Clayton State University Travel Policy
and Procedures
Budget & Finance Office
CLAYTON STATE UNIVERSITY | REVISED June 2020
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TABLE OF CONTENTS
INTRODUCTION .......................................................................................................... 5
1.0 TRAVEL ............................................................................................................... 5
1.1 GENERAL POLICIES AND RESTRICTIONS .................................................... 6
1.2 TRAVEL REGULATIONS.................................................................................... 7
1.3 TRAVEL AUTHORIZATION ................................................................................ 7
Prior Approvals
Approval Requirements
Business Purpose Justification and Explanation Statements
Standing Authorization to Travel Within the State of Georgia
1.4 SUBSISTENCE (MEALS & LODGING) ............................................................ 9
Purchase of Food Using Institutional Funds
Reimbursement Claims
Limits on Meal Allowances
Meals Associated with Overnight Travel
Meals Associated with Non Overnight Travel
Day of Departure and Return
Meals Included in Registration Fees
Per Diem Allowance for Meals Associated with Overnight Travel outside of
Georgia
Meals Not Associated with Overnight Travel
Documentation Relating to Meals
Meal Expenses Incurred While Taking Leave
Employee Group Meals
Employee Group Meals Involving Multiple Institutions
Non-Employee Group Meals
Special Meals
Regulations Governing Lodging Costs
Authorization for Lodging within the 50-mile Radius
Georgia’s “Green Hotels” Program
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Georgia Excise Tax
Shared Lodging
Lodging Expenses Incurred While Taking Leave
Other Charges on Lodging Receipts
Required Documentation
Receipt Requirements
1.5 TRANSPORTATION ............................................................................................ 24
Vehicle Transportation
Use of Rental Vehicles
Reimbursement for Use of Personally Owned Vehicle
Limitations and Requirements for the Use of Personal Vehicles
Determination of Business Miles Travelled
Prohibited Mileage Reimbursement
Recording Mileage Driven
Parking/Tolls
Rental Vehicles
Ride Share
Travelers with Physical and/or Medical Conditions
Commercial Air Transportation
Baggage Charges
Upgrades to Non-Coach Travel
Airline Cancellations
Fees for Changes in Flights
Airline Departure and Return
Airline Reservations
Fly America Act
Private Aircraft Transportation
Travel by Railroad
Mass Transportation
Required Documentation of Expenses
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1.6 MISCELLANEOUS EXPENSES ......................................................................... 36
Registration Fees
Baggage Handling Services
Telephone/Telegraph/Fax Expenses
Stationary/Supplies/Postage Expenses
Visa/Passport Fees
Internet Usage Charges
Non-Reimbursable Expenses
Restrictions Upon Combining Personal Travel with State Business Travel
1.7 REIMBURSEMENT PROCEDURES .................................................................. 39
Responsibility for Processing
Prior Approval Amount Limits
Submission by Employee and Time Constraints
Processing Time by the Travel & Expense Analyst
Distribution of Funds
1.8 TRAVEL PROCEDURES FOR EMPLOYEES...................................................... 40
Request for Travel Authorization
Travel Cash Advance
Internal Revenue Service Requirements
Travel Advances- Purpose and Intent
Travel Advance Request
Timing and Amount of Cash Advances
Accountability and Responsibility for Funds Advanced
Travel Advance and Expense Reconciliation
Recovery of Cash Advances for Continuous Travel
1.9 TRAVEL EXPENSE REPORT .......................................................................... 45
1.10 REGISTRATION FEES AND ASSOCIATED MEMBERSHIP FEES ................ 46
Registration Fees Prepaid by the University
Registration Fees Paid by the Employee
Registration Fees Paid Using the Departmental
Purchase Card
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1.11 PROVISIONS FOR AUTHORIZED NON-EMPLOYEES ................................... 47
Student Team and/or Group Travel
1.12 STUDENT EMPLOYEE TRAVEL .................................................................... 49
1.13 INTERNATIONAL TRAVEL .............................................................................. 49
Air Travel
International Meals & Incidentals Reimbursement
Other International Travel Expenses
Foreign Currency Conversion
1.14 FREQUENTLY ASKED QUESTIONS ............................................................... 51
REPAYMENT AGREEMENT ........................................................................... 66
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CLAYTON STATE UNIVERSITY
TRAVEL POLICY & PROCEDURES
Introduction
The purpose of this Policy is to provide guidelines to state agencies for
payment of travel expenses in an efficient, cost effective manner, and to enable
state travelers to successfully execute their travel requirements at the lowest
reasonable costs, resulting in the best value for the State. Teleconferencing
instead of travel should be considered when possible. Each agency is charged
with the responsibility for determining the necessity, available resources and
justification for the need and the method of travel.
1.0 Travel
The Statewide Travel Policy applies to all State Agencies, including Units of the
University System of Georgia (USG), therefore, USG institutions shall be guided
by general travel regulations set forth in this section when employees are
required to travel away from headquarters in the performance of their official
duties. Therefore, all USG employees, especially those responsible for
authorizing, approving and paying travel costs, should establish a good working
knowledge of the travel regulations in the Statewide Travel Policy. The Sections
below will provide additional narrative and guidance on various areas of the
Statewide Travel Policy in order to provide more clarity, especially if USG applies
a more stringent interpretation of travel requirements. The State Accounting
Office (SAO) provides as follows:
“Agencies are not authorized to set more lenient policies than the Statewide
Travel Policy; however, agencies may establish policies that further restrict an
employee’s travel if the agency determines that stricter policies are necessary,
except that a mileage rate that is different than the rates established by
SAO/OPB in accordance with O.C.G.A. § 50-19-7 may not be adopted”.
Note: Guidelines for requesting exceptions to the Statewide Travel Policy are
found in Section 8 of the Policy. SAO and OPB are responsible for issuing any
exceptions. Any requests for exceptions for the USG must be handled through
Fiscal Affairs.
Note: The Policy is based on travel industry best practices and with total cost
management in mind. As such, it is important for employees to understand the
intent of the Policy and work with their management on managing work related
travel, accordingly. “Institutions of the University System of Georgia shall be
guided by general travel regulations developed by the State Accounting Office in
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cooperation with the Office of Planning and Budget, and as set forth in the
Board of Regents Business Procedures Manual.
The travel policies and regulations of Clayton State University conform to the
regulations and procedures referenced above, and also incorporate more
specific procedures and limitations which apply to the employees of the
university. The responsibility for appropriate audit, approval, and reimbursement
of travel expense statements is vested in the appropriate institutional officials.
Clayton State University officials may impose additional requirements for travel
expense reimbursement and reporting at their own discretion.
The processing and review of all travel approvals and reimbursements are
managed by the Clayton State University Budget & Finance Department. The
University utilizes PeopleSoft Financials for processing Travel Expense
Reports; however, obtaining prior approval to travel remains a manual process.
1.1 General Policies and Restrictions
Clayton State University reimburses travelers for reasonable and necessary
expenses incurred in connection with approved travel on behalf of the State.
A necessary expense is one for which there exists a clear business purpose and
is within the State’s expense policy limitations. A clear business purpose
contains all information necessary to substantiate the expenditure including a list
of attendees, if appropriate, and their purpose for attending, business topics
discussed, or how the expenditure benefited the university.
Establishing policies and procedures for travel expenses enables the
university to effectively comply with federal and state regulations.
These policies and procedures apply to reimbursements from all State
fund sources.
These policies are intended to be guidelines for the reimbursement of all
university approved travel expenses. There are several key points to remember
when incurring expenses on behalf of the University:
• Under no circumstances should an individual approve his/her own
expense report. In most cases he/she should not approve the
expense reports of a person to whom he/she functionally or
administratively reports. The State Accounting Office does grant a
specific exemption for presidents of institutions. The exception is
quoted below:
Exception – Presidents of institutions under the umbrella of the
University System of Georgia or the Technical College System of
Georgia are excluded from the requirement that their expense report
must be approved by their immediate supervisor or higher
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administrative authority. However, processes should still be in place for
their expense reports to be reviewed for appropriateness and
reasonableness.
• A large number of exceptions or policy violations will increase the
likelihood of expense report audits.
• The State/University will not pay for personal expenses.
1.2 Travel Regulations
In requiring employees to travel in the performance of their duties for which
there exists a clear business purpose, Clayton State University will
reimburse those employees for reasonable and necessary expenses that are
incurred (and are within the university’s and the state’s expense policy
limitations) while traveling away from their official headquarters and places of
residence. In cooperation with regulations promulgated by the State
Accounting Officer, in cooperation with the Office of Planning and Budget,
and the Board of Regents, Clayton State University has adopted the
following regulations regarding travel of employees on official business of the
University. It is believed that these travel regulations will protect the best
interest of the employee and Clayton State University. Teleconferencing
instead of travel should be considered when possible. The State Accounting
Officer is responsible for establishing Statewide Travel Regulations for all
agencies, boards, and commissions of the State. Complete information
about the Statewide Travel Regulations is available from the State
Accounting Office web site at http://sao.georgia.gov/state-travel-policy.
The Board of Regents has further defined the travel regulations for all units
of
the University System of Georgia. These regulations are detailed in the USG
Business Procedures Manual, Section 4. The USG Business Procedures
Manual is available at:
http://www.usg.edu/business_procedures_manual/section4/
1.3 Travel Authorization
Prior Approvals
Employees required to travel in the performance of their official duties and
entitled to reimbursement for expenses incurred shall have prior authorization
from (1) their immediate supervisor/budget manager and (2) other approvals as
required by their department. A travel authorization is required for those
individuals who are required to make occasional trips. The travel authorization
shall be in such form as to indicate the itinerary, the estimated cost of travel,
the mode of transportation, the general purpose of travel, and the name/phone
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number of a contact person in the requestor’s department to be used when the
employee is on travel status. International travel must be approved by a
higher-level authority.
Employees should fill out the paper Travel Authorization form and acquire
approval from the department head or designated official PRIOR to the travel.
The Travel Authorization must be included with all expenses related to the travel
request. Please do not submit travel authorizations through the Expenses
Module at this time. The Travel Authorization form may be accessed at:
http://www.clayton.edu/accounting-services/expenses/travel/forms and selecting
Travel Authorization Form. The form is an excel spreadsheet and allows on-line
completion and printing of the completed form.
Approval Requirements
A traveler’s immediate supervisor/budget manager must approve a travel
expense report before reimbursement will be issued. Institutions may require
multiple approvers for certain expense reports; in these instances, all approvers
in the submission process are held accountable. The approver should be in a
higher level position of authority that is able to determine the appropriateness
and reasonableness of expenses.
Exception – Presidents of institutions of the USG are excluded from
the requirement that their expense reports must be approved by their
immediate supervisor or higher administrative authority. However,
processes should still be in place for their expense reports to be
reviewed for appropriateness and reasonableness.
The specific provisions of the accounting review process related to
travel expenses will be left to the discretion of each institution. However,
the institution’s accounting review process must meet the following
minimum requirements:
Department heads and Deans should designate a person(s) to examine
and approve claims for reimbursement under these travel regulations
Claims should be reviewed to ensure they are reasonable, accurate,
and cover expenses actually incurred by the employee during the
authorized travel dates and times
Claims exceeding established limits should receive special scrutiny to
ensure the explanations are sufficient to justify the higher amount.
Employees should not assume all expenses exceeding allowable limits
will be automatically approved for reimbursement.
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By approving travel expenses, the approver is attesting that each transaction
and supporting documentation has been thoroughly reviewed and has verified
that all transactions are allowable expenses. Each transaction must be
consistent with departmental budget and project/grant guidelines.
Business Purpose Justification and Explanation Statements
In cases where a submitted expense does not conform to university policy, or if a
receipt is lost or missing, an explanation is required when submitting the expense
with the Expense module in PeopleSoft. The expense report in PeopleSoft has
an available comment field for explanations or documentation of business
purpose justifications. Comments must be provided in this field explaining why
this exception to policy was necessary, or to describe the missing
documentation. The individual’s immediate supervisor or higher administrative
authority must approve these statements.
1.4 Subsistence (meals and lodging)
Purchase of Food Using Institutional Funds
The purpose of this section is to clarify those instances when food may be
purchased for consumption by students, potential students, volunteers and
employees using institutional funds. This policy addresses instances when food
may be purchased or food expenses may be reimbursed that are not otherwise
addressed in the Business Procedures Manual, Section 4.0 and 19.7.
Food includes meals, beverages, snacks, etc., but specifically excludes alcohol
as an allowable food expense. The purchase of food for resale in connection
with the auxiliary operations of an institution is allowable and is not addressed in
this policy. Snacks are reimbursable items but limited to a daily amount of
$5.00/person.
An individual may be subject to different rules depending on the capacity in which
they are participating in an event. For example, volunteers might include
employees or students if the individual is operating in a capacity separate from
their employee or student role. An employee or volunteer attending a student
event in the capacity of a student would be considered a student. A student
worker participating in an event while being paid would be considered an
employee.
Employees include temporary, part-time, and full-time staff, faculty,
administrators, resident assistants (RAs), student assistants, and other
student workers.
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Other instances, when food may be purchased for employees or employees
may be reimbursed for food purchased. These instances are addressed using
the following general categories:
• Safety. Water or other hydration products may be purchased insofar as
these products are required by OSHA or are necessary to prevent
serious harm to an employee.
