Travel Training 101

Travel Processors:

Aisling Reigle (706) 721-0013 areigle@gru.edu

April Stapleton (706) 721-2114 astapleton@gru.edu

Donna Rayner, Director of Accounts Payable (706) 721-2658 drayner@gru.edu

Travel Office E-mail:

travel@gru.edu

Policies and Procedures

Georgia State Accounting Office

https://sao.georgia.gov/sites/sao.georgia.gov/files/related_files/site_page/SOG_Statewide_Travel_Policy_040115.pdf

Board of Regents Business Procedures

http://www.usg.edu/business_procedures_manual/section4/

Checklist

Travel Authorization (TA) Supporting documents from

conference/meeting (webpage, brochure or e-mail)

Conference name, date and location

CFC (Chartfield Combination)with available travel funds (600000 account)

Estimate travel expenses Estimated airline cost is required if

flight is a direct bill to GRU

Rental Car Request form, if needed List general purpose of trip

What is the benefit to GRU?

Must have supervisory approval and budgetary approval signatures

Travel Expense Statement (TES) CFC (Chartfield Combination)with available

funds

List brief description of business purpose for the trip and where you traveled under “Location Points Visited”

Receipts showing breakdown of charges (taxes and fees)

Must have traveler signature and budgetary approval signature

Where Do We Send Travel Documents?

Travel documents must be mailed to HSB-160. If hand-delivering, the Travel Office is located in Annex I, HSB-123.

You may scan the travel documents, if we are pre-approving airline tickets, making registration payments for the traveler, or approving car rental request forms. Otherwise, please submit Travel Authorization along with Travel Expense Statement after the trip. If scanned, please retain the originals in your department.

Most Common Mistakes

Travel Expense Statement (day vs. overnight form)

75% on the first and last day of travel for overnight trips

First day of travel should be listed on top line of TES and last day of travel should be listed on last line in the ”Meals” section

Missing supporting documents Location points visited and purpose of

trip Missing detail on required receipts

(credit card and bank statements are not acceptable in lieu of receipts)

Must submit receipts for anything $25.00 or greater

Need airline receipts that list destination to/from, breakdown of taxes/fees and type of ticket (economy or business)

Claiming the Tier 1 rate for using personal vehicle instead of rental car, when rental car is cheaper

Most cost effective method of transportation

Pre-approval on rental car required before trip (expenses will not be reimbursed without pre-approval from Travel Office and on Travel Authorization)

Correct mileage rate (Tier 1 vs. Tier 2 rate)

Use drop down box to change to Tier 1 rate

Most Common Mistakes Continued…

Valet parking instead of self-parking

Omitting commute miles (miles you would normally drive from home to GRU) when leaving from home on a normal workday

U.S. carrier for airline tickets (Fly America Act)

Business justification for internet usage

Certificate of Exemption of Local Hotel/Motel Excise Tax exemption form (GRU employees are exempt from local occupancy tax in the State of Georgia)

Separating tips on taxi receipts

Tips should be listed under “Miscellaneous Expenses"

Reimbursable Expenses

Reimbursable expenses while on official travel status include, but are not limited to, the following:

 

Business office expenses (copy services, postage, and supplies) 

Business related phone calls, faxes, and internet usage charges and fees

Transportation costs from lodging or businesses to restaurants

Conference/Registration fees

Costs related to passports and travel visas when necessary to accomplish the official business purpose of the trip

Costs related to vaccinations required and/or recommended for international business travel

Currency conversion fees

Baggage handling services, other than regular portage/tips

Laundry or cleaning expenses on trips lasting seven (7) calendar days or more

Non-Reimbursable Expenses

Non-reimbursable expenses include, but are not limited to, the following:

Airline, car, and card membership dues and club fees;

Travel upgrade fees (air, rail, car)

Alcoholic beverages

Bank charges for ATM withdrawals, except on international travel

Childcare costs

Clothing or toiletry items

Commuting between Residence and Primary Work Station

Country Club dues

Expenses related to vacation or personal days taken before, during or after a business trip

Haircuts and personal grooming

Laundry, cleaning, pressing costs for trips of less than seven days

Non-Reimbursable Expenses Continued…

Loss Damage Insurance when State agency contract rate vehicle is available and another rental car agency is utilized

Loss or theft of cash advance money or airline tickets

Loss or theft of personal funds or property

Lost baggage Luggage or briefcases Medical expenses while traveling

(Exceptions may be made to accommodate ADA compliance)

Mini-bar charges

Movies No-show/Cancellation fees or

fees related to hotel late check-out (unless business or weather related)  

Personal reading materials (magazines, newspapers, etc.)

Personal vehicle maintenance (including car washes)

Personal entertainment Personal Pet care

Non-Reimbursable Expenses Continued…

Recreational expenses

Rental vehicle maintenance (including car washes)

Saunas, massages

Shoe Shines

Souvenirs or personal gifts

Traffic citations (moving violations), parking tickets, court fees and other fines

Travel accident insurance premiums

TSA PreCheck application fee for airport pre-screening convenience service

Valet services for parking, when self-parking options are available, unless there are valid security reasons

Rental Car

Note: If a rental car or van is used within Georgia or outside Georgia, a Request for Rental Car form is required to be pre-approved through the travel office prior to travel. If your rental car is not pre-approved, expenses related to the rental car including usage charges, gasoline and parking will not be reimbursed.

Helpful Information

Anytime you are driving your personal vehicle or rental car while on official state business, please keep the “State of Georgia Government Vehicle Georgia Liability Insurance Identification Card” in your vehicle.

Travel Links and Forms

Travel Office website http://www.gru.edu/finance/controller/travel/

Travel Authorization http://www.gru.edu/finance/controller/travel/documents/travel_authorization.pdf

Travel Expense Statement-Day Trip http://www.gru.edu/finance/controller/travel/documents/travel_expense_day_04182014.pdf

Travel Expense Statement-Overnight Trip http://www.gru.edu/finance/controller/travel/documents/travel_exp_overnight_04182014_2.pdf

Rental Car Request Form http://www.gru.edu/finance/controller/travel/documents/car_rental.pdf

Certificate of Exemption of Local Hotel/Motel Excise Tax http://www.gru.edu/finance/controller/travel/documents/hotelexemption1.pdf

Direct Deposit Form http://www.gru.edu/finance/controller/travel/documents/travel_direct_deposit.pdf

State of Georgia Per Diem http://www.gru.edu/finance/controller/travel/documents/georgia_meal_rate.pdf

Domestic Per Diem Outside of Georgia http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcuts

Foreign Per Diem http://aoprals.state.gov/content.asp?content_id=184&menu_id=78