STATEWIDE TRAVEL REGULATIONS

1
STATEWIDE TRAVEL REGULATIONS

• September 2009

2
General Information

• The travel regulations can be found at
  http//sao.georgia.gov
• Statewide Travel Regulations are issued by the
  State Accounting Office and the Office of
  Planning and Budget.
• BOR allows institutions to implement additional
  policies which can be more restrictive.
  Institutional Guidelines and Procedures are on
  the Controllers webpage.

3
Authorization for Travel

• Employees must receive authorization from their
  department head/director prior to performing the
  travel.
• A standing travel authorization may be issued for
  in-state travel only. A standing travel
  authorization can not extend past the current
  fiscal year.
• A specific or individual authorization must be
  initiated for all out-of state travel.

4
Authorization for Travel

• Traveler retains authorization in the travelers
  home department until traveler requests
  reimbursement for the trip.
• Electronic travel authorizations through
  PeopleSoft Expenses are being tested and will be
  rolled out in the near future.

5
Authorization for Travel

• Original approved travel authorization should be
  submitted as supporting documentation for the
  expense report.
• For standing travel authorizations, the original
  should be submitted with the initial expense
  report and a copy should be submitted for all
  subsequent expense reports.

6
Authorization for Travel

• If an employee is traveling with a group or team,
  the employee must submit a travel authorization
  addendum listing the names of all members of the
  group.
• A travel authorization for non-employees must be
  submitted for all non-employees who will be
  reimbursed for travel.
• UWG Travel Authorization Guideline can be found
  at http//www.westga.edu/assetsDept/controller/bfc
  ntr-01_Travel_Authorization(2).pdf

7
Meal Reimbursement

• Employees traveling overnight will be paid a per
  diem amount designed to cover the cost of meals
  (including tax and tips), based on the number of
  meals per day for which the employee is eligible.
• Generally the traveler is eligible for
  reimbursement for three meals per day for all
  days on travel status other than the day of
  departure and return.

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Meal Reimbursement

• Not eligible for reimbursement if meal is part of
  the cost of conference registration.
• Day of Departure/Return Employees should report
  the actual time of departure/return and will only
  be reimbursed for meals while officially on
  travel status. Departure may be from home or UWG
  depending on travel plans.
• Indicate location (city/state) where the meal
  took place.

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Meal ReimbursementDay of Departure/Return
10
Per Diem RatesIn-State (In General)
11
Per Diem Rates In-State High CostRestricted to
the following counties Chatham, Cobb, Dekalb,
Fulton, Glynn and Gwinnett
12
Meal ReimbursementOut-of-State

• Employees traveling outside of Georgia may
  receive meal per diem amounts up to the federal
  per diem rates less the 3 federal incidentals
  allowance.
• Federal per diem rates can be found at
  http//www.gsa.gov/perdiem
• Breakdown by meal for federal per diem rates can
  be found at http//www.gsa.gov/mie

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Meal BreakdownOut-of-State
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Meal ReimbursementOut-of-State

• If neither the city nor the county is listed for
  a particular state, the per diem rate is the
  standard federal per diem rate of 39 for meals
  and incidentals. With the 3 deduction for
  incidentals, the meal per diem would be 36 (7
  Breakfast, 11 Lunch and 18 Dinner)

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Meal ReimbursementForeign Travel

• Per diem rates for foreign travel can be found at
  http//aoprals.state.gov/content.asp?content_id18
  4menu_id78
• Allocation of foreign meal per diem rates can be
  found at http//aoprals.state.gov/content.asp?cont
  ent_id114menu_id81

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Meal Reimbursement Exceptions

• If for some reason the employee is unable to
  participate in the conference meal, the employee
  may request the per diem amount associated with
  the meal purchased in lieu of that provided.
• If this situation occurs, the employee must
  provide a receipt documenting the meal purchased
  and justification for the meal purchased must be
  indicated on the statement.

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Meal ReimbursementNo Overnight Travel

• Employees may receive per diem for meals that are
  an integral part of a scheduled, official
  meeting. The meeting must be with persons
  outside the employees department and meeting
  should continue during the meal. Employees are
  not authorized to receive this per diem if they
  leave the premises of the meeting site.

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Meal ReimbursementNo Overnight Travel

• Employees may be reimbursed for noon meals that
  are part of a required registration fee.
• Employees who travel more than 30 miles from home
  or headquarters on a work assignment and are away
  for more than thirteen hours may receive per diem
  for meals.
• The travel regulations do not authorize employees
  to receive per diem for a lunch meeting in
  which the meal and meeting are one and the same.

