• Air Travel
  • Ground Transportation
  • Lodging
  • Meals and Incidents
  • Miscellaneous
  • International Travel
  • Reimbursements
  • Study  Abroad/Team and Group Travel
  • Approvals
  • Air Travel
    • General Airfare Information
      • Commercial air transportation should be utilized when it is more effective and efficient to travel by air than by vehicle.
      • Employees who travel by air should obtain the lowest available coach airfare to the specified destination.
      • Travelers should use non-refundable fares when feasible.
      • When reserving airfare, travelers should consider the following if the cost savings exceed $200:
          • Lower cost flights that are available within two hours before or after the preferred flight time
          • Connecting flights if connection does not add more than 2 hours to travel time and save $200
      • Business class is allowable for international travel when approved in advance by the respective agency head or designee.  First class travel reimbursement is prohibited.
      • Federal regulations require that U.S. carriers be used for foreign travel for trips funded by federally sponsored programs, unless a U.S. carrier is not available.
      • Additional upgrade fees for reserved or priority seating are a non-reimbursable expense. Exception will be considered if upgraded seating is the only economy seating available for required flight. For consideration of reimbursement, traveler must include such information in comments section of expense report submission and receive approval from the authority over the fund source.
    • Minimum Receipt Requirements for Airfare
    • West Georgia Travel Agency
      • UWG has a contract with West Georgia Travel to provide employees with an option to obtain airfare and have it billed directly to the University.
      • Submit completed and approved travel authorization to West Georgia Travel.
          • 547 Newnan Street
            Carrollton, GA 30117
            Phone:  (770)836-8200
            Fax:  (770)832-8896
            Office Hours:
            Monday- Thursday 8:30 am-5:00 pm
            **Services provided for walk in assistance, phone, and/or email services.  
            Friday Reservations:
            Contact the following service representatives by phone or email. 
            Von Dixon:  von@westgatravel.com or (770)617-7180
            Leslie Anderson:  leslie@westgatravel.com or (770)364-4958
      • West Georgia Travel will book flight and issue invoice to University.
      • University will make payment on behalf of employee.
      • Expense will be charged to department at time of payment; no other action is required by traveler.
      • A service processing fee will be included in direct billing to the traveler's department.
    • Flowchart
  • Ground Transportation
    • Cost Effective Transportation Requirements
      • The State requires employees who travel to determine the most cost effective form of travel.
      • Employees should utilize a motor pool fleet vehicle if one is available.  If a motor pool fleet vehicle is not available, the employee should compare the following modes of transportation when traveling:
          • Cost of personal vehicle (# of miles * applicable Tier 1 rate)
          • Cost of rental car from appropriate vendors under mandated state contracts.
          • Various airfare rates (for out-of-state travel)
      • Cost Effective Transportation Form may be used to document the various transportation costs and to provide a document for recording the justification and approval of the selected mode of transportation.
    • Minimum Receipt Requirements for Car Rental

      Receipts must be submitted for the following expenses regardless of amount:

      • Lodging
      • Airfare
      • Rental of motor vehicles
      • Rail Fares
      • Registration Fees
      • Supplies
      • Visa/Passport Fees

      Receipts must be submitted for the following if expense is $25 or greater:

      • Baggage Fees
      • Gasoline purchased for rental vehicles
      • Taxis and Shuttles
      • Parking, tolls and mass transit fees

      Itemized receipts should include:

      • Name and address of the vendor
      • Date of service
      • Description of service
      • Amount paid for each individual items

      In the absence of actual receipts, credit card slips and statements may be acceptable in lieu of actual receipts.

      Additional information is required on receipts for lodging, airfare and car rental.  Please see the minimal receipt requirements for these expenses.

    • Motor Pool Fleet Vehicles

      Motor pool fleet vehicles are vehicles available through the UWG motorpool. These vehicles should be utilized when traveling if they are available. Contact Campus Planning & Facilities at x96576 to check availability. An email notification will be provided by Facilities confirming the availability of a vehicle.  A vehicle trip ticket should be completed and submitted in order for Campus Planning and Facilities to finalize the reservation.  In addition, a University issued fuel card will be available for use with the rental, however, the employee must contact Purchasing Services to obtain the required PIN #.

      The following rates are effective for all motor pool fleet cars and vans.