• Academic Programs, Student Events, and Educational or Business
Meetings Involving Predominantly Non-Employees. When conducting
a program, event or meeting involving predominantly non-employees (of
any institution of the Board of Regents) where attendance by the
employee is essential and in furtherance of an official institutional
program, and the meal is an integral part of the meeting, an employee can
partake in the meal and be reimbursed for his or her actual meal cost up
to the per diem limits established in BPM Section 4.4. An employee may
not be paid a reimbursement unless the employee actually incurs a cost.
Clarification of specific instances of allowable reimbursement include:
• Athletic recruiting. An employee may be reimbursed for food purchased
at a meeting whose primary purpose is the recruitment of an individual to
attend the institution. The employee’s participation in this meeting should
be required as part of his or her job duties, and the institution should
strictly control the numbers of individuals who may receive reimbursement
for food purchased at a given recruitment meeting.
• A prior/existing contractual or grant arrangement, which must be quid pro
quo, not gratuitous. For example, an external organization may award
funds to the institution with the specific proviso that these funds may be
used for employee food expenses as it relates to grant activities or
meetings. In this instance, food could be purchased within the contract or
grant guidelines.
However, federal grant funds should NOT be used to purchase food for
employees unless the federal grantor agency, in writing, authorizes this
expenditure and certifies that this waiver is not a violation of applicable
federal regulations.
The business purpose should be clearly indicated on any invoices submitted for
payment. Additionally, the per diem limits of BPM Section 4.4 apply to food
purchased for consumption by employees participating in a program, event, or
meeting or otherwise reimbursed to the employee by the institution.
Per Diem limits apply only to food purchased with institutional funds. Food
purchased by outside organizations does not fall under the scope of this
policy. However, employees must comply with the provisions of Section 8.2.13
of the BOR Policy Manual as it pertains to receiving gifts.
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Institutional funds may be used to purchase food for students at sanctioned
student events. Sanctioned student events include events and travel sponsored
by recognized student groups, athletic team events, and other campus events
open to the general student body and designed to further the development and
education of students. Additionally, food may be purchased for a class in those
instances where food is an integral part of the instructional methodology. For
example, food could be purchased for students in a food appreciation or
cooking class offered by a Continuing Education unit. While not necessarily in a
travel status, the per diem limits in BPM Section 4.4 should apply to food
purchased for consumption by students participating in sanctioned student
events.
Potential students and their guardians may be provided food at an event
designed to encourage the student to attend the institution. Food for athletic
recruits may be purchased subject to the rules and regulations of the
athletic conference of which the institution is a member.
Institutional funds may be used to purchase food for volunteers in those
instances where a quid pro quo relationship exists. For example, an academic
unit might form a volunteer advisory board for the purpose of obtaining advice,
support, and expertise from members of the community as it relates to an
academic program. It would be allowable to provide food to those volunteers as
part of the advisory board meeting. However, food purchased solely in
connection with volunteer appreciation or volunteer recognition events would
not be allowable under this policy. While not necessarily in a travel status, the
per diem limits in BPM Section 4.4 should apply to food purchased for
volunteers.
Reimbursement Claims
Reimbursement claims for subsistence (meals and lodging) are to be reported
using the on-line expense report (available in the PeopleSoft Employee Self
Service module) by date, location, and amount for each meal and lodging
claimed. Meals are reimbursed on a per diem basis, not on actual meal expense
unless the actual expense is less than the per diem rate. Out-of-state travel
expenses for meals and lodging will be reimbursed up to the maximum as
allowed by the Federal Per Diem Rates. An employee taking annual leave while
away from headquarters on official business is not entitled to subsistence for the
period of the leave.
Limits on Meal Allowances
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Employees traveling within the State of Georgia or Out of State (United States
and Canada) are paid a per diem amount designed to cover the cost of meals
(including taxes and tips), based on the number of meals per day for which the
traveler is eligible. Gratuity outside of the per diem amounts will be
reimbursed up to 18%. The official State of Georgia meal allowance schedule,
published at:
http://sao.georgia.gov/sites/sao.georgia.gov/files/related_files/site_page/SOG%2
0Meal%20Allowances%202014.pdf, sets the maximum allowable reimbursement
for meals for travel within the State of Georgia. The federal per diem rates will be
used to determine all out of state per diem.
Calculations in examples used for explanation later in this section are based
upon the maximum meal allowances set at the time of publication of this
manual. When these official meal allowances change, this manual may not have
the examples changed immediately. If that case occurs, the official meal
allowances on the web site referenced immediately above will be used in place
of the limits in the examples.
The Meal Allowances provide different limits for standard in-state per diem rates
and for hi-cost area rates. At the time of publication of this manual, the high cost
areas were limited to the following counties: Chatham, Cobb, DeKalb, Fulton,
Glynn, and Richmond counties. If these counties are changed on the official web
site referenced above, then the new list of counties will control what is
considered a high cost area, regardless of examples published in this section.
Meals Associated with Overnight Travel
Employees traveling overnight may be paid a per diem amount designed to
cover the cost of three (3) meals per day. Employees traveling overnight
within the State of Georgia are allowed 100% reimbursement on the first and
last day of travel, less any meal(s) provided. Employees traveling overnight
outside the state of Georgia are eligible for 75 percent (75%) of the total per
diem rate on the first and last day of travel. For example on the first day of
travel an employee has meals that consist of breakfast/lunch/dinner then the
per diem allowance will be ($50.00 x 75%) = $37.50.
For trips involving multiple travel destinations, base the reduction on the
per diem rate in effect where the night was spent as follows:
• Departure Day: Where you spend the first night
• Return Day: Where you spend the night before returning to home
base.
Employees on official business attending luncheon or dinner meetings are
entitled to receive reimbursement for actual costs incurred, provided that:
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• The purpose of the meeting is to discuss business and the nature
of the business is stated on the travel expense report
• The luncheon or dinner meeting is planned in advance and
includes persons not employed by the university
• The meal is an integral part of the meeting
• The meal is served at the same establishment that hosts the
meeting
Employees who are reimbursed for any of these circumstances are still
expected to remain within the authorized meal limits.
Meals Associated With Non Overnight Travel
Although Statewide Travel Policy 4.5 allows for meal per diem during non-
overnight travel when employees travel more than 50 miles from their
residence and primary workstation on a work assignment AND are away for
more than (12) hours, the USG does not provide meal per diem during non-
overnight travel due to the IRS taxable compensation implications.
Day of Departure and Return
Travelers outside the State of Georgia are eligible for 75 percent of the total
per diem rate on the first and last day of travel. For example, if the per diem
rate allows a $50 total reimbursement, $37.50 [($50 x .75= $37.50] would
be allowable on a travel departure or return day.
For trips involving multiple travel destinations, base the reduction on the
per diem in effect for 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.
When meals are provided at no cost in conjunction with travel events on a
travel departure or return day, the full meals per diem reimbursement rate is
reduced by the full amount of the appropriate meals after the 75% proration.
For example, if the per diem allows a $50.00 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 $23.50 [($50 x .75) - $14
lunch = $23.50)].
Meals Included in Registration Fees
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If any meal is included as a part of the cost of a conference registration,
etc., such meal should not be considered eligible in the calculation of per
diem and an employee may not receive per diem for the normally eligible
number of meals. For example, if conference registration includes breakfast
and lunch, the employee will only receive per diem for the dinner meal.
Because most conferences, etc., accommodate a variety of dietary
needs/restrictions, employees are expected to participate in such meals.
In rate circumstances, an employee may be unable to participate in a
conference meal. In such a case, the employee may request the per diem
amount associated with the meal purchased. If requesting such
reimbursement, a receipt documenting the meal purchase must be
attached to the travel expense statement, and a justification for the meal
purchase must be indicated on the statement.
Per Diem Allowance for Meals Associated with Overnight
Travel outside Georgia
Employees are considered traveling outside Georgia when their official
responsibilities must be performed at an out-of-state location.
Note: Employees who are working in Georgia but lodging in another state
are not traveling outside Georgia. Travel to points just beyond the state
border necessary for the accomplishment of in-state business shall not be
construed as out-of-state travel for the purpose of these regulations.
The federal per diem rates and meal amounts applicable to travel outside of
Georgia can be found at the following web sites:
Federal per diem rates for locations within the continental
United States: http://www.gsa.gov/perdiem
Breakdown by meal for federal per diem
amounts: http://www.gsa.gov/mie
Federal per diem rates for foreign travel:
http://aoprals.state.gov/web920/per_diem.asp
Breakdown by meal for foreign per diem amounts:
http://aoprals.state.gov/content.asp?content_id=114&menu_id=8 1
Federal per diem rates for Alaska, Hawaii, and US territories and
possessions: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm
Note: Statewide Travel Regulations do not authorize employees to receive a per
diem-based reimbursement for meals purchased during a “lunch meeting” in
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which the meal and the meeting are one and the same. The registration fee
serves as the basis for reimbursement, not the per diem allowance.
Documentation Relating to Meals
Receipts for meals are not required, except when requesting reimbursement in
lieu of a meal provided within a conference registration fee due to dietary
needs/restrictions. Times of departure (for the day of departure) and return (for
the day of return) should be noted on the employee expense report to
substantiate meals eligible for payment of per diem. All meals included as a
part of conference registration fees, etc., should be noted on the expense
report. Meal expenses incurred that exceed the authorized per diem amounts
due to travel in high cost areas or out-of-state should be itemized separately
and explained on the expense report and are eligible for reimbursement as
determined by the Budget & Finance Department/Chief Business Officer.
Meal Expenses Incurred While Taking Leave
Employees who take annual leave while on travel status may not be
reimbursed for meal expenses incurred during the period of leave.
Employee Group Meals
Under certain infrequent circumstances, employees may be required to remain at
the work site during mealtime. Such circumstances include emergency
situations, but may also include intra-departmental meetings or training sessions
where the meeting or training session extends beyond the meal times and the
employees are not permitted to leave the premises of the meeting site. Group
meals can only be provided in instances where the meeting is a minimum of four
(4) hours.
Under these and similar circumstances, organizations may purchase meals for
the affected employees. Purchase of such meals should be approved by a
higher level approving authority prior to the date of the event (for non-
emergency situations). Such expenditures are limited to the purchase of meals
and necessary beverages only (this does not include snacks). Meal limits
outlined in the Statewide Travel and Expense Policy must be adhered to. Meal
expenses associated with meetings/training sessions must be documented with
purpose of the meeting/event, receipts and a copy of the formal written agenda
including session times. In all instances, the employee for whom meals were
purchased must include a list of attendees with the request for reimbursement.
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USG institutions shall use the following standards when deciding whether a meal
may be purchased under this policy:
1. Group meals should be held only to facilitate the effective and
efficient operations of the departments involved. For example, it may
be that scheduling an intra-departmental meeting or training session
is the most effective and efficient use of employees’ time given
teaching schedules, other meeting commitments, etc. In this instance,
requiring employees to participate in a meeting over lunch may be the
best means available to get the required participants in the same
place for the period of time required.
2. Group meals should only be provided in those instances where the
meeting lasts for a minimum of four (4) hours. A meeting less than
four hours could generally be scheduled prior to or after a normal meal
without significantly impacting employees on different work schedules.
2. Group meals held at the start and/or finish of a meeting are not eligible
for payment under this policy. Purchase of a group meal is authorized
solely as a convenience to the employer and in those instances where
employees may not leave for a normal meal due to the time constraints
associated with the meeting or training session. Those events not
starting until the normal meal time should be delayed until after the
normal meal time, or employees may bring employee-purchased
food (“brown-bag”) to the meeting.
4. Purchase of group meals should be approved by the head of the
organization, or his/her designee, prior to the date of the event (for
non-emergency situations).The prior approval request should include:
The purpose of the meeting or event;
A formal written agenda including session times;
A list of attendees with their associated
departments/entities; and,
The expected cost of the meal per person.
All of the documents that were a part of the prior approval
package should be submitted with the payment request
along with the signed prior approval. All documents should
be retained with the voucher package for audit purposes.
5. Per Diem Allowance for Meals, must be followed. Meal limits apply
to the actual food and drink purchased for the meal. Set-up and
delivery costs associated with the group meal shall not be included in
the meal limit calculation. Set-up and delivery costs should be
expensed to other operating expenses (727100).
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6. Group meals for a “lunch meeting,” in which the meal and the meeting
are one and the same, are prohibited for payment under this policy.
These meals should be charged to the 727700 expenditure account,
“Other Operating Expenses – Special Group Meals.” The “Special Group
Meals” expenditure account should only be used for such meal purchases.
Once again, documentation of the purchase must be retained as outlined
above. This account will be subject to special audit scrutiny, to ensure that
such expenditures are infrequent, rather than routine.
Employee Group Meals Involving Multiple Institutions
Efficient and effective administration of USG institutions may require instances
when various groups of university officials, such as presidents, executive officers,
or employees representing functional areas such as student activities, academic
affairs, business affairs, etc., may be required to meet. The purpose of these
meetings must support the official business purpose of the institutions
represented.
These events are often sponsored by a USG institution or by the University
System Office and are supported through the use of registration fees charged
to participants. These registration fees may be reimbursed by the participant’s
home institution and may be used for expenses such as speaker fees, room
rentals, equipment charges, food for meals and breaks, and items directly
related to the purpose of the meeting. Funds collected by the sponsoring
institution are normally collected in and expended from an agency account
created for that purpose as specified in BPM Section 14.5.1.
