be less than two years old; Mac users also have to buy an adapter to connect to a wired network.) WIndows Users: Operating System: 32-bit and 64-bit versions of Windows 10 (Alternate versions of Windows 10, such as Windows RT and Windows 10S are NOT supported at this time. Only genuine, U.S. English versions of Windows Operating Systems are supported. Surface Pro, Surface Books, and Surface Laptop devices are supported. Non-pro Surface devices are not supported.

Every student is responsible for having a functioning laptop computer that meets the minimum recommended specifications. Mobile devices (e.g., iPads) are not compatible with the testing environment.

All students who operate any type of motorized vehicle on the grounds of ETSU and the VA campus are required to obtain and properly display appropriate parking identification decals as issued by ETSU. There is an annual fee for this permit, which may be obtained at the beginning of the academic year online at http://www.etsu.edu/fa/fs/parking or by visiting the Parking Services office, located at 908 W. Maple St. between the hours of 8:00 am-4:30 pm. To obtain a permit, students must provide their E Number and license plate number. All campus visitors are required to obtain a temporary visitor permit either online or by visiting the Parking Services office.

Each student is provided with and should carefully read the brochure concerning traffic and parking regulations for both campuses. These brochures are updated as necessary and may be obtained from the Office of Student Services or at the Office of Public Safety on the ETSU campus. The Office of Public Safety is responsible for enforcing parking regulations. Students are urged to observe them.

As a general policy, persons operating motor vehicles on the Veterans Affairs campus are to park in designated areas. They should also refrain from parking in specified reserved spaces. There are specific rules and regulations for student parking at each of the affiliated hospitals. These will be explained during orientation to respective hospitals.

Anyone who park a privately-owned vehicle in such a manner as to block fire lanes, ambulance and wheel chair ramps, fire exits, fire hydrants, or in any way impede the normal flow of traffic will have their vehicle removed from the VA Medical Center grounds. Vehicles are towed at the owner’s expense.

Most other common violations are easily avoided. The ETSU parking permit is a static cling decal that must be displayed in the back window on the driver’s side. Those students with tinted windows will need to trade their permit for an adhesive permit that sticks on the outside of the back window. Vehicles are not to be backed into parking spaces and must be headed into the closed end of the designated parking space. Students are not allowed to park in Faculty/Staff Reserved areas.

To avoid traffic, arrive for class early to allow time to find a parking space. Remember to remove your permit if you trade cars or are in an accident. Review the parking map to become familiar with ETSU parking locations (http://www.etsu.edu/maps).

All ETSU parking citations may be appealed online at http://www.etsu.edu/fa/fs/parking within thirty days of receiving the citation. The process for appeal of traffic or parking violations is outlined in the parking regulations and must be followed if the student regards the citation as unjust.

Please visit http://www.etsu.edu/fa/fs/parking or contact Parking Services at 423-439-5650 or [email protected] for more information.

ETSU is a Tobacco-Free Campus with smoking and all other tobacco usage permitted only in private vehicles. This policy applies to all university buildings/grounds; ETSU-affiliated off-campus locations and clinics; any buildings owned, leased, or rented by ETSU in all other areas; and ETSU facilities located on the campus of the James H. Quillen Veterans Affairs Medical Center at Mountain Home. Tobacco use is also prohibited in all state vehicles. This tobacco-free policy is in effect 24 hours a day year-round.

For purposes of this policy, “tobacco use” means, but is not limited to, the personal use of any tobacco product, whether intended to be lit or not, which shall include smoking tobacco or other substances that are lit and smoked, as well as the use of an electronic cigarette or any other device intended to simulate smoking and the use of smokeless tobacco, including snuff; chewing tobacco; smokeless pouches; any form of loose-leaf, smokeless tobacco; and the use of unlit cigarettes, cigars, and pipe tobacco. The policy can be viewed at www.etsu.edu/humanres/relations/PPP53.php

The university promotes a healthy, sanitary environment free from tobacco smoke and tobacco-related debris. The ETSU community acknowledges that long-term health hazards may accrue to people who use tobacco products or who are subjected to second-hand smoke. The failure to address the use of tobacco products on campus would constitute a violation of the Americans with Disabilities Act, the Vocational Rehabilitation Act and Tennessee law.