      Motor Pool Fleet Rental Rates
      Rental Rates Per Day Per Mile
      Four Passenger Car $14.20 $0.31
      Eight Passenger Van $14.20 $0.35
      • Rental Rates: Four Passenger Car
        Per Day: $14.20
        Per Mile: $0.31

      • Rental Rates: Eight Passenger Van
        Per Day: $14.20
        Per Mile: $0.35

      *Daily rates are applicable Monday-Friday.  No daily rate is charged for weekends.

      Motor pool fleet vehicles from the Motorpool may only be utilized by University employees (includes student employees) for official business. “Regular” students, interns, and volunteers are not allowed to use University vehicles.

      Insurance is only activated when you are on official business; so motor pool fleet vehicles should not be used if you plan to do any type of personal travel in your trip. Examples of personal travel may include; (1) Visiting a local attraction while you are away at a conference, or; (2) excursions from the path of travel, such as spending the night with a friend or shopping at an outlet mall.

      If the motor pool fleet vehicle should break down while traveling, the driver should call 1-800-CAR-CARE (800-227-2273) for roadside assistance; then call University Police (678-839-6000) to notify the campus.

       

    • Mileage Reimbursement
      • When a motor pool fleet vehicle is not available and it is determined that a personal motor vehicle is the least expensive form of travel, the employee will be reimbursed for business miles traveled based on the applicable GSA Tier 1 Rate.
      • If a motor pool fleet vehicle is available, but a personal motor vehicle is used, the employee will be reimbursed for business miles based on the applicable GSA Tier 2 Rate.
      • If another method of travel is the most cost advantageous form of travel but a personal motor vehicle is used, the employee will be reimbursed at the Tier 2 rate.  If traveler has a business need to drive his/her own personal vehicle, written pre-approval by the Department Manager is required for reimbursement at the Tier 1 rate. 
      • Traveler must also deduct personal or normal round-trip or one-way commute miles.  If round trip miles are entered on one expense line, documentation must be submitted as to the places visited during the trip.
      • A University wide cost comparison is calculated on a semi-annual basis which allows reimbursement at the Tier 1 rate under certain circumstances.
          • Under 250 miles round trip-traveler may utilize personal car and claim Tier 1 mileage reimbursement without any individual cost comparison.
          • 250-300 miles round trip-traveler may utilize a personal car and claim Tier 1 mileage assuming a motor pool fleet vehicle is not available.  Documentation of this determination should be maintained by the department for audit purposes.  
    • In-State Commercial Car Rental (Enterprise or Hertz Corporation)