It is recognized that these events may often be held at a conference center or
similar facility in order to facilitate these events. Additionally, conference events
are usually scheduled to require participation on-site for the duration of the
conference in order to maximize use of available time. Releasing participants
to purchase off-site meals is time-consuming and does not allow for best use of
limited time resources. As a result, USG institutions and the USO will often
contract with catering services to provide food for on-site meals and snack
breaks.
This policy is being provided to both recognize the legitimacy of these purchases
and to enumerate the requirements governing these purchases. USG institutions
shall use the following standards when deciding whether purchases are valid as
made under this policy:
1. Group meals held at the end of a conference event are not
eligible for payment under this policy. Purchase of a group meal is
authorized solely as a convenience to the employer and in those
instances where employees may not leave for a normal meal due to
the time constraints associated with the meeting or training session.
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2. Purchases for conference events should include
appropriate documentation to include:
The purpose of the meeting or event;
A formal written agenda including session times;
A list of attendees with their associated institutions; and,
the expected cost of the meal per person.
3. Reasonable purchases may be made for refreshment breaks.
4. Every effort should be made to negotiate reasonable meal
costs. However, it is recognized that catered event charges will often
exceed the per diem limits outlined in BPM Section 4.4. Catered meal
events shall be held only to facilitate conference events and not for
social or entertainment purposes. Under no circumstances will any
institutional funds as defined in Section 19.8 be used to purchase
alcohol.
Employees provided a meal pursuant to this policy shall not be permitted to claim
per diem on their travel expense statement as specified in BPM
Non-Employee Group Meals
Meals may be provided to individuals who are not employed by the State
under the following circumstances (all criteria must be met):
Such individuals are serving in an advisory capacity or providing
pro bono service to a State organization
A meal is required because the timing of the meeting/service is such to
allow for adequate travel time to the meeting site in the morning, and
return to residence in the afternoon, so as to avoid unnecessary travel
expenses (overnight stay) on the part of the participants
The meal is approved by a higher level approving authority prior to the
date of the event. Such expenditures are limited to the purchase of meals
and necessary beverages only (does not include snacks). Meal limits
outlined in the State of Georgia Statewide Travel Policy must be adhered
to
These meals should be charged to the expenditure account, “Group Meals”. A
copy of the meeting agenda or description of the service activity (with appropriate
approval) should be included as backup documentation and attached as a
receipt with the request for payment. Additionally, a general description and the
total number of people that will be attending the activity (e.g., advisory board
members, local government leaders, etc.) should be attached.
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This account will be subject to special audit scrutiny to ensure that such
expenditures are infrequent, rather than routine. This Policy does not allow the
purchase of meals for a “lunch meeting” in which the meal and the meeting
are one in the same.
Special Meals
Reimbursement designed for those occasions when, as a matter of extraordinary
courtesy or necessity, it is appropriate and in the best interest of the State to use
public funds for provision of a meal to a person who is not otherwise eligible for
such reimbursement and where reimbursement is not available from another
source. Requests should be within reason and may include tax and tips.
Itemized receipts are required.
Examples include:
Visiting dignitaries or executive-level persons from other
governmental units, and persons providing identified gratuity
services to the State. This explicitly does not include normal
visits, meetings, reviews, etc., by federal or local
representatives.
Extraordinary situations are when State employees are required by their
supervisor to work more than a twelve-hour workday or six-hours on a
non-scheduled weekend (when such are not normal working hours to
meet crucial deadlines or to handle emergencies).
All special meals must have prior approval from the Vice President of
Business & Operations unless specific authority for approval has been
delegated to a department head for a period not to exceed one fiscal
year.
Regulations Governing Lodging Costs
Employees who travel more than 50 miles (and outside the county) from their
home office, residence, or headquarters may be reimbursed for lodging
expenses associated with approved overnight travel.
Employees will be reimbursed for the actual lodging expenses, provided the
expenses are reasonable. Employees who stay at a hotel/motel that is holding a
scheduled meeting or seminar may incur lodging expenses that exceed the rates
generally considered reasonable. The higher cost may be justified to avoid
excessive transportation costs between a lower cost hotel/motel and the location
of the meeting. When the conference does not have an official hotel, the traveler
is required to lodge at a hotel/motel within reasonable proximity to the
conference.
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It is expected that reservations will be made in advance whenever practical, that
minimum rate accommodations will be utilized, that "deluxe" hotels and motels
will be avoided, and that corporate/government rates will be obtained whenever
possible. Many hotels and motels grant commercial rates upon request to state
employees who show identification. These rates may be exceeded, but must be
justified. For example, if an employee stays at a higher cost hotel where a
meeting is held in order to avoid excessive transportation costs between a lower
cost hotel and the location of the meeting, or for the safety of the individual,
then these costs are justified. Rooms available at Airbnb & such are not eligible
for reimbursement.
Authorization for Lodging within the 50-mile Radius
On occasions, the university is required to sponsor conferences, trade shows,
and other functions which require personnel to work at the event. Also on
occasion, the university may sponsor employee retreats that require groups of
employees to be present at an off-site location. In many cases, the employees
involved in these activities reside or work less than 50 miles from the
scheduled meeting site. In addition to mileage, affected employees may be
reimbursed for meals and lodging in accordance with the provisions of the
Travel Regulations.
It should be noted that this provision only applies to conferences and other
institution or USG sponsored events. This provision does not authorize persons
to claim travel reimbursement for activities which are part of their normal
responsibilities. In addition, this provision would not apply for persons who are
required to attend evening meetings as part of their normal responsibilities.
Georgia’s “Green Hotels” Program
The Georgia Department of Natural Resources has developed a program to
identify and certify lodging properties that are taking significant steps to reduce
their demands on Georgia’s natural resources and to act as good corporate
citizens. These certified “Green Hotels” meet a stringent standard for
environmental stewardship and operational efficiency. By using less toxic
cleaning and maintenance chemicals, these hotels provide healthier conditions
for guests and employees.
When traveling on state business and hosting meetings, state employees are
encouraged to explore opportunities to support these properties where cost
competitive. The current list of certified properties is available at the following
web site:
http://www.greenseal.org/FindGreenSealProductsandServices/HotelsandLodging
Properties.aspx.
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Georgia Excise Tax
Section 48-13-51 of the Official Code of Georgia Annotated exempts Georgia
state or local government officials or employees traveling on official business
within the State of Georgia from paying the county or municipal excise tax on
lodging. However, sales tax should continue to be charged since the payment of
the hotel or motel bill by employees is not considered to be payment directly by
warrant on state appropriated funds. This tax exemption should be explained at
the time reservations are made. Some difficulty may be encountered in
communicating with the hotel or motel that state employees are exempt from the
excise tax. The Georgia Hotel/Motel Tax Exemption form should be presented to
the hotel or motel to provide documentation that the identified employee is on
official state business and qualifies for exemption. The form can be printed from
the Clayton State University-Accounting Services web site. A link to the form is
provided at: http://www.clayton.edu/accounting-services/expenses/travel/forms.
It should be noted that the provisions of this exemption only apply to lodging
expense incurred while traveling on official business and that any personal
lodging expense (even if incurred at the same hotel or motel, before or after the
official business related travel) would not qualify for the exemption.
Additionally, as an employee traveling on official State business, lodging is
eligible for exemption from State of Georgia Sales Tax when the payment
method being used is either direct bill to the agency, or a State of Georgia
issued credit card. Travelers should make every effort to avoid payment of sales
tax when payment method is other than a personal payment method.
If the hotel refuses to accept the tax-exempt form at check-in, the employee
should attempt to resolve the issue with the hotel management before checking
out at the end of their stay. If the matter is not resolved by the time the
employee checks out, the employee should pay the tax. Clayton State University
will reimburse the employee for the hotel/motel tax if the employee provides
CSU with the following information: employee name, date(s) of lodging, name,
address, telephone number of hotel, and documentation from the hotel/motel of
their refusal to omit the excise tax. Employee should classify this tax separately
as “occupancy tax” and/or “sales tax.
Per the Transportation Funding Act of 2015, effective July 1, 2015 hotels in the
state of Georgia will charge a $5.00 per room per night hotel tax to travelers. This
tax is not exempt for State Employees.
Shared Lodging
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When lodging is shared “the traveler paying for the lodging seeks reimbursement
for the full expense”. However, when employees on travel status share a room,
reimbursement will be calculated, if practical, on a prorated share of the total cost
to reflect each employee’s share of the lodging expense. This allows for a more
accurate cost split, especially for employees funded by multiple sources. When a
state employee on travel status is accompanied by someone who is not a state
employee on travel status, the employee is entitled to reimbursement at a single-
room rate.
Lodging Expenses Incurred While Taking Leave
Employees who take annual leave while on travel status may not be reimbursed
for lodging expenses incurred during the period of leave.
Other Charges on Lodging Receipts
Resort and Other Fees: Some hotels inclu
de a charge for “resort”
or “other fees”. These should be reimbursed as an eligible lodging
expense.
Internet Usage Charges: Employees may be reimbursed for work
related Internet usage charges. These charges should be separately
identified on the itemized hotel/motel bill, but should not be listed on
the travel expense statement as “lodging.” Rather, these charges
should be treated as “miscellaneous expenses”, included in the
“voice/data communications” section of the travel expense statement.
Lodging expenses for hotels/motels outside Georgia may exceed the
maximum reasonable rates set by Clayton State University. Employees
traveling out-of-state should refer to the federal per diem rates to identify high-
cost areas of the United States, and to determine whether higher expenses are
“reasonable and customary”.
Travelers should not book non-refundable rates or rates that require deposits
unless required by conference lodging. It is the employee’s responsibility to
understand cancellation rules. Non-refundable rates cannot be changed or
cancelled; therefore, the employee is accepting the risk of a non-reimbursable
cancellation fee.
If a cancellation fee is charged and all efforts to have the fee removed have been
exhausted, the employee may include it on the travel expense statement with a
thorough explanation. The department head, dean or other responsible official
should review the request and determine if reimbursement is appropriate.
Required Documentation
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Daily lodging expenses, including applicable taxes, must be itemized on the
employee travel expense statement. Employees requesting reimbursement
for lodging expenses are required to submit paid receipts with their expense
statement.
In addition, any expenses that exceed the maximum reasonable rates
established by the institution should be explained on the travel statement.
Individuals responsible for approving travel expenses should review these
explanations to determine whether the higher costs are justified and
allowable.
Requests for Reimbursement should include the following information:
Location, date and time of departure should be included for single
day trips
Location, date and time of return should be included for single day trips
Listing of meals included in conference registration fees
Itemized listing of expenses related to authorized meals not covered
by the per diem allowance
Explanations of any expenses exceeding the established limits
Explanation of any unusual expenses submitted for
reimbursement
Explanation of the purpose for the trip
Description of the type(s) of transportation used during the trip.
Employees must sign their travel expense report, attesting the information
presented on the form is accurate and complete. Employees who provide false
information are subject to termination of employment, criminal penalty as a felony
for false statements, subject to punishment by fine not to exceed $1,000 or
imprisonment for one (1) to five (5) years.
Receipt Requirements
Employees must submit receipts for the following expenses:
Lodging, with an itemized breakdown of costs such as room charge,
parking, WIFI, laundry, etc.
Airline or railroad fares
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Rental of motor vehicles
Registration fees
Visa/passport fees
All single expenditures of $25 or greater
If an employee does not have a receipt for one of the items listed above, the
employee must include an explanation of the expense on the travel expense
statement. Credit card receipts are acceptable forms of documentation, provided
they contain complete details of the expenditure. In the absence of actual
receipts, credit card statements may be acceptable in lieu of actual receipts.
1.5 Transportation
The Georgia Legislature in its 2005 special session passed legislation amending
O.C.G.A. § 50-19-7 tying the mileage reimbursement rate for use of a personal
motor vehicle to the rate established by the United States General Services
Administration (GSA) pursuant to the Federal Travel Regulations Amendment
2005-01 as of July 1, 2005, or subsequently amended. These GSA rates are
based on a determination of the most advantageous form of travel.
Advantageous use may be determined based on energy conservation, total cost
to the state (including costs of overtime, lost work time, and actual transportation
costs), total distance traveled, number of points visited, and number of travelers.
Documentation of the determination of “advantageous use” should be retained
for audit purposes.
The timing of the adoption of revised GSA rates is controlled by the State
Accounting Office and the Office of Planning and Budget (OPB). These two
offices are responsible for establishing and updating the Statewide Travel
Regulations. This responsibility was assigned to these organizations through
House Bill 293 which was passed into law during the 2005 legislative
session.
Useful links:
General Services Administration: http://www.gsa.gov/pov DOAS
Vehicle Cost Comparison Tool:
http://www.clayton.edu/accountingservices/Expenses/travel/Link s
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Vehicle Transportation
A traveler will be authorized to choose between a university owned vehicle, a
personal vehicle and common carrier after careful analysis of the distance,
timeliness and overall costs of a trip. Reimbursement for the most
economical mode of transportation, consistent with the purpose of the travel,
will be authorized.
A university employee is only authorized to use his or her personally
owned vehicle under one of the following circumstances:
A university owned vehicle is not available and the personally owned
vehicle is the least expensive option or the total distance traveled is less
than 100 miles
The supervisor determines, and documents in writing, that use of the
least expensive option is clearly not efficient. Travelers should obtain
supervisory authorization for use of a personally owned vehicle in
advance of such use
While driving your personal vehicle on university business, the university
provides full liability coverage and personal immunity for the employee for
damages and injuries the employee may cause to others. The university does
not provide coverage for damages to your personal vehicle. Cost of repairs to a
personal vehicle, whether or not they result from the traveler’s acts, are not
reimbursable.
