BUSINESS OFFICE

Ecology operates under the direction of the State Accounting Office and the Office of Planning and Budget via travel regulations the University of Georgia has adopted.

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Basics of travel at UGA:

• UGA does not allow for travel advances.

• Approved lodging and per diem rate can be found here.

• There are options to direct bill your airfare (typically costs more).

• There are options to request early reimbursement of airfare and/or registration.

• Travelers are expected to be good stewards of funds: travel is for official UGA business, account allows for such travel, will choose most cost-effective method, there are sufficient funds for reimbursement, has approval from the account holder before traveling, does not exceed allowable limits and adheres to UGA policies and procedures.

• Failure to submit a Travel Authority (TA) prior to any travel could mean you will not be covered by the University’s Worker's Comp Insurance and/or you forfeit claims for reimbursement.

• International travel requires approval from the UGA-Office of Global Engagement and you are required to register your itineraries at http://oie.uga.edu/international-travel-authority/ for risk management and export control purposes.

• Legible, paid receipts are required for all expenses except meals. Missing receipts will require an explanation of the expense on the reimbursement.

• Employee is accepting risk of a non-reimbursable cancellation fee if making arrangements with a vendor and a “non-refundable” policy.

• Reimbursement requests are due within 30 days of travel return date to allow for any corrections and processing time. Expenses submitted more than 60 calendar days after completion of the trip are considered taxable income per the Internal Revenue Service. There is a separate reimbursement process for this.

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Things to consider or have on hand before submitting a request for authority to travel.

• Destination

• Accounting Tag/Speed Type

• What fiscal year will this travel occur? Fiscal years at UGA run July 1, #### - June 30, ####.

• Departure Date and Return Date

• Blanket Travel? Allowable for frequent in-state travel to same field site (i.e., feeding fish in Coweta); dates may not exceed the current fiscal year.

• Sharing a room? Traveler paying for the lodging should seek reimbursement via group travel.

• What expenses do you anticipate you will incur?

  • Lodging?

    • Online booking services such as Airbnb, VRBO, Home Away and the like are prohibited for non-international travel.

    • Lodging in Georgia?

      • Traveler must be able to provide proper identification to document their employment as a state or local government employee to be exempt from paying the county or municipal excise tax.

      • Traveler should make every effort to avoid payment of sales tax.

  • Per diem (meals)? There are set limits depending on your travel destination. There are limits on departure and return dates. For instance, travelers are eligible for only 75% of the total day’s per diem rate on the first and last day of travel for out-of-state only. For overnight travel w/in GA you are allowed 100% per diem on travel days. On the flip side, if it is same-day travel then you will not be able to claim per diem at all.

  • Registration Fee? To avoid paying out-of-pocket seek guidance from your Senior Accountant for other options.

  • Mileage? Rates are updated periodically here.

  • Miscellaneous? For required work-related expenses (e.g., gas for rental car, internet at hotel)

  • Transportation?
    • See below for options

      • Airfare?

        • If your travel is funded by federal funds, you must use a US flag air carrier for international travel when possible, as outlined in the Fly America Act. If not possible be prepared to provide justification.

        • Coach/economy fare is recommended. Business Class airfare is allowable in rare cases. You should check with your Sr. Accountant first before booking a flight for other than coach/economy fare.

        • If you wish to direct bill your airfare, it must be with a UGA approved travel agency. There can not be any conflict of interest between the traveler and agent/agency. NOTE: Prices are typically higher if you choose to direct charge.
      • Taxi, railway, shuttle?

      • Car rental?  Please seek help from your Sr. Accountant, if needed.

        • Mandatory contracts: must return vehicles with the same amount of gas that it had when it was picked up; reimbursement with paid receipt is allowed under miscellaneous expenses.

          • Hertz – if rental is from Hartsfield-Jackson International airport or any out-of-state location

          • Enterprise or Hertz – if rental is in Georgia

        • Options: compact, intermediate or full size. A van may be rented if there are more than 4 travelers.

        • Traveler must decline optional fuel offerings, maintenance and oil changes by the car rental vendor.

        • Employees traveling on State business inside the continental US are covered by the State’s liability policy therefore liability coverage should be declined when renting within the US. Loss Damage and Collision Damage are also covered for vehicles rented under the Statewide Car Rental Vendor Contract. When traveling to destinations outside the Continental U.S. (OCONUS), with the exception of Canada, the State Risk Management Department recommends that travelers accept collision insurance when renting cars.

                                  NOTE: The State liability policy is only in effect while the employee is using the rented vehicle for official

                                  State business. For this reason, personal use of the vehicle, including allowing friends or family members to

                                  ride in a State rented vehicle, is prohibited.

           

 

PROCEDURE for

No-Cost Travel

• Documentation is required if you are traveling on official UGA business but are not seeking reimbursement.

• Submit a travel authority (TA) request at least two weeks (or as soon as possible) prior to your departure date.

• We have developed forms/guides to assist you.

 

In-State, Georgia Travel

• You are required to submit a travel authority (TA) request at least two weeks (or as soon as possible) prior to your departure date.

• We have developed forms/guides to assist you with submitting a travel authority.

• Upon return from travel, and within a recommended 30 days, you should submit a request for travel reimbursement. We have developed forms/guides to assist you.

 

Out-of-State, Domestic United States OR International Travel

• You are required to submit a travel authority (TA) request at least four weeks (or as soon as possible) prior to your departure date. If you do not receive prior approval before your departure date you will be traveling at your own risk. You may still submit a request for reimbursement but your request will require a justification as to why you did not have prior approval to travel. It will be at this time Central UGA will review your request to determine approval for reimbursement.

• YWe have developed forms/guides to assist you with submitting a travel authority.

• Upon return from travel, and within a recommended 30 days, you should submit a request for travel reimbursement. We have developed forms/guides to assist you.

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