      Important Information Concerning In-State Commercial Car Rentals

      General
      • As explained below, it is mandatory to use either Hertz or Enterprise rental car companies for university employees who may rent a car originating in the state of Georgia, while on official university business.
      • Only employees of the University over the age of 21 will be authorized to drive the vehicle.
      • The use or rental of 15-passenger vans must be pre-approved by the Office of Risk Management/EHS.  Requests should be submitted in writing at least one week prior to the trip, and include justification for the use of these vehicles.  Approvals will be granted on a case-by-case basis. Travelers should purchase additional insurance for 15 passenger vans not included in state contracts.
      • Approved rental car sizes are: compact, intermediate, and full size.  Vans may be rented when there are more than 4 travelers.  Other sizes require written business justification approved by the Department Manager.
      • The State liability policy is only in effect while the employee is using the rented vehicle for official State business. Personal use of the vehicle, including allowing friends or family members to ride, is prohibited. Passengers being transported in a motor pool fleet vehicle or car rental under State contract must have an official State business relationship.
      • Traveler must decline optional fuel offerings per SAO Travel Policy
      • Rental cars under the statewide car rental vendor contract should be returned with the same amount of gas that it had when it was picked up.  Travelers should pay close attention to the fuel amount when they pick up the vehicle to ensure there are no overcharges for gas upon return of the rental car.
      • Traveler must present valid driver's license and state employee identification card (UWG photo ID).
      • Contact Information: Carrollton Enterprise Office (770) 832-1330 OR 1-800-Rent-A-Car
      • Contact Information: Carrollton Hertz Office (770) 830-0525 OR 1-800-654-3131
      Reservations
      • Primarily, the non CHMP - off airport rates will apply.
      • The rental car can be picked up from any location in Georgia.  You may pick up a car from a location that is most convenient to you.
      • Enterprise rental reservations may be made on-line by clicking here, by calling the Carrollton Enterprise Office at (770) 832-1330, or by calling national reservations at 1-800-RENT-A-CAR.
      • Hertz rental reservations may be made on-line by clicking here, by calling the Carrollton Hertz Office at (770) 830-0525, OR by calling national reservations at 1-800-654-3131. If renting by phone or in person, please state that you are renting per the State of Georgia contract, and give the reservationist our account number to ensure that you receive the proper rate and insurance coverage.
      • Enterprise account # 03WESTG
      • Hertz CDP # 2018752
      • When renting a vehicle outside of the local area, please let the reservationist know that we are tax-exempt and insurance coverage is already included in our rate with the exception of 15 passenger van rentals.
      Insurance
      • When renting using the state contract, the Loss Damage Waiver is included in our rental fee if traveling on official state business.
      • On infrequent occasions, a State contract car rental provider may not have an agency presence at a "destination" out-of-state airport location OR may not have availability of cars for rental within the State contract.  Should either of these specific situations occur and an employee must rent a vehicle from a company not on state contract, it is very important that the employee purchase the additional insurance coverage that addresses loss or damage to the rental unit (Loss Damage Waiver/Collision Damage Waiver).
      • Do not choose additional insurance options if on state business (rates have been negotiated nationally to include insurance coverage under State of Georgia guidelines with the exception of 15 passenger van rentals).
      • Both Enterprise and Hertz provide roadside assistance for all vehicles rented through the statewide contract.
      Reimbursements
      • Enterprise OR Hertz rentals cannot be direct billed to the University, nor can they be charged to the p-card per State of Georgia regulations. Please make the reservation on your personal credit card and turn in as a travel expense reimbursement.
      • Keep Enterprise AND Hertz receipt(s) to submit for reimbursement with your travel expense statement.
      Personal Use Rentals 
      • If renting the vehicle for personal use, the state insurance coverage does not apply and additional insurance should be purchased accordingly.  State liability insurance follows the individual - not the vehicle - while in the course and scope of his/her employment.  If outside the course and scope; no insurance exists.  
      • As an additional benefit, Enterprise Car Rental offers state employees special rates for personal business. Code # 03W1070should be used when making reservations for personal use car rental.
      Event of Accident
      • In the event of an accident while driving a rental vehicle, ensure that local authorities have been notified, then contact DOAS Risk Management (877-656-7475) and University Police (678-839-6000) for claims handling.  Instructions are provided on the yellow insurance card.
      Charter Passenger Buses, Cargo Vans, Box Trucks

      For information regarding the rental of charter passenger buses, cargo vans, or box trucks, please contact UWG's Purchasing Services to obtain rates under state contracts. 

    • Out-of-State Commercial Car Rental (Hertz Corporation)