Under no circumstance will the university reimburse parking fines or
moving violations.
Any reimbursement of mileage claims paid to an employee in excess of rates
stipulated in the Policy must be refunded to the university or characterized as
taxable compensation to the employee.
Use of Rental Vehicles
When traveling more than 100 miles round trip, employees are required to
complete the DOAS Cost Comparison Tool to determine if the use of a rental
vehicle is more cost effective than the use of a privately-owned vehicle.
Reimbursement for Use of Personally Owned Vehicle
Reimbursement for transportation expenses incurred when using personally
owned vehicles will be at the authorized rate per mile for the actual number of
miles traveled in the performance of official duties. As indicated above, the
reimbursement rate is tied to the rate established by the United States
General Services Administration. The following rates are in effect:
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Tier 1 Rate. When it is determined that a personal motor vehicle is the most
advantageous form of travel, the employee will be reimbursed for business miles
traveled as follows as of 1/1/2020:
Automobile $0.575 per mile
Motorcycle $0.545 per mile
Aircraft $1.27 per mile
Tier 2 Rate. If a government-owned (CSU owned) vehicle is available, and its
use is determined to be most advantageous to the state, OR if it is determined
(through institution policy or otherwise) that a rental vehicle (Statewide Rent-a
Car contract) is the recommended method of travel, but a personal motor
vehicle is used, the employee will be reimbursed for business miles traveled at
the rate of $0.17 per mile.
The standard per-mile reimbursement rate includes gas, oil, repairs, and
maintenance, tires, insurance, registration fees, licenses, and depreciation
attributable to the business miles driven. If you request reimbursement for
mileage, you will not be reimbursed separately for those costs.
Limitations and Requirements for the Use of Personal Vehicles
For all mileage reimbursements over 100 miles round trip that are
requesting the Tier 1 rate, documentation that a university owned
vehicle was not available for the requested travel dates must be
provided. Also, documentation that a rental vehicle was not the most
cost effective mode of transportation must be provided.
If a personal vehicle was used after determining a university owned
vehicle was available, or after determining a rental vehicle was the most
advantageous to the state, then reimbursement will be at the Tier 2 rate
per mile.
If an employee elects to drive a personal vehicle without checking for the
availability of a university owned vehicle, then the employee will be
reimbursed at the Tier 2 rate per mile.
It should be noted that a change in the GSA rate does not automatically change
the rate for the State of Georgia. The State of Georgia rates are changed only
upon notification from the State Accounting Office/Office of Planning and
Budget via the SAO web site.
The mileage reimbursement encompasses all expenses associated with the
operation of a personal motor vehicle, with the exception of tolls and parking
27 | P a g e J u n e 2 0 2 0
expenses, which are reimbursed separately. Normal commuting miles must be
deducted when calculating total mileage reimbursement. When requesting
mileage reimbursement employees are required to submit a vehicle request
form and cost comparison form with the expense report.
Determination of Business Miles Traveled
Employees may be reimbursed for the mileage incurred from the point of
departure to the travel destination, less the normal miles traveled to work location
each day. If an employee departs from headquarters, mileage is calculated from
headquarters to the destination point. If an employee departs from his/her
residence, mileage is calculated from the residence to the destination point, with
a reduction for normal commuting miles. For the return trip, if an employee
returns to headquarters, mileage is calculated based on the distance to such
headquarters. If an employee returns to his/her residence, mileage is calculated
based on the distance to the residence, with a reduction for normal commuting
miles. Employees whose normal business function requires the use of a personal
motor vehicle for travel from residence to multiple locations in a given day, or
when an employee’s “headquarters” differ from day to day should note on their
Request for Authorization to Travel where their headquarters is located. It should
not differ from one authorization to other authorizations.
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)
outside of his/her residence (i.e., residence is “headquarters”), the
requirement to deduct normal commuting miles does not apply.
Note: This exception does not apply to those operating under the
university’s telework policy.
Employees may also be reimbursed for business miles traveled as follows:
Miles traveled to pick up additional passengers
Miles traveled to obtain meals for which employee is eligible for
reimbursement
Miles traveled to multiple work sites
Example 1:
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Employee’s normal commute is 15 miles one way. Employee is
required to travel to job site 40 miles from headquarters.
Employee drives to headquarters, then to remote job site, then
back to headquarters before returning home. Employee’s business
miles traveled are 80 miles.
Example 2:
Employee’s normal commute is 15 miles one way. Employee is
required to travel to job site 18 miles from headquarters. Employee
drives to headquarters, then to remote job site, then home, which is
19 miles from remote site. Employee’s business miles traveled are 22
miles, as follows: from headquarters to remote job site, 18 miles;
from remote site to residence, 19 miles minus 15 miles one-way
normal commute.
Example 3:
Employee’s normal commute is 15 miles one way. Employee leaves
from home to attend a conference 200 miles from the employee’s
residence. At the conclusion of the conference, the employee returns
directly home. Employee’s business miles traveled are 370 miles (400
actual miles traveled minus 30 round-trip commuting miles).
Example 4:
Employee’s normal commute is 15 miles one way. Employee leaves
from headquarters on Monday for a remote job site 150 miles from
headquarters. Employee acquires lodging 5 miles from remote work
site. Employee returns to headquarters on Friday. Employee’s business
miles traveled are 340 miles, as follows: from headquarters to remote
site, 150 miles; from remote site to lodging on Monday, 5 miles; from
lodging to remote site and back to lodging Tuesday – Thursday, 10
miles each day (30 miles); from lodging to remote site on Friday, 5
miles; from remote site back to headquarters, 150 miles.
Prohibited Mileage Reimbursement
Employees are not entitled to mileage reimbursement for travel between their
place of residence and their official headquarters, or for personal mileage
incurred while on travel status.
Recording Mileage Driven
Actual odometer readings are not required however a printout from
MapQuest, Yahoo Maps, or Google Maps is required in order to provide
sufficient documentation of the distance traveled. Personal/Commuting
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mileage will be excluded in determining the mileage for reimbursement.
Claims exceeding mileage computed by the most direct route from the point of
departure to the destination (due to field visits, traffic conditions, picking up
passengers, etc.) must be explained on the on-line expense report.
Parking/Tolls
The authorized mileage rate is to include the normal expenses incurred in the
operation of a personal vehicle. In addition, parking and toll expenses will be paid
for official travel in a personal or state vehicle. Low-cost, long-term parking or
automobile storage should be utilized. Receipts for parking and toll expenses
should be provided when possible. If receipts are not available, an explanation
must be included in the on-line expense report. Receipts are required for parking
and toll expenses if the expense exceeds $25.00.
Rental Vehicles
Use of commercially leased vehicles will be left to the discretion of the
supervisor and must be approved prior to departure. CSU has mandatory
statewide contracts with Enterprise and Hertz rental car companies. Employees
must rent vehicles from one of these vendors when the use of a rental vehicle is
the best value. Travelers are responsible for securing the lowest cost contract
rental available at time of booking.
Approved car rental sizes are Compact, Intermediate or Full Size. Vans (12
passengers only) may be rented when there are more than 4 travelers.
Employees requiring the use of commercially leased vehicles will be reimbursed
for gasoline purchases associated with the business use of such vehicle,
provided appropriate receipts are included. (This excludes renters who are
furnished a fuel card and are billed based on a specific calculation for that
location.) Employees must decline optional fuel offerings offered by the car rental
vendor. Maintenance and oil changes are the responsibility of the rental company
and will not be reimbursed. Rental cars should be returned with the same amount
of gas that it had when it was picked up. Travelers should pay 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. Travelers must also document their final
mileage prior to returning vehicle to the rental car company.
Employees will be reimbursed for costs associated with official use of such
vehicles. Personal accident insurance on rental vehicles is not reimbursable.
Employees traveling on state business inside the Continental U.S. in a rented
motor vehicle are covered by the State’s liability policy; therefore, liability
coverage should be declined when renting a motor vehicle. Loss Damage
Waiver/Collision Damage Waiver (LDW/CDW) insurance is included in the
statewide contract at no additional cost. If renting from a company that is not on
the statewide contract, Loss Damage Waiver/Collision Damage Waiver
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insurance may not be included. 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. DOAS Risk Management Services may be contacted if
additional information is needed.
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.
NOTE: For any exceptions to the policy with regard to Rental Cars please
contact Department of Administrative Services.
In the event of an accident while driving a rental vehicle, contact the Risk
Management Office at (877) 656-7475, as well as the appropriate car
rental vendor, for claims handling.
State of Georgia Policy on Additional Insurance
When to Purchase Additional Rental Car Insurance
Automotive
Physical
Liability Insurance on Vehicle
Damage
Insurance
GA Statewide Rental Car
N
o
No
Contract Vendors
–
All
Locations
Non
-
Contract Rental Car
Yes
No
Vendors
-
All Locations
Employees that elect to rent a motor vehicle (commercially leased vehicle) while
traveling outside the state of Georgia should identify the lowest available rates
when contracting for such a vehicle. Use of commercially leased vehicles will be
left to the discretion of the supervisor and must be approved prior to departure.
Use of a rental vehicle must be justified by cost comparison to alternate public
and commercial transportation, such as bus service, taxi service, airport van
service, etc. This cost comparison must be provided with the travel report.
Ride Share
Employees sharing a ride with another state employee using either a state or
personal vehicle, and not claiming reimbursement for mileage, should indicate
in the automobile record section of the on-line expense report the name of the
person they rode with and the dates of the trips.
Travelers with Physical and/or Medical Conditions
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The impact of travelers with physical and/or medical conditions, while on
university travel, should be considered on a case-by-case basis. Compliance
with the Americans with Disabilities Act (ADA) is mandatory. Each department
has the authority to provide reasonable accommodations during university
travel for employees with disabilities.
All university employees are to be afforded equal opportunity to perform travel
for official university business even if the travel costs for disabled travelers will
exceed what would normally be most economical to the university.
Commercial Air Transportation
Employees should utilize commercial air transportation when it is more cost
effective and efficient to travel by air than by vehicle. Employees who require air
travel should obtain the lowest available airfare to the specified destination,
which may include the use of the internet or a travel agency (for out of state
travel only).
Below are a couple of sites that provide airfare rates:
http://www.kayak.com/
http://www.priceline.com/flights
http://www.expedia.com/
Reimbursement will be made upon presentation of a ticket stub, receipt, or other
documentary evidence of expenditure along with the on-line expense report
upon completion of trip. According to O.C.G.A. § 45-7-30, officials or employees
traveling by commercial air carrier will not be reimbursed for that portion of non-
coach (first-class, business class) air fare which exceeds the cost of the lowest
fare for the flight on which such official or employee is traveling unless:
Space is not otherwise available
A licensed medical practitioner certifies that because of a person's
mental or physical condition specific air travel arrangements are
required; or
The Commissioner of Public Safety certifies that specific air travel
arrangements are necessary for security reasons. Prior written approval
by the Vice President for Business & Operations is required on the above
exceptions. For medical conditions, the Vice President for Business &
Operations must be provided with the necessary medical certifications for
any employee who requires special air travel arrangements due to
medical conditions. The certification should also specify the expected
length of time such conditions would have an impact on travel needs.
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These certifications must be available for examination so that auditors
can readily determine who is subject to these special travel provisions.
Note: 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 specified destination. Department
budget managers are responsible for determining lowest costs.
Travelers on university business may open and maintain frequent flyer/guest
accounts with airlines, car rental companies, and other travel suppliers. Any cost
of these memberships is the responsibility of the traveler and will not be
reimbursed by the university. Travelers may retain promotional items, including
frequent flyer miles, earned on official university travel. However, if an employee
makes travel arrangements that favor a preferred airline/supplier to receive
promotional items/points and this circumvents purchasing the most economical
means of travel, they are in violation of this policy.
Connecting flights should be chosen over nonstop flights when the connection
does not add more than two hours to travel time and the connection saves
$200 or more. Travelers are not required to take a lower fare if a change of
airline at the connection point is required.
Baggage Charges
Most airlines are charging for checked luggage and for curbside check-in. In the
event there is a charge for checking the traveler’s first bag, the university will
reimburse for that charge. The university will not reimburse for additional
luggage unless an appropriate business explanation is provided.
Baggage charges incurred for excess weight will not be reimbursed, unless an
appropriate business purpose explanation is provided.
The university purchasing card may not be used to make payment for
checked luggage.
Upgrades to Non-Coach Travel
State officials or employees may, at any time, use personal frequent flyer
miles or similar programs to upgrade to non-coach travel. In addition, nothing
in this policy shall preclude a state official or employee from personally paying
for an upgrade to non-coach travel.
For purposes of conducting official state business, state officials or employees
may negotiate or arrange for upgrades to non-coach travel with individual
commercial carriers if (1) the flight is international and over five hours in duration,
and (2) the carrier agrees not to charge any additional cost to the state.
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Indemnification received due to travel inconveniences imposed by airlines may
arise when airlines overbook, change, delay or cancel flights. In these instances,
airlines often offer the impacted passengers indemnification for these
inconveniences. Examples of indemnification that may be offered by an airline
include vouchers for meals or lodging, upgrades to non-coach travel, and credits
toward future flight costs. State employees are authorized to accept such
indemnification if the travel inconvenience was imposed by the airline and there
is no additional cost to the state.