Understanding the addictive nature of tobacco products, ETSU will make every effort to assist those who may wish to stop using tobacco. The university offers current information about available resources via the Smoking Cessation Resources page.

It is the responsibility of all members of the ETSU community to comply with this Tobacco-Free Campus Policy. Violations of the policy will be dealt with in a manner that is consistent with university procedures. There shall be no reprisals against anyone reporting violations of this policy.

Violations to the tobacco free policy, particularly reoccurring violations, are to be reported to Public Safety at 423-439-4480.

Any violator of the policy who refuses to comply or who becomes abusive toward the responsible party will be handled by Public Safety.

In those instances when weather conditions require a decision by the President of the university to authorize canceling classes, delaying the start of classes, or suspending selected activities, the ETSU Alert Page and WETS-FM (89.5 FM) will announce official university cancellation information. All students are to govern themselves according to the status as reported by this station for the university. Students and university personnel are discouraged from using ETSU 911 or 439-4480 emergency numbers for inquiries concerning weather or closure status of the university.

University physicians and family practice clinics will remain open except under extraordinary conditions. The decision to close clinics and cancel College of Medicine classes will be made by the President, or designee, upon a recommendation from the Dean of the Quillen College of Medicine through the Vice President for Health Affairs/COO.

Medical students and residents will report for clinical responsibilities as they are able. Students scheduled in various clerkships are not considered “essential personnel,” since they do not have direct patient responsibilities; however, learning opportunities may be enhanced, given the limited hospital personnel available during such weather. Third- and fourth-year students are to contact their preceptor whenever classes are canceled due to weather in order to gain direction regarding the role they might fill in their particular clerkship/elective assignment.

An inclement weather brochure that provides various closing statements and what it means for the university community can be viewed at http://www.etsu.edu/humanres/relations/PPP28.php .

IMAGES

Travel Policy
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Travel Policy
Travel Policy
FREE 10+ Travel Policy Samples in PDF