      Important Information Concerning Out-of-State Commercial Car Rentals

      General
      • As explained below, it is mandatory to use Hertz rental car company for university employees who may rent a car while on official university business originating from a point outside the state of Georgia, such as a destination airport.
      • Only employees of the University over the age of 21 will be authorized to drive the vehicle.
      • Approved rental car sizes are: compact, intermediate, and full size. Vans may be rented when there are more than 4 travelers. Other sizes require written business justification approved by the Department Manager.
      • Traveler must decline optional fuel offerings per SOA Travel Policy.
      • Rental cars under the statewide car rental vendor contract should be returned with the same amount of gas that it had when it was picked up. Travelers should pay close attention to the fuel amount when they pick up the vehicle to ensure there are no overcharges for gas upon return of the rental car.
      • The State liability policy is only in effect while the employee is using the rented vehicle for official State business. Personal use of the vehicle, including allowing friends or family members to ride, is prohibited. Passengers being transported in a motor pool fleet vehicle or car rental under State contract must have an official State business relationship.
      • Traveler must present valid driver's license and state employee identification card (UWG photo ID).
      Reservations
      • The Hertz Corporation Car rental reservations may be made on-line at www.hertz.com, by calling the Carrollton Hertz Office at (770) 830-0525, by calling national reservations at 1-800-654-3131, or by walk-in.
      • Please state that you are renting per the State of Georgia contract, and give the reservationist our CDP code # 2018752 to ensure that you receive the proper rate and insurance coverage.
      Insurance
      • When renting using the state contract, the Loss Damage Waiver is included in our rental fee if traveling on official state business.  Do not choose additional insurance options if on state business (rates have been negotiated nationally to include insurance coverage under State of Georgia guidelines.)
      • On infrequent occasions, a State contract car rental provider may not have an agency presence at a "destination" out-of-state airport location OR may not have availability of cars for rental within the State contract. Should either of these specific situations occur and an employee must rent a vehicle from a company not on state contract, it is very important that the employee purchase the additional insurance coverage that addresses loss or damage to the rental unit (Loss Damage Waiver/Collision Damage Waiver).
      • If renting the vehicle for personal use, the state insurance coverage does not apply and additional insurance should be purchased accordingly. State liability insurance follows the individual - not the vehicle - while in the course and scope of his/her employment. If outside the course and scope; no insurance exists.
      Reimbursements
      • The Hertz Corporation Car rentals cannot be direct billed to the University, nor can they be charged to the p-card per State of Georgia regulations. Please make the reservation on your personal credit card and turn in as a travel expense reimbursement.
      • Keep the Hertz Corporation rental receipt to submit for reimbursement with your travel expense statement.
      Event of Accident
      • In the event of an accident while driving a rental vehicle, ensure that local authorities have been notified, then contact DOAS Risk Management (877-656-7475) and University Police (678-839-6000) for claims handling. Instructions are provided on the yellow insurance card.
    • Vehicle Cost Comparison
    • Flowchart
    • Waiver Process
      • Renting outside the state contract requires prior approval from DOAS
      • Form #SPD-NI005 should be used.
      • Department will need to complete the waiver request and submit completed form to Director of Purchasing.
      • Must submit detailed justification as to why the state contract will not meet the needs of the traveler.
        • Waiver form does not need to be completed if the vendor does not have a presence at the rental location or does not have the type of vehicle required.  A separate written statement indicating this circumstance will need to be approved by the Department Manager and submitted with the reimbursement request.
        • Waiver form will be required if the vendor has a presence at the rental location and availability, but was not used.
      • Reimbursement will not be made without the approved waiver from DOAS, if needed.
      • Approved waivers should be attached as a receipt to the paper copy of the expense report.
  • Lodging

    Lodging Expenses

    • Employees should ensure that the most reasonable lodging rates are obtained.
    • Reimbursement is allowed when the travelers destination is located more than 50 miles from both their headquarters and residence.
    • If lodging is required within a 50 miles radius, written pre-approval from the Vice President/Dean is required.
    • Travelers must obtain a "zero-balance" receipt with an itemized breakdown of all charges (i.e. room charge, parking, internet, etc.) and these individual expenses must be listed separately on the expense report.

    Hotel/Motel Tax Exemption

    • Employees traveling on official state business within the State of Georgia are exempt from the county or municipal excise tax on lodging (hotel/motel or occupancy tax).
    • Employees must submit a copy of the Hotel/Motel Tax Exemption Form when they register at the hotel.
    • Employees are required to pay any state/local sales and use taxes.
    • This exemption does not apply to employees staying at an out-of-state hotel.

     Documents

  • Meals and Incidents
    • General Meal Information
      • Employees will be paid a daily per diem amount designed to cover the cost of meals (including tax and tips).
      • For trips involving multiple travel destinations, the effective perdiem rate will be based on where the night was spent as follows:
          • Departure Day - where you spend the night
          • Return Day - where you spent the night before returning to home base.
      • Employees are not eligible for reimbursement of meals if one is provided by the hotel, meeting, conference or any other source. This includes continental breakfast and receptions.
      • A copy of the official conference/meeting agenda is required to be submitted with traveler's expense report.
      • If reimbursement is requested for a provided meal, employee must include a separate written justification indicating the reason the traveler was not able to eat the provided meal. Meal(s) justification may be provided in comment section for meal line item on electronic expense report; conference agenda notations signed by employee and authorized approver; or email from authorized approver expressing agreement with employees meal justification.
      • For overnight travel, employees are eligible for 75% of the total per diem on the first and last day of travel. Travel start and end times are no longer required.
      • For single day trips, employees are eligible for 100% of the total per diem if the travel was more than 50 miles from home or office and the traveler is away for more than twelve (12) hours. For single day trips, start and end times are required.
      • A 75% checkbox is available on the PeopleSoft system meal detail page to reduce the daily per diem rate by 75% when applicable.
      • The in-state and out-of-state per diem rate does not include incidental expenses. Those expenses (tips to porters, baggage carriers, etc) may be reported and reimbursed separately. The Miscellaneous expense type should be used for this reimbursement.
      • In-State High Cost Counties are: Chatham, Cobb, DeKalb, Fulton, Glynn & Richmond.
      • If a meal is provided on the depart or return day, the amount reimbursed is reduced by the full meal per diem rate before the 75% proration. For example, if the per diem allows a $28 total reimbursement, and lunch was provided at no cost on a travel departure or return day, the total allowable reimbursement for that day would be $15.75 [($28 - $7 lunch) * .75 = $15.75)]. The chart below will assist in the calculations. The column on the left will indicate the meal that is provided by the hotel, conference, etc. Find the row with the meal provided and move to the right to the applicable daily per diem rate. The amount indicated on the column/row intersection will be the amount available for reimbursement for the other meals not provided on the depart/return day.