Airline Cancellations
Penalties and charges resulting from the cancellation of airline reservations (or
other travel reservations) shall be the institution's obligation if the employee's
travel has been approved in advance and the cancellation or change is made at
the direction of and for the convenience of the institution. If the cancellation or
change is made for the personal benefit of the employee, it shall be the
employee's obligation to pay the penalties and charges. However, in the event of
accidents, serious illness, or death within the employee's immediate family, or
other critical circumstances beyond the control of the employee, the institution
will pay the penalties and charges.
Fees for Changes in Flights
Most airlines charge an additional fee for changes in flights. Employees
should make every effort to avoid changes, but if an additional fee is
imposed for rescheduling, this becomes part of the travel expense and is
reimbursable. The reason for the change must be documented. If the airline
ticket is not used at all for reasons beyond the control of the employee, the
employee may be reimbursed (with the approval of his/her supervisor), but
this would not be considered a travel expense. The reason for the ticket not
being used must be documented.
Airline Departure and Return
When traveling by common carrier to conduct official state business,
employees traveling to their destination earlier than necessary and/or
delaying their return to avail the institution of reduced transportation rates
may be reimbursed subsistence for additional travel days if, in the opinion of
the traveler’s supervisor, the amount saved in transportation costs due to the
early and/or delayed travel is greater than the amount expended in salary
and additional subsistence. Prior written approval by the Budget & Finance
Department is required.
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Airline Reservations
Travel plans should be made as far in advance as possible, once travel
dates have been confirmed. To obtain discount rates, all flights should be
booked at least 14 days in advance. Flights booked with less than 14 days
advanced purchase are more costly and require a written explanation for the
booking delay. The explanation must be provided to the approver; who may
deny charges that result from last minute airline booking.
Airline reservations can be handled by most travel agencies. Many travel
agencies now charge fees for issuing tickets. These fees, if reasonable, are
part of the cost of travel. Employees may, therefore, be reimbursed for such
costs. Employees are strongly encouraged to use the internet in order
to avoid travel agency fees.
Employees should use electronic ticketing, when available, to avoid
any surcharge associated with hard-copy tickets.
Travel agencies used for making travel arrangements should not be related
(by ownership) to the employee making, authorizing, or approving the
arrangements. The travel agencies should also not be related to the
employee actually traveling. A "related" party would include any members
of the employee's family or any organizations in which the employee or
his/her family members have a financial interest. The purpose for not using
such travel agencies is to maintain the institution's integrity in financial
matters.
Fly America Act
Airline travel reimbursement on federal and federal pass-through sponsored
agreements is subject to the requirements found in the Fly America Act (49
U.S.C. 40118), which requires federal employees and others performing U.S.
Government financed travel to use U.S. flag carriers for all air travel funded
by the United States Government unless U.S. carriers are unavailable. This
includes U.S. federal government employees and their dependents,
consultants, contractors, grantees, and others.
Note: U.S. flag air carrier service is considered available even if:
A foreign air carrier would be at less cost to the traveler or
institution; or,
A foreign air carrier would be more convenient to the traveler.
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Private Aircraft Transportation
The use of aircraft owned, rented or operated by a traveler on university
business is strongly discouraged. If it is determined that the use of this type
of aircraft is advantageous (cost-efficient and practical) to the university,
written pre-approval should be obtained and an explanation must be noted in
the comments section of the Expense report. The approval should be
submitted with the traveler’s Expense report. In the comments section of the
Expense Report the employee should add the following comment: “traveled
by private aircraft; registration number Nxxxx, mileage calculated [state
source here]. Examples are Nxxxx, mileage calculated from US DOT
website, or Nxxxx, mileage calculated from official state of Georgia highway
map.
Reimbursement for the use of a private aircraft is calculated per mile based
on the current reimbursement rate which can be found on the SAO website.
This rate follows the published GSA rate. For calculating mileage between
airports, please visit the U.S. Department of Transportation Inter-Airport
Distance website. For trips not listed on the website, a reasonable
alternative should be used, e.g., an official highway map. Airplane nautical
miles (NMs) should be converted into statute miles (SMs) or regular miles
when submitting a voucher using the formula (1NM equals 1.15077945
SMs).
If a traveler opts to use a personal aircraft when use of a commercial
aircraft would be the most economical and advantageous for the university,
the traveler will be reimbursed up to the value of the commercial airfare
(lowest coach fare).
Travel by Railroad
Employees may be reimbursed for the actual cost of rail transportation,
provided the appropriate personnel authorized the travel expense in
advance. Employees traveling by rail are encouraged to obtain the lowest
possible fare. There is no statewide contract for transportation by rail.
Mass Transportation
Transportation by bus, taxi, online transportation network company (i.e. Uber
and Lyft), or airport van will be reimbursed between the individual's
departure point and the common carrier's departure point; between the
common carrier's arrival point and the individual's lodging or meeting place;
and between the lodging and meeting places if at different locations. It is
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expected that airport vans will be utilized when available, when arrival or
departure is during daylight hours, and when they are the lowest cost
alternative. If the cost is less than $25.00, receipts are not required for such
items of transportation. A point-to-point explanation is required for each such
item reimbursed.
Required Documentation of Expenses
All travel by rented or public transportation must be recorded on the on-line
expense report. Employees requesting reimbursement must submit
receipts for travel by commercial air carrier or railroad and for the cost of
rental vehicles (including the cost of gasoline purchased). Although receipts
are recommended, employees are not required to submit receipts for travel
by mass transportation, taxi, or airport vans unless such costs exceed
$25.00. However, a point-to-point explanation is required for each item
reimbursed. All transportation expenses should be itemized within the on-
line expense report.
1.6 Miscellaneous Expenses
Reimbursable expenses include but are not limited to the following:
Miscellaneous Reimbursable Expenses
Baggage handling services only, this does not include tips
Business office expenses (copy services, postage, and supplies)
Business related phone calls, faxes, and internet usage charges and fees
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
Laundry or cleaning expenses on trips lasting seven (7) calendar days or more
Reasonable incidental travel expenses, also known as incidentals, are reimbursed
separately from Per Diem Rates for In State and Out of State travel
Transportation costs from lodging or businesses to restaurants (domestic travel only).
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Registration Fees
Registration fees required for participation in workshops, seminars or
conferences which an employee is directed and/or authorized to
attend will be allowed when supported by a paid receipt or copy of a
check showing payment. Any part of registration fees applicable to
meals will be reported as a meal expense and not as a registration
fee, if the costs can be separately identified. Registration fees may be
prepaid.
Baggage Handling Services
Employees may be reimbursed for expenses associated with baggage
handling services (porterage) when an expense is actually incurred in
moving luggage into or out of lodging places, common carriers, and/or
airports, and when such expense was necessary. Employees should
not be reimbursed for such expenses when they choose to use
baggage handling services as a convenience to the employee.
Most airlines are now charging for checked luggage and for curbside
check-in. Baggage charges incurred for excess weight will not be
reimbursed, unless an appropriate business purpose explanation is
provided. In the event there is a charge for checking luggage, the
State will reimburse for a maximum of one (1) luggage.
Telephone/Telegraph/Fax Expenses
Employees may be reimbursed for expenses incurred for work related
telephone, telegraph, and fax messages. Employees must document these
claims using the on-line expense report, and indicate the location from
which each call was made, the person contacted, and the reason for the
communication. Personal calls made while on travel status are not
reimbursable.
Stationary/Supplies/Postage Expenses
Expenditures for stationery, supplies, stenographic, or duplicating services
may be reimbursed, provided the expense is directly associated with a work
related project and the cost is reasonable. In addition, work-related postage
expenses may be reimbursed. Employees requesting reimbursement for
these expenses must document actual expenses on the on-line expense
report and explain the purpose for these expenses.
Visa/Passport Fees
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When travel required by an employer necessitates the use of a passport
and/or visa, and the employee does not currently possess such valid
document(s), the related visa/passport fee is eligible for reimbursement
when documented by a receipt.
Internet Usage Charges
Employees may be reimbursed for work-related internet usage charges.
These charges should be separately identified on the itemized hotel/motel
bill, but should not be listed on the expense report as “lodging.” These
charges should be included in the “All Other Miscellaneous Expense” section
of the on-line expense report.
Non-Reimbursable Expenses
The following expenses are not reimbursable unless specific legal
authority has been established:
Miscellaneous
Non
-
Reimbursable Expenses
Airline, car, and card membership dues and club fees;
Airline reserved/priority seating fees
Travel upgrade fees (air, rail, car)
Alcoholic beverages
Bank charges for ATM withdrawals, except on inte
rnational 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 groom
ing
Incidental travel expenses are included in International Per Diem Rates and are not
separately reimbursed.
Laundry, cleaning, pressing costs for trips of less than seven days
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
Mini
-
bar charges
Movies
No-show/Cancellation fees or fees located to late check-out (unless business or
weather related)
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Personal reading materials (magazines, newspapers, etc.
Personal vehicle maintenanc
e (including car washes)
Personal entertainment
Personal pet care
Recreational expe
nses
Rental vehicle maintenance (including car washes)
Saunas, massages
Shoe shines
Souvenirs or personal gifts
Tips covered by per diem allowances
Traffic
citations (moving violations), parking tickets, court fees, and other fines
Travel accident i
nsurance premiums
TSA Pre
-
Check application fee for airport pre
-
screening convenience service
Valet services for parking, when self-parking options are available, unless
there are valid security reasons
Restrictions upon Combining Personal Travel with State Business
Travel
For in-state and out-of-state trips that combine personal travel with state
business travel, reimbursement will not exceed the amount of what it would
have cost the state if the traveler did not combine personal travel with
business travel. Combining State travel with personal travel does not in
and of itself provide justification for using a private vehicle rather than a
state-owned vehicle.
For out-of-state trips between points where scheduled airline service is
available and where travelers are combining official state travel with a
holiday, weekend trip, vacation or other personal travel, payment will be
based on the cost of round-trip coach airfare and the meal and lodging per
diems to which personnel would have been entitled while traveling by air or
by the least expensive reasonable means of travel. The employee must
provide a written analysis with justification for the expenses to be
reimbursed. The analysis should include references to round-trip coach
airfare with associated meal and lodging costs for the trip without personal
travel. This written analysis/justification must be approved by the employee’s
supervisor.
1.7 Reimbursement Procedures
Responsibility for Processing
Responsibility for appropriate audit, approval, and reimbursement of
employee’s on-line expense reports is vested in the Budget & Finance
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Department. Each expense report must be approved by the authorized
department immediate supervisor/budget manager. The Travel &
Expense Analyst will process completed and approved expense reports in
an expeditious manner.
Prior Approval Amount Limits
In cases where the prior approval denotes a pre-authorized amount,
reimbursement will not exceed this authorization unless specifically approved
by the Department Budget manager. Expense reports cannot be resubmitted
at a later date or at year-end for additional reimbursement.
Submission by Employee and Time Constraints
The expense report must be submitted online (using the PeopleSoft
Employee Self Service module) within 10 days of completion of the trip but
no later than 45 calendar days. Submit original receipts, cost comparisons,
vehicle request form and maps for mileage reimbursement to the Budget &
Finance Department, and keep copies for departmental files. IRS regulations
require the expense report be submitted within 60 days of trip completion.
Expense reports submitted in excess of 60 days may not be reimbursed and
any amounts reimbursed will be added as taxable income to the employee.
Specific year-end cutoff dates will be established during the last quarter of
the fiscal year. Expense reports will not be reimbursed after the cutoff date.
Processing Time by the Travel & Expense Analyst
Reimbursements are processed within 5-10 business days. However, this
depends on the report being submitted in the system and all
documentation (receipts and hard copies of report) being received in a
timely manner. Employees may review the status of expense reports on-
line via the PeopleSoft Expense Module through Employee Self Service.
Distribution of Funds
Reimbursements are distributed according to the banking information
entered in Payroll through ADP.
1.8 Travel Procedures for Employees
Request for Travel Authorization
The Travel Authorization form should be completed and submitted to allow time
for all required approvals to occur at least ten working days prior to the
anticipated travel. Upon returning from a trip, the employee should submit a
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completed on-line expense report. The on-line report will be automatically routed
to the department budget manager. The department budget manager should
review the expense report for accuracy and compliance with travel regulations. If
the report is in order, the form should be approved and routed to the Travel &
Expense Analyst.
Internal Revenue Service Requirements
In order for travel advances and reimbursements of travel expenses to be
excluded from a traveler’s taxable income, the State’s travel policies must
meet the Internal Revenue Service (IRS) requirements for an “Accountable
Plan”. In general, this OPB Policy Memorandum No. 1 (Revision No. 5), and
the State Accounting Office - Statewide Travel Policy have been developed
with the IRS Regulations as their primary payment framework. Accordingly:
Advances and reimbursements must be reasonable in amount, must be
made for travel only, must be in line with actual costs incurred and must
be within Policy limitations. Expenses that do not comply with Policy
guidelines will be the obligation of the individual that incurred the expense.
Advances and reimbursements must be reasonable in amount, must be
made for travel only, must be in line with actual costs incurred and must
be within Policy limitations. Expenses that do not comply with Policy
guidelines will be the obligation of the individual that incurred the expense.
