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Tenure Policy and Standards

Tenure applies to faculty whose appointments specified having a tenured or tenure-track position. For up-to-date information regarding promotion and tenure policies, see OP 32.01, Promotion and Tenure Standards and Procedures.

Travel Reimbursement

Policies governing travel reimbursement are found in the state regulations, the Texas Tech University (TTU) Operating Policies and Procedures (OP Section 79), and the Travel Services website.

Definitions.

Designated Headquarters – The area within the city's boundaries in which the TTU traveler’s primary place of employment is located.

Financial Manager – A TTU faculty or staff member with financial responsibility and approval authority (up to the budgeted amount for that FOP), based on the organization code.

Institutional Funds – All TTU funds except appropriated funds (11, 12, 13, and 14), including sponsored projects (TTU funds 21, 22, and 23—unless limited by a sponsoring agency).

Chrome River – An electronic program used to enter travel Pre-Approvals, Expense Reports, travel receipts, and supporting documentation.

State Appropriated Funds – TTU funds starting with 11, 12, 13, and 14. State appropriated funds starting with 13 (HEF) do not permit travel.

State of Texas Travel Card – Individual-bill travel cards issued to employees for official TTU travel-related expenses. Payment to the card provider is the sole responsibility of the cardholder. Only TTU employees are permitted to have State of Texas Travel Cards. Note: The State of Texas Travel Card must be used for all travel utilizing State Appropriated Funds. 

Pre-Approval – An electronic document used to encumber expenses and request approval for travel in advance of the trip. See OP 79.04, Application for Official Travel, for additional information.

Expense Report – An electronic document used to reconcile charges associated with the approved trip and request reimbursement for travel expenses incurred during the discharge of official state business.

Traveler – TTU faculty, staff, student, or representative authorized to travel for official TTU business.

Travel Exception Form – Justification form for travel policy exceptions. Travel exceptions are not permitted on State Appropriated Funds.

Reimbursement Process. TTU may pay or reimburse a travel expense only if the purpose of the trip clearly involves State business and is consistent with TTU’s legal authority. Travel expenditures are generally paid on a reimbursement basis. A Pre-Approval should be submitted in Chrome River at least two weeks prior to departure. Reimbursement of travel expenses may be obtained by completing an Expense Report in Chrome River. An Expense Report must explain the nature of the official state business conducted and specify the benefit that TTU gained from the travel. The completed Expense Report and required supporting documentation must be submitted electronically in Chrome River within thirty (30) days after completion of the trip or within fifteen (15) days if a Transportation Request or Advance was processed.

The Expense Report must be approved by the Traveler’s supervisor. The Financial Manager of the funding source(s) will be provided with email notifications of the travel expenses after a Pre-Approval or an Expense Report is processed.

In accordance with IRS regulations, any Expense Report not submitted to the Travel Office 60 days past the trip end date will be taxable to the Traveler. The Travel Office will submit the taxable expense to the Payroll & Tax Services Office.

Transportation Requests. Transportation Requests are designed to assist Travelers who do not have a State of Texas Travel Card to pay for their major airline transportation costs. Qualifying travelers may request a Transportation Request on the Pre-Approval. If approved, the cost of the airline ticket will be charged to Travel Services’ central credit card, and the expense will be directly billed to the department. Additional information is available on the Procurement Services website.

Advances. TTU may advance funds for travel expenses to a Traveler only if the expenses are incurred during travel that requires an overnight stay outside the Traveler’s Designated Headquarters. Advances will not be approved to any Traveler owing money to TTU for a previous trip or if the Traveler is on hold with the Texas Comptroller. Qualifying Travelers may request an advance on the Expense Report in Chrome River. The advance will be approved five business days prior to departure. A check or direct deposit is processed the next day. A direct deposit will show up in the Traveler’s deposit account a day or two later. Additional information is available on the Procurement Services website.

State Appropriated Travel Restrictions. Texas Administrative Code (TAC), Section 20.413, requires a State of Texas Travel Card to be used for all travel expenditures when using State Appropriated Funds. Any allowable travel-related expense not purchased with a State of Texas Travel Card will require the use of other Institutional Funds. Sponsored project funds may also be limited depending on the granting agency/party.

Lodging reimbursements for in-state and out-of-state travel are limited to the rates set forth by the U.S. General Services Administration (GSA). Institutional funds are required for any overages along with conference hotel documentation or a completed Travel Exception Form.

Travel not permitted on State Appropriated Funding (TTU funds 11, 12, and 14; travel is never allowed on funds starting with 13):

• Student or non-employee travel;
• Foreign travel (including Canada and Mexico);
• Gratuities;
• Food and entertainment expenses;
• Alcohol;
• Any expense not evidenced by a receipt; and
• Exception to any TTU/State of Texas travel policy (exceptions are not permitted on appropriated funds—any exception will require an alternate funding source).

Additional information is available on the Procurement Services website.