       

      Per Diem Meal Reimbursement
      Total Continental Breakfast/Breakfast Lunch Dinner IE
      $51 $11 $12 $23 $5
      $54 $12 $13 $24 $5
      $59 $13 $15 $26 $5
      $64 $15 $16 $28 $5
      $69 $16 $17 $31 $5
      $74 $17 $18 $34 $5
      • Total: $51
        Continental Breakfast/Breakfast: $11
        Lunch: $12
        Dinner: $23
        IE: $5

      • Total: $54
        Continental Breakfast/Breakfast: $12
        Lunch: $13
        Dinner: $24
        IE: $5

      • Total: $59
        Continental Breakfast/Breakfast: $13
        Lunch: $15
        Dinner: $26
        IE: $5

      • Total: $64
        Continental Breakfast/Breakfast: $15
        Lunch: $16
        Dinner: $28
        IE: $5

      • Total: $69
        Continental Breakfast/Breakfast: $16
        Lunch: $17
        Dinner: $31
        IE: $5

      • Total: $74
        Continental Breakfast/Breakfast: $17
        Lunch: $18
        Dinner: $34
        IE: $5

       

    • In-State Meal Per Diem Rates
      In-State Meal Per Diem Rates (Georgia Regular)
      Eligible Meals Per Diem Amount
      Breakfast $6.00
      Lunch $7.00
      Dinner $15.00
      • Eligible Meals: Breakfast
        Per Diem Amount: $6.00

      • Eligible Meals: Lunch
        Per Diem Amount: $7.00

      • Eligible Meals: Dinner
        Per Diem Amount: $15.00

       

      In-State Meal Per Diem Rates (High Cost Areas**)
      Eligible Meals Per Diem Amount
      Breakfast $7.00
      Lunch $9.00
      Dinner $20.00
      • Eligible Meals: Breakfast
        Per Diem Amount: $7.00

      • Eligible Meals: Lunch
        Per Diem Amount: $9.00

      • Eligible Meals: Dinner
        Per Diem Amount: $20.00

      **High cost areas defined as the following counties:  Chatham, Cobb, Dekalb, Fulton, Glynn, and Richmond

       

    • Federal Out of State Per Diem Rates
    • Federal Out of State Per Diem Meal Breakdown
    • Foreign Travel Per Diem Rates
    • Foreign Appendix B (Breakout of Meal/Incidents)
    • Flowchart
  • Miscellaneous

    Baggage Fees

    • Baggage fees will be reimbursed for one (1) piece of checked baggage each way.
    • If traveler is not charged for the 1st piece of checked baggage, the State will not allow reimbursement for additional pieces unless an appropriate business purpose is provided.
    • Excess weight charges will not be reimbursed.
    • Receipts are required for any baggage fee equaling $25 or more.

    Parking, Tolls, Mass Transit, Taxis & Shuttles

    • Should be recorded separately on the expense report.
    • Receipt is required for any expense that equals $25 or greater.