COMMENTS

General Travel Policy
ETSU Travel Rates. This section provides the specific expense considerations cited in this policy. The reimbursement rates listed below are consistent with the current of Finance and Administration Policy 8-Comprehensive Travel Regulations, which may be revised from time to time.
PDF General Travel
Policy Title: General Travel Policy Type: Finance/Administration New/revised: Revised Old Policy #: FP-7 and 4:03:03:00 Approval level: ☒ Board of Trustees ☐ President ☐ Vice President ☐ Other (specify here) Purpose: The following policy applies to the travel of all employees of the university in the performance of their official duties.
PDF TRAVEL AUTHORIZATIONS
General Travel Policy TRAVEL AUTHORIZATIONS *Note: this document contains excerpts from the policy as well as helpful information. For full reference, always refer to the full Travel Policy. I. General This policy applies to the travel of all employees of the University in the performance of their official duties.
PDF General Travel Policy PER DIEM AND M&I
3 A. Standard mileage rate, which is currently $0.655 per mile. Rate approved in of Finance and Administration Policy 8-Comprehensive Travel Regulations. B. Maximum parking fee without receipt is eight dollars ($8.00) per day. C. Fee for handling of equipment or promotional materials is twenty dollars ($20.00) per hotel. D. Per Diem Rates for Travel in Continental U.S.
Policies and Procedures
This policy outlines an additional process for responding to complaints of mistreatment and is subordinate to the formal policies of East Tennessee State University and Quillen College of Medicine. PPP-26 ETSU Policy Statement on a Drug-Free Campus. PPP-27 ETSU Employee Grievance/Complaint Procedures. PPP-40 Affirmative Action Complaints.
PDF Advancement Travel Policy
mission, these policies shall provide guidance and procedures for the management of travel within University Advancement. N/A . Effective Date: 02/7/2017 Revision Date: 09/29/2017 Revision Date: 01/15/2019 Revision Date: 02/21/2022 . Revision Notes: This revision changes the reference to the ETSU policy on general travel in the
PDF ETSU Department of Pediatrics Travel Policy & Guidelines for Submission
If you have questions or need guidance before you travel or incur any travel expense, please contact the appropriate persons below: GRANT TRAVEL: Kerry Jenkins @ [email protected] 423-439-8715 ALL OTHER TRAVEL: Julia Guinn @ [email protected] 423-439-8763
PDF Guide for Undergraduate Travel Grants
a few days ahead of the travel dates. These two conditions are pursuant with ETSU travel policies. III. Elements of the Request To request a Travel Grant, an undergraduate student should submit the following items: A. Cover Sheet: The proposer is to produce a single page "cover sheet" that contains the following essential information: a.
POLICY PURPOSE
scholarship, travel stipends, and other ETSU supports, including but not limited to credit. Students who travel in violation of or outside of the parameters of this policy risk losing their status as an ETSU student. X. Violation of this Policy. Students or Employees who choose to travel abroad and participate in an education program
Academic Policies and Procedures
Direct complaints or concerns be made to the Office of Equity and Diversity, 205 Burgin Dossett Hall, (423) 439-4444. Complaint Resolution Policies and Procedures for Non-Tennessee Resident Students in State Authorization Reciprocity Agreement States, commonly known as SARA.
Advisory Details
Online classes will operate on a normal schedule. According to ETSU's Inclement Weather Policy "ETSU recognizes safe passage conditions vary for faculty, students, and staff depending upon the geographic regions from which they may be traveling. As such, it is the responsibility of each person to determine if safe travel is possible."
PDF T AWARD FOR ARTS AND SCIENCES FACULTY (TAASF)
The Travel Award for Arts and Sciences Faculty (TAASF) program is established to provide support for faculty who have been invited to participate in professional meetings, conferences or symposia, performances, or exhibitions. This award is intended for individuals who are giving presentations of major significance in an international context ...
Policies and Procedures
This policy outlines an additional process for responding to complaints of mistreatment and is subordinate to the formal policies of East Tennessee State University and Quillen College of Medicine. PPP-26 ETSU Policy Statement on a Drug-Free Campus. PPP-27 ETSU Employee Grievance/Complaint Procedures. PPP-40 Affirmative Action Complaints.
PDF Undergraduate Admission Policy for International Applicants
Policy. VI. Residency. An International Applicant's classification as in-state or out-of-state for residency purposes will be determined pursuant to ETSU policies, ETSU regulations, federal, and state law. Authority: Focus Act, TCA 49-8-101 et. al. Defined Terms A defined term has a special meaning within the context of this policy International
East Tennessee State University
Find a program to check eligibility. info. ISEP Student Services Officer Gretchen McCarthy 703-504-9980 | [email protected] Thanks for your interest in ISEP Study Abroad! I'm your Student Services Officer and main point of contact here at ISEP. As you search for programs, I'll be available to answer any questions you might have.
COVID-19 Protocols
COVID-19 Protocols. At East Tennessee State University and ETSU Health, we are committed to providing a safe environment for our learners, faculty & staff, and patients. We have adopted and implemented COVID-19 protocols based on guidelines from the Centers for Disease Control and Prevention (CDC). These protocols are subject to change as CDC ...
Advisory Details
East Tennessee State University PO BOX 70300 | Johnson City, TN 37614 423-439-1000 | [email protected]
PDF Updated Travel
University travel policies unless otherwise stipulated by the grant or foundation with the exception of airfare. The travel authorization is approved by the respective office. ... expenditures, excluding airfare and registrations if purchased through the Procard or ETSU check, will be allowed asan advance. No advance less than $100 will be made.
Travel Policy (2.11, PDF)
Travel Policy (2.11, PDF) University policy managed by the Office of Business and Finance. View procedure section of current policy in ADA Accessible Excerpt. View summary of 2021 Travel Policy changes.
Penn State Travel Policy
Travel policies of federal and non-federal sponsors vary. The specific terms and conditions of an award must be consulted before making any travel arrangements. In the event there is a conflict between a sponsor's rule and Penn State's rule, the more restrictive rule applies. When in doubt, the traveler should consult the Financial Officer or ...
ETSU men's golf continues its dominant run in the Southern Conference
ETSU tore it up on the front nine with 18 birdies, including Matty Dodd-Berry starting his round with six straight. Chattanooga went low on Tuesday with a 10-under 278 and finished the tournament ...
Travel Authorization
An approved Travel Authorization is required for: out-of-state travel at "no cost to the University or System". Appropriate auto insurance must be on file in the Travel Office if using a personally owned vehicle. all out-of-state and foreign travel. in-state travel involving any non-mileage expense greater than $50.00 per trip.
In the region: Pedulla not returning to Hokies men's basketball
Radford sweeps ETSU Taylor Briedt's two-run single in the sixth inning brought in the go-ahead runs in the nightcap as the Highlanders (22-22) claimed a home sweep, 4-0 and 4-2, over the ...
Policies and Procedures
This policy outlines an additional process for responding to complaints of mistreatment and is subordinate to the formal policies of East Tennessee State University and Quillen College of Medicine. PPP-26 ETSU Policy Statement on a Drug-Free Campus. PPP-27 ETSU Employee Grievance/Complaint Procedures. PPP-40 Affirmative Action Complaints.