19
Lodging Expenses

• Employees who travel more than 50 miles from
  their home office, residence, or headquarters may
  be reimbursed for lodging expenses.
• Employees should ensure that the most reasonable
  lodging rates are obtained.
• State employees are encouraged to explore the
  opportunities at cost-competitive certified
  Green Hotels. A list can be found at
  http//www.p2ad.org/Assets/Documents/ci_grnhotel.h
  tml

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Taxes Associated with Lodging

• Lodging paid directly by employee (personal
  credit card, personal check or cash) are exempt
  from hotel/motel tax.
• State and local government officials and
  employees traveling within the state on official
  business are exempt from paying the county or
  municipal excise tax on lodging (hotel/motel or
  occupancy tax). Employees are required to pay
  any state/local sales and use taxes.

21
Taxes Associated with Lodging

• Employees are required to submit a copy of the
  hotel/motel tax-exemption form when they register
  at a hotel/motel. This does not apply to
  employees staying at an out-of-state hotel/motel.
• If the hotel refuses to exempt the tax, the
  employee should pay the tax. The tax should be
  noted on the travel expense statement and will be
  reimbursed. The travel reimbursement office will
  notify the SAO of the hotel/motels refusal to
  exempt the tax.

22
Lodging Expenses

• Resort and other fees are sometimes charged by
  a hotel. These are not tax exempt fees and will
  be reimbursed.
• The lodging expenses should be itemized on the
  travel expense statement and receipts are
  required for reimbursement.

23
Mileage Reimbursement

• The state requires employees who travel to
  determine the most advantageous form of travel.
  There are many factors that play a role in
  determining the most advantageous form of travel.
  Some helpful information can be found at
  http//www.gsa.gov/pov

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Mileage Reimbursement

• Tier 1 Rate When it is determined that a
  personal motor vehicle is the most advantageous
  form of travel. Reimbursement will be made at
  the Tier 1 rate in effect for the travel date.
• Required documentation includes a comparison of
  the personal vehicle cost verses the cost of a
  fleet vehicle (if available) and a rental
  vehicle.
• The following website is a good tool to calculate
  the estimated cost of a rental vehicle.
  http//ssl.doas.state.ga.us/vehcostcomp

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Mileage Reimbursement

• An employee who travels less than 180 miles
  round-trip will be reimbursed at the Tier 1 rate
  without having to provide additional
  documentation concerning the most cost
  advantageous form of travel.

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Mileage Reimbursement

• Tier 2 Rate If a government/agency owned
  vehicle is available and its use is determined to
  be most advantageous or if it is determined that
  a rental vehicle is the most advantageous method
  of travel, but a personal motor vehicle is used,
  the employee will be reimbursed for business
  miles traveled at the Tier 2 rate.

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Mileage Reimbursement

• Tier 3 Rate If a government/agency owned
  vehicle is assigned directly to an employee but
  that employee utilizes a personal motor vehicle,
  the employee will be reimbursed for business
  miles traveled at Tier 3 rate.

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In-State Motor Vehicle Rental

• Employees should utilize the statewide contract
  with Enterprise. http//ssl.doas.state.ga.us/PRSap
  p/statewide/SWC-07076520(PS208.8)_082609_171739.
  pdf

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Mileage Reimbursement

• Employees requesting reimbursement must record
  the actual odometer readings on the expense
  statement. Personal/commuting miles should be
  entered in the appropriate field to be excluded.
• If round trip miles are entered on one expense
  line, documentation must be submitted as to the
  places visited during the trip.

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Determination of Miles Traveled

• Employees may be reimbursed for the mileage
  incurred from the point of departure to the
  travel destination. If an employee departs from
  his/her residence, mileage is calculated from the
  residence to the destination point, with a
  reduction for normal one-way commuting miles. If
  an employee returns to his/her residence, mileage
  is calculated based on the distance to the
  residence, with a reduction for normal one-way
  commuting miles.