    Registration Fees

    • Registration Fees may be reimbursed for participation in workshops, seminars or conferences.
    • UWG will also prepay a registration fee on behalf of the employee to the conference or meeting host either by check request or P-Card.  To request a pre-payment, submit a Check Request Form and Registration Form to the Travel Department.  Once the payment has been processed, no other reporting of the registration fee is required on the expense report.
  • International Travel

    Approval Authority

    In addition to all other policies set forth in the travel policy, the following policies must be adhered to when traveling internationally.  The following approvals must be obtained in advance, dated and submitted with the traveler's expense report.

    • If the traveler is a State employee, approval must be made in advance by the respective agency head or designee.
    • If the traveler is an agency head, approval must be made in advance by a higher level authority.

    Air Travel Emphasized

    The guidelines stated for air travel apply to international travel.  Business class is allowable  for international travel when approved in advance by the respective agency head or designee.  

    Reimbursement for first class travel is prohibited.

    With proper documentation, justification, and approval the State will reimburse:

    • Commission for currency conversion or traveler checks when deemed necessary.
    • Bank charges for ATM withdrawals
    • Services of guides, interpreters, packers, or drivers when deemed necessary.
    • Fees for the issuance of passport or visa, inoculations, and affidavits when required for business international travel.

    The Fly America Act was enacted to mandate the use of U.S. flag air carriers for federally funded international travel.  The Federal Travel Regulations requires international flights be on U.S. flag air carriers whenever possible, which is accomplished when code sharing is present.  Code sharing occurs when two or more airlines "code' the same flight as if it was their own.  In other words, the international flight may be on a foreign air carrier's plane, but is consider the same as one operated by an U.S. flag air carrier.  Compliance with the Fly America act is satisfied when the U.S. flag air carrier's designator code is present in the area next to the flight numbers on the airline ticket, boarding pass, or on the documentation for an electronic ticket (passenger receipt).

    What does this mean to you?  If you are scheduling international travel that is federally funded, you must ensure that all flights, where possible, are scheduled on U.S. flag air carriers or on foreign air carriers that code share with a U.S. flag air carrier.  

    Meal Reimbursement

    Federal per diem for meals also applies to international travel and when traveling to destinations outside the Continental United States (OCONUS), including Hawaii and Alaska.  When filing an expense report in the PeopleSoft system, the traveler can obtain the proper per diem amounts based upon travel to specific cities.

    Per diem rates include both the cost of meals and incidental expenses.  Incidental expenses include:  fees and tips given to porters, baggage carriers, bellhops, hotel housekeeping, stewards or stewardesses, and hotel staff, and transportation to restaurants.  Per diem for incidental expenses may be claimed in addition to individual meal per diem; however if incidental per diem is claimed, no other incidental expenses may be entered on the traveler's expense statement.  Ground transportation (e.g., taxi, shuttle) to and from airports and railroad stations, and between business meetings while on travel status, is not included in the per diem incidentals.  Additionally, the Reimbursable Miscellaneous Expenses referenced in Section 5 are not included in the per diem incidentals.

    Travelers are eligible for 75 percent of the total per diem rate on the first and last day of travel.  For a complete listing of the GSA per diem tables visit the GSA per diem website.  For a Breakout of Foreign Meals/Incidentals visit the Foreign Appendix B website.  

    Foreign Currency Conversion

    When a traveler incurs expense in a foreign currency each expense should be converted to United States dollars (USD).  The following methods are acceptable:

