10/01/2012

It seems like it’s been around forever…the issue of having a new way to fill out and process paperwork to get reimbursed for travel expenses incurred in doing our jobs…at least it does to me. And once again, it was a topic of conversation during the management consultants’ statewide videoconference earlier today. So, let me comment on it.

Apparently, in the past, some of us were fortunate enough to enlist the help of other employees to fill out the paperwork and submit it on our behalf. And then, earlier this year, the notion started around that it was now an IPS mandate that each employee must fill out and submit it on their own. Coincidentally to that notion being circulated, we were advised of and scheduled for training that would teach us how to individually, and on our own, get the job done. Early on, the training didn’t work too well but it has progressed. Earlier this summer, several of us in the Nashville office attended training at CIS. I assessed that the training was pretty good and each of us was given a manual that described the stepwise process of entering our own travel. I’ve submitted several reimbursement requests since the training. Yes, the first couple were a little tough, but referring to the manual and some hand holding by Michelle got me through the process. I’ve noticed that turnaround time from submission until the reimbursement is placed in my checking account is considerably shorter that the old method.

At the September 6 ^th IPS Leadership Team meeting (my first one to attend), the subject was raised and there was some productive discussion around the table. In summary, it was discussed that travel reimbursement entry by the individual travelling employee was not an IPS mandate and that it was up to each agency how it got handled. So, here’s how I expect it to be handled going forward.

· After being trained to do so, it is expected that each traveler enter his / her own travel reimbursement information into IRIS.
· Should the traveler have access to a fellow employee who is capable of and willing to provide assistance in entering the required information…and that fellow employee can do so without having his / her regular job activities interrupted…it is allowable to use someone else to enter that information.
· The traveler is responsible for supplying the information-entering employee with ALL needed documentation.
· It is the traveler’s responsibility to certify (by signing the hard copy of the form) that the information being submitted into IRIS is correct and accurate.

I hope this alleviates concerns and wonderment that have circulated around the issue. If it hasn’t for you, give me a call.

Thanks in advance for what you do to benefit cities and towns in Tennessee every day.

Jim Thomas, Executive Director
The University of Tennessee Municipal Technical Advisory Service (MTAS)
Office (615) 532-4950 Cell (615) 972-9219

jim.thomas@tennessee.edu

www.mtas.tennessee.edu