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Example A
Employee drives from home to headquarters to job
site back to headquarters and back home. Total
business miles traveled is 80 miles.
Job site
40 mil
Home
Headquarters
15 miles Normal commute
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Example B
Employee drives from home to headquarters to
remote site then back home from remote site.
Total reimbursable miles is 22 miles. (Total
miles traveled is 37 miles with a deduction of 15
one-way commute miles).
Remote site
19 miles
18 mil
Home
Headquarters
15 miles Normal commute
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Example C
Employee leaves from home to attend a
conference 200 miles from home. Employee returns
directly home after conference. Total business
miles traveled is 370 miles. (400 miles to
conference site and back less 30 round-trip
normal commute miles.)
Conference Site
200 miles
Home
Headquarters
15 miles Normal commute
34
Exceptions

• If travel occurs on a weekend or holiday, mileage
  is calculated from the point of departure with no
  reduction for normal commuting miles.
• If an employee does not regularly travel to an
  office/headquarters, the requirement to deduct
  normal commuting miles does not apply.
• If travel occurs on a day that is not considered
  a normal work day for the employee. The
  requirement to deduct normal commuting miles does
  not apply.
• This exception does not apply to those working
  under the States telework policy. Therefore, if
  an employee works under the States telework
  policy and travels on a day covered by that
  policy, then the employee would be required to
  deduct normal commuting miles.

35
Parking Fees, Tolls Mass Transit

• Expenses for parking fees, tolls or mass transit
  (buses, trams, subway) should be recorded on the
  travel expense statement.
• A receipt is required for these expenses that are
  10 or greater.
• For expenses 10 or greater and no receipt is
  obtained or it is lost, complete the Missing
  Receipt Form
• For expenses less than 10 with no receipt, state
  in comment section that no receipt was available.

36
Taxi Shuttle Fees

• Employees must obtain receipts for reimbursement
  of taxis and shuttles regardless of amount.
• If receipt is not obtained or lost, complete the
  Missing Receipt Form.

37
Air Travel

• Employees should utilize commercial air
  transportation when it is more effective and
  efficient to travel by air than by vehicle.
• Employees who travel by air should obtain the
  lowest available airfare to the specified
  destination.
• Employees who choose to travel by personal
  vehicle when air travel is more cost effective
  should only be reimbursed for the cost of the
  lowest available airfare to the destination.
• Utilize the lowest possible coach fares.

38
Prepaid Airfare

• University has contract with West Georgia Travel
  for employees to obtain airfare and have it
  billed directly to the University.
• Submit completed and approved travel
  authorization to West Georgia Travel.
• West Georgia Travel will book flight and issue
  invoice to University.
• University will make payment on behalf of
  employee.
• Employee must reconcile prepayment of airfare on
  final expense report.

39
Out-of-State Rental of Motor Vehicles

• Employees should use the statewide contract for
  out-of-state motor vehicle rentals.
• This contract can be found at http//ssl.doas.stat
  e.ga.us/PRSapp/statewide/SWC302932020(PS208.8)_
  051309_111901.pdf
• Employees will be reimbursed for gasoline
  purchased in association with the business use of
  a rental vehicle. Receipts must be submitted for
  reimbursement.

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Miscellaneous Travel Expenses

• Telephone/fax expenses incurred for work related
  telephone and fax charges.
• Internet usage charges for work related charges.
• Stationery/supplies/postage expenses may be
  reimbursed if directly associated with a work
  related project.
• Baggage handling services may be reimbursed when
  an expense is actually incurred.

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Miscellaneous Travel Expenses

• Registration Fees for participation in workshops,
  seminars or conferences.
• Visa/Passport Fees may be reimbursed when the
  employer necessitates the use of a passport/visa
  and the employee does not currently possess such
  a document.

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Unallowable Expenses

• Laundry (except when travel exceeds 7 consecutive
  days)
• Tipping for Maid Services
• Valet services for parking when self-parking is
  available. (must provide explanation)
• Theater
• Entertainment
• Alcoholic beverages
• Visa/passport fees (except as noted on previous
  slide)
• Bank charges for ATM withdrawals

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Reimbursement Procedures

• Must submit reimbursement request using the
  Travel and Expense module of PeopleSoft
  Financials V8.9.
• This module can be accessed using the Financials
  Self Service application which can be found at
  https//dfs-fineapps.gafirst.usg.edu/psp/F89PRD/?c
  mdloginlanguageCdENG
• The electronic expense report should be entered
  and will be automatically routed through the
  proper approval process.

44
Reimbursement Procedures

• A paper copy of the expense report should be
  printed after electronic submission. This paper
  copy (signed by the traveler), along with the
  travel authorization and all associated receipts,
  should be submitted to the Office of the
  Controller for audit purposes.
• Supervisor must also sign the travel expense
  report if he/she is not the approving official on
  the expense report.
• Example is when a traveler is having expenses
  paid by another cost center whereby his/her
  supervisor is not the approver on that particular
  funding source.

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Reimbursement Procedures

• Upon receipt of the approved electronic copy and
  the paper copy of the expense report, the Office
  of the Controller will audit report and process
  it for payment.
• Travel expense statements are processed in the
  order in which they are received.