    • Credit card statement:  If the expenses are charged, the credit card company will convert them to USD.
    • Conversion of charges via the internet for the dates of travel.  An acceptable site is:  Oanda Converter - this site allows for built in exchange fees and specific dates.
    • Currency rate conversion based on actual cash exchange.  Use the following formula:
        • F x C = U
            • F = amount of charges in foreign currency
            • C = conversion factor = USD's per unit of foreign currency
            • U = expense in USD's
        • Example:
            • $100 expenses in Candian Dollars
            • $.68 USD's per Candian Dollar
            • $100 X .68 USD/CD = $68 USD
  • Reimbursements
    • Reimbursement Procedures
      • Submit reimbursement request using the PeopleSoft Travel and Expense Module
      • Print a paper copy of the expense report in landscape orientation after it has been submitted electronically.
      • Sign the paper copy and attach a copy of the conference/meeting agenda (if applicable), all required receipts, and any special approvals or justifications required.  Send paper documentation to the Travel Department; Office of the Controller; Aycock Hall.
      • Retain the cost effective transportation justification in your department.
      • Once electronic submission and paper copy is received, the report will be audited by the Travel Department.  Upon approval, the reimbursement will be direct deposited (via EFT) into the bank account setup through Human Resources.
      • As directed by the Georgia Office of Planning and Budget, expense reports should be submitted for approval as soon as possible but not to exceed forty-five (45) calendar days after return from travel.
      • Expense reports submitted between 45-60 calendar days will require completion of the 45 Day Exception Form.
      • Expenses submitted in excess of 60 calendar days, if reimbursed, will require the completion of the 45 Day Exception Form and will be included on the traveler's W-2 form.
      • Travelers will be reimbursed for their own expenses and not for the expenses incurred on behalf of another employee.
    • Expense Report Reminders
      • Submit the electronic expense report for approval after data entry.
      • Complete a cost comparison of the various forms of transportation and retain it in the department for audit purposes.
      • Provide the proper departure/return time for single day trips.
      • Submit expense reports within 45 calendar days of the last travel date.
      • Submit receipts that indicate payment was made.
      • For In-State travel have the hotel/motel occupancy tax excluded or provide an explanation.
      • Submit the team/group roster and detailed itinerary with all cash advance requests.
      • Do not list registration that UWG has paid on traveler's behalf as "prepaid" on the expense report.
      • Expenses cannot be paid on behalf of another employee.
      • Employee should sign expense report.  
      • Submit the correct version of the printed copy (landscape view; not portrait view).
      • Submit the expense report with all necessary receipts. 
      • Ensure that all funds are available in your budget before submitting the expense report.
      • Any exceptions to travel policy require written explanation by the traveler to the appropriate Department Manager for approval prior to submission to the Controller's Office.
      • Attach copy of official conference agenda.
    • Minimal Receipt Requirements

      Receipts must be submitted for the following expenses regardless of amount:

      • Lodging
      • Airfare
      • Rental of motor vehicles
      • Rail Fares
      • Registration Fees
      • Supplies
      • Visa/Passport Fees

      Receipts must be submitted for the following if expense is $25 or greater:

      • Baggage Fees
      • Gasoline purchased for rental vehicles
      • Taxis and Shuttles
      • Parking, tolls and mass transit fees

      Itemized receipts should include:

      • Name and address of the vendor
      • Date of service
      • Description of service
      • Amount paid for each individual items

      In the absence of actual receipts, credit card slips and statements may be acceptable in lieu of actual receipts.

      Additional information is required on receipts for lodging, airfare and car rental.  Please see the minimal receipt requirements for these expenses.

  • Study Abroad/Team and Group Travel

    Study Abroad, Team and Group Travel

    Expenses incurred by students traveling for team or group travel can be paid using the State of Georgia Purchasing Card.  Please consult the University of West Georgia Purchasing Card Manual for specific guidelines and requirements concerning the use of the purchasing card for student travel.

    Expenses incurred by employees traveling with a team or group can not be paid utilizing the State of Georgia Purchasing Card.  The employee portion of all expenses should by paid by the employee and submitted for reimbursement through the travel expense reimbursement procedure.  Employees should consult the Cash Advance guidelines for details concerning travel advances for employee travel.  The Cash Advance for Team and Group Travel guidelines should be utilized for employees who need to request an advance on behalf of the team or group they are traveling with.

  • Approvals

    Department Manager Responsibilities

    The State Travel Regulations issued by the State Accounting Office have emphasized the responsibility of approvers when approving travel expense reports. These approver responsibilities are specifically highlighted and clarified in the State Travel regulations and should be adhered to. All approvers in the submission process are held accountable for:

    • Attesting that he/she has thoroughly reviewed each transaction and the supporting documentation.
    • Verifying that all transactions are allowable expenses.
    • Identifying potential or actual errors in expense reporting.

    An approver is equally accountable for all expenditures and should be able to judge the business appropriateness of each expenditure.

    In certain circumstances, approvers are allowed to grant an exception to the State travel regulations. When granting an exception, he/she will be held accountable for answering questions regarding the approval of the exception; therefore the approver must be knowledgeable of what constitutes an exception.

    Approvers are certifying:

    • Appropriateness of the expenditure and reasonableness of the amount
    • Compliance with funding agency regulations and State reimbursement policies.
    • Completeness of documentation and accuracy.