Employee must submit expenses via PeopleSoft substantiating the
amount, date, use and business purpose of expenses within 10 days,
but no later than 45 calendar days after completion of the trip or event.
Expenses submitted more than 60 calendar days after completion of the
trip or event, will be included in the employee’s W-2 Form as taxable
income.
Travel expenses associated with advances must be reconciled and
submitted in PeopleSoft within 10 days, but no later than 30 calendar
days after completion of the trip or event. Any portion of an advance that
was not used must be returned, within 10 days after completion of trip or
event.
Advance amounts in excess of substantiated travel expenses that are not
returned to the State within 120 days after the trip should also be
included in the traveler’s IRS Form W-2 as taxable income.
Travel Cash Advance
Travel advances refer to any payment to an employee for travel
expenses made prior to the scheduled trip.
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O.C.G.A. § 45-7-25 and O.C.G.A. § 45-7-26 authorizes the payment
of travel advances to employees of all State agencies, and charges
the Director of the Office of Planning and Budget (OPB) with the
following responsibilities.
"The Director of the Office of Planning and Budget shall develop the
necessary rules, regulations, and procedures to govern the advance
of State funds to employees prior to travel in the conduct of official
State business, and to provide for proper accounting of the State
funds advanced to such employees on a timely basis following such
employees return from travel status."
Accordingly, regulations have been developed which cover the
payment and accounting for travel advances, as well as related
matters.
O.C.G.A § 50-5-5 authorizes and charges the State Accounting
Officer, in cooperation with the Office of Planning & Budgeting, to
adopt rules and regulations governing in-state and out-of-state travel
and travel reimbursement. Policies and procedures related to
reporting travel expenses and reconciling expenses with travel
advances are provided for in the State Accounting Office – Statewide
Accounting Policy & Procedure – Statewide Travel Policy. Clayton
State University has adopted appropriate rules and regulations for
cash advances.
Travel Advances – Purpose and Intent
The purpose of travel advances is to minimize the financial burden on
employees while traveling on behalf of the State. This objective can be
accomplished by providing cash advances to traveling employees. State
agencies should carefully consider the need to issue cash advances. Travel
advances are limited and available only to an employee whose current annual
salary is $50,000.00 or less when traveling within the United States. However,
travel advances are available to an employee, regardless of salary level, for
international travel.
The travel purposes for which funds may be advanced include anticipated
subsistence, as well as mileage and other transportation costs which are
allowable as reimbursable travel expenses under guidelines issued by Clayton
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State University, the State Accounting Office and OPB. Travel advances are not
required by State law or by these regulations but are left to the discretion of each
agency head. Department heads, Deans or their designees are required to
specifically authorize each cash advance made to an employee.
When submitting a cash advance to the Budget & Finance Department, the
employee is required to sign the Repayment Agreement for Cash Advance
Form; in which the traveling employee agrees to pay all amounts by the dates
specified in the agreement and provide required documentation. The following
documents must be received before a Cash Advance can be approved:
- Repayment Agreement
- Travel Authorization (must include business purpose)
- Flyer (if applicable)
- Roster with signatures
Travel Advance Request
Users should make requests for travel advances via the PeopleSoft Travel
module. For details on how to request a travel advance for approval, refer to:
http://www.clayton.edu/accounting-services/expenses/travel/createacashadvance
Timing and Amount of Cash Advances
Eligible employees may request an advance before an official business trip to
cover expenses which will be ultimately reimbursed by the State. A travel
advance request should be submitted via the PeopleSoft Expense module no
more than 30 business days and no less than 7 business days prior to travel. Any
request made less than 5 business days prior to travel, may not be approved or
processed.
Because the Clayton State University Travel Policy has been developed in
accordance with Internal Revenue Service (IRS) requirements for an
“Accountable Plan”, per IRS Rule 1.62-2(g)(2), an advance should be provided
to the employee no more than 30 days prior to travel.
The requested amount must be related to the estimated cost of required travel
but must be held to a minimum and allowed only when an advance is warranted
in the judgment of the agency head. A travel advance will not be made for less
than $100.
Accountability and Responsibility for Funds Advanced
An employee who receives payroll via ACH (direct deposit) will also receive a
travel advance via ACH (direct deposit) in the bank account indicated within the
employee’s payroll system.
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All employees are fully responsible for funds advanced to them and shall
account for those funds in the manner specified by the Clayton State University
Travel Policy. The liability of the employee extends to travel advance funds
which are lost or stolen. Neither State Law nor these regulations, however, in
any way relieve the agency head from the responsibility of accounting for all
funds expended for travel purposes.
Travel Advance and Expense Reconciliation
Travel expenses and advances must be reconciled and submitted as soon as
possible, but no later than 45 calendar days after the completion of the trip or
event, “matching” the expenses to the approved advance by providing the
appropriate receipts and documentation. When the actual travel expenditures
exceed the amount of the cash advance, the employee shall be reimbursed for
the amount of the excess. If the actual travel expenditures are less than the
amount of the cash advance, the employee shall reimburse the agency for the
difference. This reimbursement shall be made at the same time that the travel
expenses are substantiated and submitted. Payments should be made in the
Bursar’s Office and receipt of payment should be sent to the Travel & Expense
Analyst with expense report.
Advances that remain open and unreconciled more than 120 days after
the date of travel should be included in the employee’s IRS Form W-2 as
taxable income.
In cases where a planned trip or event is canceled or indefinitely
postponed, any advances must be reconciled and the funds returned
within two business days from such notice of cancellation or
postponement. Failure to do so will result in the advance amount being
deducted from the employee’s next available paycheck. In addition, the
employee may be subject to disciplinary action.
Employees who require payroll earnings adjustments for un-reconciled
Travel Advances to collect amounts due the University are not eligible for
advances in the future.
In general, a traveler should have only one travel advance outstanding at
a time. However, in certain business cases (such as having multiple
advances issued for the same trip, or for accommodating continuous
business travel), it may be necessary to have more than one outstanding
advance.
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Upon termination of employment, all employees must promptly account for and
return any outstanding advances; otherwise, open advances will be deducted
from the employee's final paycheck or annual leave payout. Human Resources
shall take steps to provide for a checkout procedure to ensure that terminating
employees do not have outstanding cash advances and/or outstanding travel
expenses. In any event, travel expenses submitted more than 45 days after the
last day of employment will not be reimbursed.
Recovery of Cash Advances for Continuous Travel
Employees who are in a continuous travel status and have been given a blanket
routine travel authorization, the full recovery of any cash advance is not required
until the employees are removed from continuous travel status. Both the
employee and the Department Head, Dean or his/her designee shall be
responsible for ensuring that the cash advance does not exceed the expected
travel expenses for one (1) pay period. Travel expenses incurred during each
pay period shall be reported on the travel expense statement and submitted at
the end of the period. Any reimbursement of funds to the employee must not
increase the outstanding cash advance above the authorized limit.
1.9 Travel Expense Report
The on-line expense report is to be completed by the individual traveler. In cases
where the prior approval denotes a pre-authorized amount, reimbursement will
not exceed this authorization unless specifically approved by the department
budget manager. On-line expense reports cannot be resubmitted at year-end for
any additional reimbursement.
The expense report should be submitted online (using the PeopleSoft Employee
Self Service module) within 10 days of completion of the trip. Submit original
receipts and cost comparisons to the Budget & Finance Department, and keep
copies for departmental files. Note that IRS regulations require the expense
report be completed within 60 days of trip completion. Specific yearend cutoff
dates will be established during the last quarter of the fiscal year. Expense
reports will not be reimbursed after the cutoff date.
All receipts and paid bills must be original. The employee’s electronic signature
on the on-line expense report attests that the information presented on the report
is accurate. Employees who provide false information are subject to possible
termination of employment and/or to criminal penalty of a felony for false
statements, which is subject to punishment by fine of not more than $1,000 or by
imprisonment for not less than one nor more than five years.
The on-line report will be automatically routed to the department budget
manager. The department budget manager should review the expense report for
accuracy and compliance with travel regulations. If the report is in order, the form
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should be approved and routed to the Budget & Finance Department. By
approving the form and allowing its routing to the Budget & Finance Department,
the approver is performing several functions. These functions are discussed in
detail immediately below.
By approving travel expenses, the approver is attesting that he/she has
thoroughly reviewed each transaction and the supporting documentation, and
has verified that all transactions are allowable expenses. The approver is the
“check” in the expense reporting process to identify potential or actual errors in
expense reporting and is equally accountable for all expenditures. The approver
role should be assigned to an individual who can judge the business
appropriateness of each expenditure. It is recommended, but not required, that
approvers have the responsibility of approving expenses for no more than 25
expense submitters.
Each transaction must be consistent with departmental budgetary and
project/grant guidelines. The approver must be sure the correct funding sources
are charged, in keeping with proper fiscal stewardship. Under no circumstances
should an individual approve his/her own expense submission. Should expenses
not meet approval guidelines, the expense approver may deny the expense.
Denied expenses will be considered a personal expense to the employee and
will be processed in accordance with the policies herein as either a reduction in
the traveler’s reimbursement due, an amount due the agency, or a payroll
deduction (future) accordingly.
Upon granting approval of expense submissions, approvers are certifying:
Appropriateness of the expenditure and reasonableness of the amount
Availability of funds
Compliance with funding agency regulations and State reimbursement
policies
Completeness of documentation and accuracy
After the approver has verified the report is in order, the form should be approved
and routed to the Budget & Finance Department for processing.
1.10 Registration Fees and Associated Membership Fees
There are instances where membership fees may be considered as part of
registration fees. These may be allowed if the savings on the cost of registration
is more than the cost of membership. For example, membership fees are $100.
The cost of a workshop to members is $150 and to nonmembers it is $300. The
registration fee and membership combined ($250) is less than the nonmember
registration. By joining, there is a cost savings to CSU.
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In this example, the combined registration fee and membership fee may be
submitted as registration fees. A detailed explanation of the cost savings
afforded by paying the membership fee should be included with the Prepaid
Registration Form or the on-line expense report.
Registration Fees Prepaid by the University
Registration fees required for attendance at meetings, conferences,
seminars, and workshops may be paid in advance by the university. In order
to request advance payment of registration fees via check, the following items
must be submitted to the Budget & Finance Department:
A completed and approved Check Request form, including the Federal
Identification Number of the vendor to be paid. The Check Request form
is available on the Accounting Services web site at:
http://www.clayton.edu/accounting-services/Accounts-Payable/Forms
Documented evidence of an approved Travel Authorization for the trip.
Agenda of conference, workshop or seminar
Original and one additional copy of the completed registration form.
All checks for the payment of registration fees should be sent to Accounts
Payable for payment unless otherwise noted on the Check Request Form. An
employee planning to prepay a registration should allow adequate time for
processing.
Registration Fees Paid by the Employee
Registration fees may be paid by the employee in advance using a personal
check or a personal credit card. Employees may also pay for registration fees at
the meeting or workshop. Under these circumstances, reimbursement will be
processed after the trip via the on-line expense statement. Receipts are
required.
Registration Fees Paid Using the Departmental Purchase Card
Registration fees may be paid in advance utilizing the Departmental CSU
Purchase Card for the employee’s home department. Reporting of the
registration fee will be in accordance with the Purchasing Card processing
outlined in Chapter 14 of CSU BPM (Procurement of Goods and Services) and
the p-card documentation should include the prior approval for travel.
1.11 Provisions for Authorized Non-Employees
This section addresses non-employee travel to include students, consultants,
and individuals applying for a job at the institution, etc... An individual may be
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subject to different rules depending on the capacity in which they are
participating in an event. For example, Volunteers might include employees or
students if the individual is operating in a capacity separate from their employee
or student role. An employee or volunteer attending a student event in the
capacity of a student would be considered a student. A student work
participating in an event while being paid would be considered an employee.
Travel expenses for non-employees should be limited to certain circumstances
as described below:
Students authorized to travel for participation in academic programs and
sanctioned student events to include athletic and recruiting events.
Students include individuals enrolled to take classes at an institution,
including students enrolled in Continuing Education, and individuals being
recruited as potential students.
Individuals contracted to perform a service for the institution where the
contract provides for travel expense reimbursement.
Research, academic conference, or academic event travel funded by a
grant award to the institution in those instances when the grant award
specifically authorizes payment for non-employee travel in support of
research, academic conference, or academic event.
Job applicant travel associated with an interview as specified in institutional
policy. Institutions electing to pay travel expenses for job applicants shall develop
a policy, approved by the president, which addresses the positions that are
eligible for travel expense reimbursement. When developing this policy,
consideration should be given to funding availability and the business necessity
of paying travel. Consideration also should be given to allowing travel expenses
to be paid only for senior administration and faculty job applicants. Any
exceptions to the institution policy shall be pre-approved by the institution
president.
Viable methods to pay job applicants include:
Including interview expenses in the contract with an external search firm
Requiring a job candidate to perform a service to the institution, such as a
presentation on subject matter applicable to the position applied for.
Consideration provided to the candidate for this service would be the
reimbursement of travel expenses.
Requesting travel expense reimbursement for the job candidate from the
Foundation.
Student Team and/or Group Travel
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Students must be enrolled at Clayton State University and the travel must be
associated with an approved athletic team event or an official event sponsored
by Student Activities or Academic Instruction.