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Reimbursement Procedures

• Generally, all reimbursements will be direct
  deposited (via EFT) into the bank account setup
  through Human Resources.
• Except during month-end close out, EFTs are
  processed three times weekly (Monday, Wednesday
  and Friday).

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Reimbursement Procedures

• Expense reports are to be compiled and submitted
  for approval within sixty (60) days after the
  trip is completed.
• Travelers will only be reimbursed for their own
  expenses and not for expenses incurred on behalf
  of another (exception is for group travel).
• Reimbursements for standing travel authorizations
  (including mileage) are to be submitted at
  regular intervals (no less than once prior to
  fall/spring break and at the end of the
  fall/spring semesters.)

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Required Receipts

• Receipts are required for the following expenses
• - Meals purchased in lieu of those provided at
  the conference/training
• - Lodging
• - Airfare
• - Rental of motor vehicles
• - Gasoline purchased for rental vehicles
• - Taxis and shuttles
• - Parking, tolls and mass transit (if 10 or
  greater)
• - Registration Fees
• - Supplies

49
Team/Group Travel

• Team/Group travel consist of individuals who are
  traveling as part of an officially recognized
  athletic team or student group.
• For the purpose of Team/Group policies, these
  members are considered non-employees.
• An individual employee may expend funds or
  request cash advance funds on behalf of a team or
  group.

50
Team/Group Travel

• All travel and cash advance policies apply to
  team/group travel.
• Additionally, it is required that names of the
  team/group members be identified on both the
  travel authorization and the travel expense
  report.

51
Cash Advances

• Cash Advances may be requested to minimize the
  financial burden on employees when traveling on
  behalf of the State.
• Minimum amount of cash advance is 200
• For specific University guidelines and
  procedures, please visit http//www.westga.edu/ass
  etsDept/controller/bfcnas-01_Cash_Advances_revisio
  n12.pdf

52
Cash Advances

• May receive funds for anticipated meals, lodging
  and transportation costs.
• Submit request using the Travel Advance
  Authorization Form. Include travel
  authorization, roster (list of team/group) and
  itinerary. Must be received at least 5 business
  days prior to the first day of travel.
• An itinerary is a detailed record of your
  anticipated travel.

53
Cash Advances

• Travel Advance Authorization will be reviewed and
  approved by the Office of the Controller.
• Actual cash advance will be entered into
  PeopleSoft Expenses by Controllers office and
  routed for electronic approval.

54
Cash Advance

• Cash Advance will be issued via EFT or check
  depending upon payment method established within
  the HR system.
• Efforts will be made to not issue cash advance
  payments earlier than 5 business days prior to
  date of departure.

55
Cash Advance Reconciliation

• Employee must reconcile (submit receipts) or
  return unused travel advance funds within 10 days
  from the final date of travel.
• Payroll deduction is an alternative should the
  advance not be reconciled in a timely manner.
• Reconciliation of cash advance will be initiated
  by applying the cash advance to the expense
  report submitted by the traveler. Employee must
  provide all necessary receipts to substantiate
  stated expenses.

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Important Reminders

• Submit a properly approved travel authorization.
• Submit the correct version of the printed copy.
  Please print the landscape view not the portrait
  view.
• Submit the expense report with all necessary
  receipts.
• Be sure funds are available in your budget before
  submitting the expense report.

57
Important Reminders

• Be sure to submit the electronic expense report
  for approval after data entry.
• Submit the proper cost justification for Tier 1
  mileage.
• Provide the proper departure/return time and
  location of meals.

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Important Reminders

• Any exceptions to these policies require written
  explanation by the traveler to the appropriate
  Dean or VP for approval prior to submission to
  the Controllers Office.
• Do not list registration that UWG has paid on
  travelers behalf as prepaid on the expense
  statement.

59
Important Reminders

• Submit expense reports within 60 days of the last
  travel date.
• Submit receipts that indicate payment was made.
• Have the hotel/motel/occupancy tax excluded or
  provide explanation.
• Submit the team/group roster and detailed
  itinerary with all cash advance requests.

60
Additional Information

• Visit the Travel website at www.westga.edu/travel/
  for information or to find necessary forms.
• Website also includes information about
  institutional specific guidelines.

61
Staff

• Questions regarding policy
• Anita Saunders asaunder_at_westga.edu
• ext. 96394
• Randy Miller rcmiller_at_westga.edu
• ext. 95329
• Questions regarding PeopleSoft data entry
• Tricia Durrough pdurroug_at_westga.edu
• ext. 96392