International Travel. All international travel (including Canada and Mexico) by TTU employees or students on TTU business requires the approval of International Affairs (IA) and the Export Control Office. Pre-Approvals for international travel must be submitted at least thirty (30) days prior to departure. Once the Pre-Approval is submitted, IA and the Export Control Office will receive an email notification and will review the Pre-Approval in Chrome River. To comply with federal export control regulations, the following is required on the International Pre-Approval:

• A list of all destinations;
• Destination contact names for every city to be visited;
• Destination affiliations; and
• Business equipment/supplies being transported or in possession of the Traveler.

International travel may not be reimbursed using State Appropriated Funds (TTU funds 11, 12, and 14). Travelers may claim actual expenses for international meals and lodging costs with itemized receipts or per diem for meals. Meal and lodging reimbursements for international travel are limited to the rates set forth by the U.S. Department of State. Expenses will be converted to U.S. dollar amounts for reimbursement based on the date of the expense. Conversion documentation must be submitted with the Expense Report.

The Fly America Act mandates the use of U.S. flag air carriers when traveling internationally on federal funds (funds starting with 21). Waiver information, certified air carriers, and additional information are available on the Procurement Services website.

Meals and Lodging. Travelers may either itemize meal expenses or claim the allowable per diem for the entire trip. Original itemized receipts may not exceed the allowable per diem rate, and alcohol is not reimbursable. Lodging and meals for in-state and out-of-state travel are limited to the per diem rate for each locality as published by GSA. Per diem rates for Alaska and Hawaii are limited to the rates set forth by the U.S. Department of Defense. If the city or county is not listed, the per diem is the standard rate for lodging and meals. The per diem rates are updated annually (October) and must be verified prior to each trip. If the lodging receipt reflects double occupancy, the Traveler is entitled to reimbursement of the single rate or one-half of the rate if the room is shared with another Traveler. All required receipts must indicate that the charges have been paid in full. Reimbursement for meals and lodging expenses is allowed one day before and one day after official business begins. Per IRS guidelines, meal and lodging expenses are allowable only for travel with an overnight stay.

Taxes. Employees are exempt from state hotel occupancy tax for travel within the State of Texas.

Transportation. A Traveler is entitled to be reimbursed for mileage incurred by a personal vehicle to conduct business. The reimbursement may not exceed the product of the actual number of miles traveled for business and the maximum mileage reimbursement rate. Travelers are required to select the most cost-effective means of transportation. Reimbursements for personal mileage may not exceed the cost of a contracted rental vehicle. A mileage calculator is available on the TTU Chrome River homepage that compares the contracted rate and the State of Texas mileage rate. Travel outside of the Texas/New Mexico/Oklahoma area by personal vehicle must be compared to what airfare would have cost at least 30 days in advance of travel. If the actual mileage reimbursement would be less than the cost of the average coach airline fare or rental vehicle, the maximum that can be claimed is actual mileage.

Vehicle rentals are limited to the TTU Rental Car Rates found on the Chrome River homepage. The daily rental rate includes LDW (loss/damage/waiver) or comprehensive coverage and liability. Vans and sport utility vehicles may be rented from a contracted vendor only if used by three or more people. Premium, luxury, and convertible vehicles are not permitted.

Employees must obtain the lowest available airfare. The following are not allowed without a business purpose justification and a completed Travel Exception Form: first-class airfare, business-class airfare, extra legroom fees, and travel insurance. Business select and early bird fees on Southwest Airlines are not reimbursable.

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Use of University Buildings and Grounds

Reservations must be made for the use of buildings and grounds under the control of the university. Faculty and staff may make requests to use campus grounds or academic space through Operations Division Planning and Administration. Requests for reservations will be granted according to the priorities of the designated area (OP 61.02).

Visiting Speakers

The Board of Regents of Texas Tech University respects the rights of the faculty and the student body of Texas Tech to have full freedom in the discussion and presentation of all information and issues. This includes the right to invite off-campus speakers whose ideas and views differ from those of the Board, its individual members, the Chancellor or the President of Texas Tech, or another officer or employee of the university. The Regents' Rules direct each component institution of the Texas Tech University System to develop “policies necessary for the administration of free speech activities, including placing reasonable restrictions upon the time, place, and manner of on-campus speech.” The authorization for all on-campus speakers is under the direction of the President of the university. OP 30.13 is Texas Tech University's policy on visiting campus speakers and applies to all persons who wish to speak within the physical confines of the university except a regular employee, student, or member of the Board of Regents of the TTU System.

To the extent permitted by applicable law, access to speak within the physical confines of Texas Tech University may be denied to those who advocate imminent illegal action, including but not limited to, (1) lawlessness or disregard for the laws of this country or the state, (2) any change to the laws of this country or state by other than constitutionally or statutorily prescribed processes, or (3) the violent overthrow of the government of the country or the state. In determining the likely conduct or speech of the proposed speaker, appropriate consideration shall be given to relevant past performance of the proposed speaker.

Arrangements for the payment of professional fees and expenses for speakers must be made through administrative channels in advance (OP 30.13).

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Faculty Handbook Contents

Introduction

General Information

Role of the Faculty

Facilities and Services

Office of the Provost

Research

Faculty Affairs

Benefits and Services

Emergency Procedures

Financial Exigency Plan

Faculty Directory

Operating Policies