Travel approvals and reimbursement procedures are consistent with the Clayton
State University Travel Regulations. All Student Team and/or Group Travel
funded by Student Activities funds must also comply with all of the terms and
conditions found in the Student Travel Request Checklist that may be found at:
http://www.clayton.edu/campus-life/Organizations/Resouces-Forms.
For Team or Group Travel approved by a supervisor, an advance check
payable to the Team or Group leader may be issued for the estimated cost of
the travel if the payment cannot be paid directly to a vendor. If the Group or
Team Leader is a CSU employee, the advance may be initiated using the Cash
Advance option in PeopleSoft. If the Group or Team Leader is not a CSU
employee, the Check Request form should be used to request the advance.
Upon completion of travel, the Team or Group leader should deposit all unused
funds with the Bursar’s Office, followed by documenting the trip expenses on
the on-line Expense Report. If funds were provided to individual team or group
members, a properly completed roster of names and amounts should be
submitted to the Budget & Finance Department. If travel expenses exceed the
travel advance, the remaining reimbursement, if approved, will be disbursed to
the Team or Group leader.
If the Team or Group leader is a CSU employee, then the employee’s
individual expenses should be submitted via the on-line expense report for
employees.
1.12 Student Employee Travel
Occasionally, a student employee at Clayton State University may be required
to travel in the performance of job duties. These travel expenses may be
reimbursed to the student employee upon proper completion and approval of
required forms. Authorization for travel should be obtained using the Travel
Authorization form found on the Accounting Services web site at:
http://www.clayton.edu/accounting-services/expenses/travel/forms.
The request for reimbursement for travel expenses should be made using
the Travel & Expense Module. All regulations and policies pertaining to
regular employees also apply to student employee travel.
1.13 International Travel
The following policies must be adhered to when traveling internationally. The
Travel Authorization form must be approved by employee’s immediate supervisor
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or higher administrative authority prior to travel, dated and submitted with the
traveler’s expense report.
Air Travel
First class travel reimbursement is prohibited. Business class travel is allowed
for international flights.
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 considered 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.
International Meals & Incidentals Reimbursement
For employees traveling internationally, meals, taxes, tips on meals, and other
travel incidentals are included in the Per Diem Rate. Gratuity outside of the per
diem amounts will be reimbursed up to 18%.
Incidental travel expenses included in the per diem rate for international
travel include: fees and tips given to porters, bellhops, hotel housekeeping,
stewards/stewardesses, and hotel staff.
Ground transportation costs (e.g., taxi, shuttle) to and from airports and railroad
stations, and between business meetings, as well as the Reimbursable
Miscellaneous Expenses are not included in the per diem, and are reimbursed
separately. These expenses are reported as miscellaneous expenses on
expense report.
Travelers are eligible for 75 percent of the total per diem rate on the first and last
day of international travel.
Other International Travel Expenses
With proper documentation, justification, and approval, the State will reimburse:
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Currency conversion fees or traveler checks, when deemed
necessary
Bank charges for international ATM withdrawals
Services of guides, interpreters, packers, or drivers, when deemed
necessary
Fees for the issuance of passport, visas, and/or affidavits, when required
for business international travel
Costs related to vaccinations and inoculations required
and/or recommended for international business travel
Foreign Currency Conversion
When a traveler incurs expenses 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. Acceptable
sites: Oanda Converter and Yahoo Finance Converter - these sites allow
for built in exchange fees and specific travel dates.
Use the following formula for currency rate conversion based on actual
cash exchange:
F x C = U
F = amount of charges in foreign currency
C = conversion factor (USD's per unit of foreign currency)
U = equivalent expenses in US dollars
Example:
F = $100 of charges in Canadian Dollars
C = $.68 USD's per Canadian Dollar
U = $100 CD x $.68 USD/CD = $68 USD
1.14 Frequently Asked Questions
How do I set up my PeopleSoft User Account?
The system will walk you through the steps to set up your expense self-service
account.
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Go to https://www.usg.edu/gafirst-fin/
Click "Register for My Account"
Below the sign-in you will need to click the "Register for My Account"
link
Enter your Date of Birth in the format shown, mm/dd/yyyy
Enter the last 4 digits of your social security number
Enter your 5 digit zip code
The last 3 steps above validate that the information entered matches your
information with our Human Resources department (same as shown in ADP)
Enter a User Id - please use the same id as you are currently using to
log into the network, usually first initial and last name
Enter a password, it is case sensitive and requires at least 10 characters,
must contain at least 2 numbers, and have one upper case letter.
Enter your email address.
After completing the setup, if you see a “Sign out” option on the top right it will
take you back to the sign-on page. If you do not see a sign out option, return
to the expense sign-on page from our webpage, www.clayton.edu > Offices &
Departments > Accounting Services > Expenses > Travel > Links > Expense
Self Service.
Sign in from GeorgiaFirst Financials:
Click GeorgiaFirst Self-Service
Select Clayton State University for Sign-on Authentication
Enter Email Address and Password
Verify Account by selecting text me or call me
Enter Microsoft Verification Code
Click Nav Bar (right corner of screen)
Click Navigator
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Click Employee Self-Service and Employee T&E Center
Click Expense Report and Create
Select “Profiles and Preferences”, then
“Review/Edit Profile”
Select the Organizational Data tab and under HR Information, confirm
that you are on a record that reads “Active” under the Employee
Status. If you have multiple active records, by using the arrows on the top
right (First<1of?>Last) select the record that has the Default Profile option
checked.
The account string shown in the “Default Chartfield Values” section is the
information that will default when you create an expense. The fund,
program, class, budget ref, and department must be entered. Project code
is optional. There is usually an administrative assistant or budget
manager for each department who has this information. Once this
information is set up, it will default to each expense when it is created.
Budget Ref is based on the current fiscal year.
For technical problems contact William (Josh) Bartlett, IT Database Professional
(678) 466-5530 or WilliamBartlett@clayton.edu
For functional questions contact Tiffany Hines, Travel & Expense Analyst
(678) 466-5513 or tiffanyhines@clayton.edu
What link do I use to log in to Self-Service?
https://www.usg.edu/gafirst-fin/
What if my password for Self-Service doesn't work?
If you have problems with your password, click on the 'Forgot Username or
Password' link below the Sign-in button. This will guide you through the steps to
receive a temporary password through email. If you experience problems with
this link please contact William Bartlett at X5530.
How do I Create a Travel Expense report?
Before you begin, you will need to know the Fund, Department,
Program, and Class for your department. Please contact the Budget
Manager for your department for this information.
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Log in to GeorgiaFirst Financials: https://www.usg.edu/gafirst-fin/
If you have problems with your password, click on the ‘Forgot Username
or Password’ link below the Sign-in button. This will guide you through
the steps to receive a temporary password through email. If you
experience problems with this link please contact William Bartlett x5530.
Click on NavBar (upper-right corner of screen)
Click on Navigator
Click on Employee Self Service
Click on Employee TE Center
Click on Expense Report
Click on Create
Under General Information:
o Fill in your Description. (Example: Travel
Reimbursement/Mar 2019)
o Choose the appropriate Business Purpose from the Business
Purpose drop down menu.
o Enter your Destination Location. If you choose to search for
your Destination Location, click on the Magnifying Glass to the
right of the Destination Location box. Change the Search by
option to Description. Enter the appropriate Destination Location
name or the first few letters in the ‘Begins With’ box, click on
‘Look Up’ and double click on the appropriate Destination
Location name. If the Destination Location you need is not
found then choose a Destination Location close by.
Enter a brief description of this report in the Comment section including
your Beginning Location and your Destination Location
Click the Accounting Defaults link and verify that the Fund, Department,
Program and Class are correct for this expense. If not, you may change
it here and click OK. This information will change for this report only.
Bud Ref should reflect by default the current Budget Year (ex. July 1,
2017 – June 30, 2018 would be 2018)
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Under the Details section you will need to choose the appropriate
Expense Type by clicking on the drop down arrow
Enter Date, Amount and Payment Type
Please note that you should click on the 'Save for Later' button
periodically to prevent loss of data as the report will time out
Click on the ‘Detail’ link and enter specific information about your
expense in the Description section
Be sure your accounting info is correct by clicking on the 'Accounting
Details' link.
Click on 'OK' to return to previous page.
Click on 'Return to Expense Report'. If you don't click on this link your
entries/changes will not be saved.
Click on ‘Check for Errors’. If you have errors (Red Flags) please be
sure to check that your accounting info is correct, odometer readings,
location and times have been entered correctly. If corrections are made
be sure to click on ‘Return to Expense Report’.
Click on 'Update Totals'.
Click on 'Submit'. When the Summary comes up click on 'OK'. This
takes you back to your expense report.
Click on ‘Printable View’ on the bottom right to print a hard copy to
submit to your supervisor along with your receipts and a copy for your
records if desired.
How do I Modify a Travel Expense report?
Log in to GeorgiaFirst Financials: https://www.usg.edu/gafirst-fin/
If you have problems with your password, click on the 'Forgot Username
or Password' link below the Sign-in button. This will guide you through
the steps to receive a temporary password through email. If you
experience problems with this link please contact William Bartlett
x5530.
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Click on NavBar (upper-right corner of screen)
Click on Navigator
Click on Employee Self Service.
Click on Employee TE Center
Click on Expense Report.
Click on 'Modify'.
Enter your Report ID if you know it and click on ‘Search’. If you don’t
know it you can search by name by clicking on the drop down menu and
choosing ‘Name’. Enter your last name or the first few letters then click
on ‘Search’.
You should see a list of reports that you have submitted previously
along with their status.
Choose the appropriate report.
Please note that you should click on Save for Later periodically to
prevent loss of data as the report will time out.
Make changes as needed.
If you click on the ‘Details’ link to make changes be sure to click on the
‘Return to Expense Report’ link. If you don’t click on this link your
changes will not be saved.
If you need to add a line click on ‘Add’ by the drop down menu under the
expense lines. It should default to ‘New Expense’. Fill in all fields as
needed. Click on ‘Details’ to complete the entry of your information and
then click on the ‘Return to Expense Report’ link to save your changes.
If you need to delete a line click in the corresponding box to the left of
that line. Click on ‘Delete Selected’.
When your changes are complete click on ‘Check for Errors’ and then
‘ Update Totals’.
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Click on ‘Submit’. When the Summary comes up click on OK. This will
take you back to your expense report.
Click on ‘Printable View’ on the bottom right to print a hard copy to
submit with your receipts and one for your records if desired.
How do I Delete a Travel Expense report?
Log in to GeorgiaFirst Financials: https://www.usg.edu/gafirst-fin/
If you have problems with your password, click on the 'Forgot Username
or Password' link below the Sign-in button. This will guide you through
the steps to receive a temporary password through email. If you
experience problems with this link please contact William Bartlett
x5530.
Click on NavBar (upper-right corner of screen)
Click on Navigator
Click on Employee Self Service.
Click on Expense Report.
Click on Delete.
Enter your Report ID if you know it and click on ‘Search’. If you don’t
know it you can search by name by clicking on the drop down menu and
choosing ‘Name’. Enter your last name or the first few letters then click
on ‘Search’.
You should see a list of reports that you have submitted previously
along with their status.
Choose the appropriate report and click on ‘Delete’. No further action is
required.
How do I view my Travel Expense report?
Log in to Self-Service. Click on Employee Self-Service, Expense Report, and
View/Print. You may search for your report by name or report id number.
Can I copy and then modify a previous Expense Report?
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No. This will cause errors within the system. Please create a new report
each time. (See pg. 55-57 for instructions on how to create a new report)
Will my Supervisor/Approver need to sign the hard copy of my
Travel Expense report?
This is up to the individual supervisor/approver. At this time, it is not
required since the approval is given and date/time stamped in the system.
Can I be reimbursed for expenses incurred prior to my travel?
No. You will need to wait until you return to request reimbursement.
What documents are required for travel related expenses
when submitting a check request?
In order for a check request to be processed for travel related expenses, we will
need original receipts or invoices showing the amount to be paid. We will also
need a Travel Authorization form signed by the employee traveling and also
their supervisor. All check requests for travel related expenses must include a
Travel Authorization form in order to be processed.
How can I pay for lodging if I do not have a credit card and a
cash advance is denied?
We have learned that some hotels have changed their business practices and
are requiring checks for the payment of lodging at least 10 business days in
advance of check-in. Due to this industry change and an increase in the number
of requests for (1) advance hotel payments and (2) rush payments before travel
dates; we are establishing a new procedure to (1) reduce the risk of hotels not
accepting our checks and ( 2) ensure that faculty and staff receive the check in a
timely manner to pay for lodging expenses. This new procedure will eliminate the
risk of the hotel not accepting the check. The new procedure is listed below.
Budget & Finance must receive the request and all appropriate backup
documentation at least 14 business days in advance of the travel date or the
request may be returned to you. If returned, you will need to pay for the lodging
cost and submit a reimbursement request upon returning from the travel. This is
due to most hotels adopting new policies of not accepting checks at the time of
arrival/departure.
Fill out a check request made payable to the hotel for the exact amount of your
lodging at least 14 business days in advance. Be sure to obtain a confirmation
from the hotel showing your confirmation number and amount. Submit the
confirmation, travel authorization, a W-9 and an Advance Payment Form with
your check request. Be sure to retain a copy of all of your documents for your
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records and please take a copy of your confirmation with you in case of
discrepancies.
Why haven’t I received my Travel reimbursement?