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TR02 Penn State Travel Policy

OVERVIEW Print Section

Consistent Application

Required Standards for Compliance

IRS Accountable Plan

Office of Management and Uniform Guidance 2 CFR 200

Export Control

Fly America Act

Immigration and Visa Regulations

Entertainment

Charging Travel and Related Business Expenses Directly to the University

Commuting and Places of Work

Point of Origin and Final Return for Travel

Long-Term Travel

Continual Travel

Sponsored Funds Travel

Travel Compensated by a Third Party

Frequent Traveler Programs and Travel Clubs

EXCEPTIONS AND SPECIAL CONSIDERATIONS Print Section

TRAVELER / APPROVER ROLES Print Section

Budget Administrator / Budget Executive

Financial Officer

TRAVEL SOURCES Print Section

MEALS Print Section

Business Group Meals

Alcohol Restrictions

Hosting Obligations

LODGING Print Section

Conference Hotels

Deposits and Cancellations

TRANSPORTATION Print Section

Choice of Transportation

Booking Airfare

Booking Airfare with Travel OnLion, the University’s Online Booking Tool

Booking Airfare With External Travel Sources

Consolidator Tickets

Sea - Ships and Boats

Local Subway/Metro/Bus

Guidelines Applicable to All Drivers

Accident Reporting

Hotel Parking

University-Owned Vehicles (Departmentally Owned or Fleet)

Overnight Use of University Vehicles

Rental Vehicles - Not Through Fleet Services

Contract Car Rental Agency - National Car Rental/Enterprise Rent-A-Car

Alamo, Avis, Budget, Dollar, Hertz, Thrifty

Comparing Car Rental Prices

Travel within the United States

International Rentals

Travel outside the United States

Truck Rentals

Personal Vehicles

Charter Travel

Air Charters

Bus Charters

Ship and Boat Charters

Privately Owned Aircraft

OTHER EXPENSES AND RECEIPTS Print Section

Communication Expenses

Receipts Not Required for CONUS Travel

Receipts Not Required for OCONUS Travel

INSURANCE Print Section

FOREIGN TRAVEL Print Section

Travel Classifications - CONUS/OCONUS, Domestic/Foreign

Permission Required to Use Actual Expenses in Lieu of Per Diem

Code-Shared Flights

Passports and Visas

Taxability of International Travel with Personal Use

Illustrations of International Travel Combining Business and Personal Expenses

Value-Added Tax (VAT) Reclamation

PAYMENT METHODS Print Section

Personal Funds

Travel Advances