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FY 11 Travel Deadlines

NOTE:  These preliminary dates are subject to revision as additional information is received from various state agencies.

6/03/11  Last day for Prepaid Airfare and Registration for FY12 travel (1ST Qtr Only) to be paid from FY11 funds. IMPORTANT NOTE: All other travel expense with departure date in FY11 and return date in FY12 will be reimbursed with FY12 funding.

6/15/2011  5:00 p.m. Last day for PeopleSoft electronic data entry in the Expense module. Expense statements for reimbursement (including travel) must be electronically approved by all approvers and have a status of valid budget check to be considered eligible for payment against FY11 funds.  Expense statements in pending or submitted statuses or those not fully approved at the department and project level will be marked as “denied” and purged from the PeopleSoft System.

6/17/2011  5:00 p.m. If unable to submit electronic expense statement by 06/15/11 deadline for travel with return date on or before 6/30/11, please contact Randy Miller ( rcmiller@westga.edu ) to make special arrangements to encumber FY11 funds with an approved travel authorization. Total travel expense per trip must be greater than $500.00. Approved travel authorizations must be received and date stamped in the Office of the Controller by 06/17/11 deadline for anticipated travel with return date on or before 6/30/11 in order to encumber FY11 funds. Failure to do so will prohibit use of FY11 funds for FY11 travel expenses.

6/20/2009  5:00 p.m. Printed, signed expense statements for electronic travel submissions through PeopleSoft for 6/15/11 deadline must be received and date stamped in the Office of the Controller.  Expense statements must be fully approved, have a status of valid budget check, and all supporting documents in order to utilize FY11 funds.

Please refrain from data entry into PeopleSoft Expenses after 6/15/10 as transactions will be purged from the system and placing FY11 funds at risk. Travel reimbursements for trips encumbered with specifically approved travel authorizations as well as any other travel which was not submitted electronically in the People Soft expense module by the 06/15/11 deadline will be issued in FY12 once open for business. No travel cash advances will be issued for trips with return dates later than 05/31/11.