Please check the status of your report by logging in to Self-Service. Click on
Employee Self-Service, Expense Report, and View/Print. You may search for
your report by name or report id number. If your report is in a ‘Pending’ status,
you will need to click on the ‘Submit’ button in order to allow the report to move
through the system. If you have submitted your report, please check with your
Approver/Supervisor to see if it is in their worklist awaiting approval. Once your
report is approved, it will move into the AP Approvers worklist for
reimbursement processing.
When will I get my Travel reimbursement?
Reimbursements are processed within 5-10 business days. However, this
depends on the report being submitted in the system and all
documentation (receipts and hard copies of report) being received in the
Budget & Finance office.
Will I be reimbursed by check or direct deposit?
This is dependent on the banking information entered in Payroll.
Should I use the Pre-Paid Payment Type option?
Yes, if you have requested a check for lodging, airfare, rental vehicles or other
travel related expenses. Include the receipts or copies of them for these
expenses with your expense report. Paying expenses out-of-pocket does not
establish a pre-paid expense.
Can I use frequent flyer/guest accounts for my travel?
Travelers on university business may open and maintain frequent flyer/guest
accounts with airlines, hotels, car rental, credit card, charge card companies and
other travel suppliers. The cost of these memberships or enrollments is the
responsibility of the traveler and will not be reimbursed by the university.
Travelers may retain promotional items, including frequent flyer miles, earned on
official state travel. However, if an employee makes travel arrangements that
favor a preferred airline, charge or credit card or other supplier in order to
receive promotional items/points and this circumvents purchasing the most
economical means of travel, or results in “excessive” rewards or points, they are
in violation of this travel policy. Costs for travel arrangements that violate the
policy violation are non-reimbursable.
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Must I submit copies of my receipts in order to be reimbursed?
State policies require original, detailed receipts showing the date and amount
paid. In the absence of actual receipts, credit card statements may be acceptable
in lieu of actual receipts.
How long do I have to submit my Travel Expense report?
Employees must submit all expenses for reimbursement and reconciliation within 10
days of trip completion, no later than 45 calendar days. IRS guidelines require
reimbursement within 60 days. If the reimbursement does not occur within 60 days,
the reimbursement will be included in the employee's taxable income.
How do I obtain authorization to travel?
Employees should fill out the paper Travel Authorization form and acquire
approval from the department head or designated official PRIOR to the travel.
The Travel Authorization must be included with each expense report. Please
do not submit travel authorizations through the Expenses Module at this time.
What receipts are required for reimbursement?
Receipts are required for all expenses you are seeking reimbursement for
including but not limited to: lodging, airfare, baggage fees, taxis, buses and other
types of public transportation, parking, rental vehicles and fuel purchases
associated with the rental vehicle and registration fees.
Why do I need to submit a copy of my agenda?
This is a requirement for our auditors to ensure that per diem is not claimed for
meals provided at your meeting or conference.
What if I need to travel by Airline?
Please provide documentation showing purchase of lowest airfare. This
documentation is required. If the airfare is non-refundable, please
provide supporting documentation for this also.
Employees should utilize commercial air transportation when it is more
cost effective and efficient to travel by air than by vehicle. 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 specified destination.
Employees should refer to the statewide contract when making
travel arrangements.
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Employees should use electronic ticketing to avoid any surcharge associated
with hardcopy tickets. Tickets may be purchased using a state issued corporate
charge card, state purchasing card, personal credit card (on an as-needed basis
with prior approval of employer) or through invoicing by a travel agent. Many
travel agencies now charge small fees for issuing tickets. These fees, if
reasonable, are part of the cost of travel. Employees may, therefore, be
reimbursed for such costs, regardless of whether the airfare tickets were
purchased through the State airfare contract or not.
Officials or employees traveling by commercial air carrier will not be reimbursed
for the portion of non-coach (first class, business class, etc.) airfare that
exceeds the cost of the lowest available fare on the same flight unless:
There is no other space available on the needed flight;
The Commissioner of Public Safety certifies that specific air travel
arrangements are necessary for security reasons; or,
A licensed medical practitioner certifies that, because of a person’s
mental or physical condition, specific air travel arrangements are
required. (Written documentation from physician required)
An international Business class nonstop flight exceeds 5 hours in
duration. This does not include any time spent in between flights during
a connection.
In the event there is a charge for checking luggage, the State will reimburse
for a maximum of one (1) piece of checked luggage. In the event additional
bag(s) are required, requests for reimbursement must include an
associated explanation.
How do I get Occupancy Tax (County or Municipal Excise
Tax) removed from my hotel bill?
When lodging in Georgia, you must provide the hotel/motel with a Hotel/Motel
Tax Exempt form, which may be obtained from the Forms section for
Expenses. The State has updated the form to assist with compliance.
Do the per diem rates for employees apply to non-employees?
Yes. Students and other non-employees are expected to remain within the per
diem rates.
What are the High Cost areas within Georgia?
Chatham, Cobb, DeKalb, Fulton, Glynn, and Richmond counties.
What are the per diems for meals within Georgia?
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The cost of meals will be reimbursed at the actual cost of meals, up to $28 ($36
for high cost areas) a day, including tax and tips.
Standard In-State Per Diem rates:
Eligible Meals
Per Diem Amount
Breakfast
$6.00
Lunch
$7.00
Dinner
$15.00
In-State High Cost Area Per Diem rates:
Eligible Meals
Per Diem Amount
Breakfast
$
7.00
Lunch
$9.00
Dinner
$20.00
When traveling overnight, employees can be reimbursed 100% of per diem
less any meals provided. For example,
Total Meal per diem
for day
$28
Lunch provided
-
$7
Total Reimbursed
$21
What are the per diems for meals outside of Georgia?
Employees traveling outside of Georgia may receive meal per diem amounts up
to the federal per diem rates, except on first and last day of travel is 75% of
meal per diem less any meals provided. The $5 federal incidentals allowance is
allowed at the discretion of the approving designee. Please note that the $5
incidentals allowance is no longer included in the per diem rates. Employees
must be reimbursed separately for incidentals. See State Travel Policy Section
4.1 for additional information related to incidentals.
Can I be reimbursed for meals not associated with overnight
travel?
No, the University System of Georgia does not allow meal per diem
reimbursement for non-overnight travel.
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How is Commuter Mileage calculated?
Commuter mileage is the mileage from an employee's residence to their primary
workstation. If an employee departs from their residence, mileage is calculated
from the residence to the destination point, with a reduction for normal one-way
commuting miles. For the return trip, if an employee returns to primary
workstation, mileage is calculated based on the distance to such primary
workstation. If an employee returns to their residence, mileage is calculated
based on the distance to the residence, with a reduction for normal one-way
commuting miles. If travel occurs on a weekend or holiday, mileage is calculated
from the point of departure to the return destination with no reduction for normal
commuting miles. See State Travel Policy Appendix A for clarification on
employee primary workstation.
Note: Employee commuter miles will be based upon the miles indicated
on map. For example, if odometer reads 15 miles but the map
shows 15.8 miles driven, the employee commuter miles will be
16 miles one-way but 32 miles round-trip.
What is the current mileage rate?
As of January 1, 2019, for automobiles, the Tier 1 mileage rate is $0.58 and the
Tier 2 rate is $0.20, for motorcycles, the mileage rate is $0.55 and for airplanes
the mileage rate is $1.26. Please see, should I use the University Vehicle, a
rental vehicle or a personal vehicle?
Should I use the University vehicle, a rental vehicle or a
personal vehicle?
Employees are encouraged to utilize rental vehicles. However, employees may
choose to use personal vehicles if the cost is more economical for the University.
Institutions may reimburse employees for the mileage incurred during the
employee’s use of a personal vehicle.
Rental Vehicle:
If mileage is greater than 100 miles, you must do a cost analysis to see if a rental
vehicle would be advantageous to the state.
The type of rental car chosen should be the most cost effective to the state or
the cheapest type available which is the compact option. Any other choice must
be clearly justified and must serve a business purpose. Justification must be in
writing and prior approval is recommended. If there is no justification or proof of
business purpose for the upgrade, the employee will only be reimbursed at the
amount of the compact option.
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Personal Vehicle:
For all mileage reimbursements requesting the Tier 1 rate, documentation that
a rental vehicle was not the most cost-effective mode of transportation must be
provided.
If a personal vehicle was used after determining a rental vehicle was most
advantageous to the state, then reimbursement will be at the Tier 2 rate.
You may elect to drive your personal vehicle without completing the DOAS Cost
Comparison Tool, however, you will be reimbursed at the Tier 2 rate.
Do I need to submit a travel authorization for registration fees?
No, registration fees are not considered a travel-related expense.
Travel Links:
State Accounting Travel Policy: https://sao.georgia.gov/state-travel-policy.
Note: As you read through the Statewide Travel Policy you will
see numerous references to the State of Georgia’s TTE System.
This is the State’s travel system that is used by many agencies.
We do not use this system, so please disregard references to
usage of the TTE system. Since we do not use this system and
since the Statewide Travel Policy is written with the usage of that
system in mind. For this reason the Board of Regents Business
Procedures Manual will elaborate on USG’s policies and
procedures related to proper protocol for submission and
documentation for travel expense statements as produced by our
USG institutions.
Board of Regents Travel Policy:
http://www.usg.edu/business_procedures_manual/section4
University Travel Policy: http://www.clayton.edu/portals/3/docs/Travel-Policy.pdf
Employee Self-Service: https://www.usg.edu/gafirst-fin/
Travel Forms: http://www.clayton.edu/accounting-services/expenses/travel/forms
State of Georgia Meal Allowance:
http://sao.georgia.gov/sites/sao.georgia.gov/files/related_files/site_page/SOG%2
0Meal%20Allowances%202014.pdf
Federal Per Diem Rates within the Continental United States:
http://www.gsa.gov/perdiem
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Breakdown by meal for federal per diem amounts: http://www.gsa.gov/mie
Federal Per Diem Rates for Foreign Travel:
https://aoprals.state.gov/content.asp?content_id=184&menu_id=78
Breakdown by Meal for Foreign Per Diem Amounts:
https://aoprals.state.gov/content.asp?content_id=114&menu_id=75
Georgia Green Hotel:
http://www.greenseal.org/FindGreenSealProductsandServices/HotelsandLodging
Properties.aspx
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Promissory Note
Repayment Agreement for Cash Advance
Borrower Name: ____________________________________________ Employee ID: __________
Home Address: _____________________________ ________________ _____ ________
Street City State Zip Code
Phone (W): ___________________ Phone (H): __________________ Email: __________________
Department: ________________________________ Account # _________________________
Amount of Advance Requested: $______________
By signing this repayment agreement, the borrower agrees to pay all amounts by the dates
specified by this agreement or to provide required documentation according to the terms listed
below.
1. Reason for Advance_____________________________________________________________
2. Approximate date of completion of activity/travel_____________________________
3. Documentation for expenses for the advance shall be submitted to Budget & Finance Office no
later than 10 days from completion of the activity/travel.
4. I understand that Clayton State University will consider “paid” any balance due for which I submit
required documentation that supports the cash advance expenditures. Required documentation
will consist of original paid receipts and/or invoices that meet normal University guidelines. If an
expense is not an allowable expense or there is not appropriate documentation, then the expense
will be my responsibility and I will repay the amount(s).
5. If the cash advance is more than the total expenditures and supporting documentation. I will
return the excess cash advance no later than 10 calendar days from the completion of the
activity/travel to the Budget & Finance Office.
6. If I do not adhere to these time frames for documentation submission or repayment, I will repay
the funds within 10 days. I also authorize Payroll Services to make deductions from my paycheck
to cover the repayment of this cash advance if not repaid in full in 30 days.
7. In the event funds are stolen, a police report must be filed and submitted with the reconciliation
and I will be responsible for repayment.
8. Additionally, by signing this Agreement, I hereby agree that in the event of a breach of any of the
terms of this Agreement, the University shall be entitled to recover from the borrower reasonable
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attorney fees, the costs of collection and court costs, in addition to all other relief, in law or in
equity, to which the University may be entitled. The costs of collection, may also include collection
agency costs, if the account is referred to a third party collection agency for collection. Any
judgement entered shall be without relief from valuation and appraisement laws.
9. This agreement is executed and delivered in the State of Georgia, and it shall be governed by,
construed, and administered in accordance with the laws of the State of Georgia. The parties
agree that the exclusive venue for any dispute resolution brought under this Agreement shall be
the courts of Clayton County, Georgia.
10. Required documentation and/or return of excess cash should be made to Clayton State
University.
________________________________________ _______________
Borrower/Advance Recipient Signature Date
______________________________________________ __________________
Recommended for Approval: Department Head Date
______________________________________________ __________________
Recommended for Approval: VP/Assistant VP of Department Date
___________________________________________ __________________
Approved by: AVP/Controller/Procurement Director Date
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Route to: Payroll Services
Please mail payments (if not payroll deducted) and correspondence regarding this account to Budget &
Finance Office.
FOR BUDGET & FINANCE OFFICE USE ONLY
CASH ADVANCE
List of all expenditures on file in the Budget and Finance Office.
____________________ ________________________________________
Date Signature (Budget & Finance Office)
Was all money distributed and accounted for? Yes No
$___________________________________ Original Advance
$___________________________________ Disbursed
$___________________________________ Balance (Expense Report)
$___________________________________ Redeposited Funds CRV# _________________
$___________________________________ Remaining Balance
