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• Introduction
• 1.0: Accounting Principles and Definitions
• 2.0: Chart of Accounts
• 3.0: Purchasing and Contracts
• 4.0: Travel
  • Section 4 Introduction
  • 4.1 Definitions
    • 4.1.1 Accountability
    • 4.1.2 Commercial Transportation
    • 4.1.3 County or Municipal Excise Tax
    • 4.1.4 DOAS Vehicles
    • 4.1.5 Employee Travel Expense Statement
    • 4.1.6 Federal Per Diem Rate
    • 4.1.7 Headquarters
    • 4.1.8 High Cost Area
    • 4.1.9 Institution
    • 4.1.10 Lodging
    • 4.1.11 Miscellaneous Travel Expense
    • 4.1.12 Normal Commuting Miles
    • 4.1.13 Out-of-State Travel
    • 4.1.14 Personal Motor Vehicle
    • 4.1.15 Per Diem Allowance
    • 4.1.16 Point of Departure
    • 4.1.17 Travel Advance
    • 4.1.18 Travel Advance Authorization Form
    • 4.1.19 Travel Exception
    • 4.1.20 Travel Expenses
  • 4.2 Authorization For Travel
    • 4.2.1 General Provisions
    • 4.2.2 Exceptions to Travel Regulations
    • 4.2.3 Employee Authorization for Travel
  • 4.3 General Reimbursement Procedures and Documentation Requirements
    • 4.3.1 General Provisions
    • 4.3.2 Travel Expense Statements/Requests for Reimbursement
    • 4.3.3 Travel Expense Receipt Requirements
    • 4.3.4 Additional Receipt Requirements
    • 4.3.5 Approval Requirements
    • 4.3.6 Institution Responsibilities
  • 4.4 Per Diem Allowance for Meals
    • 4.4.1 Per Diem Allowance for Meals Associated with Overnight Travel Within Georgia
    • 4.4.2 Per Diem Allowance for Meals Associated with Overnight Travel Within High-Cost Areas in GA
    • 4.4.3 Per Diem Allowance for Meals Associated with Overnight Travel Outside Georgia
    • 4.4.4 Per Diem Allowance for Meals Not Associated with Overnight Travel
    • 4.4.5 Meal Expenses Incurred While Taking Leave
  • 4.5 Lodging Expenses
    • 4.5.1 General Provisions
    • 4.5.2 Employee Responsibilities
    • 4.5.3 Reimbursement of Lodging Expenses for Overnight Travel Outside of Georgia
    • 4.5.4 Lodging Associated with a Meeting or Seminar
    • 4.5.5 Authorization for Lodging Within the 50 Mile Radius
    • 4.5.6 Shared Lodging
    • 4.5.7 Taxes Associated with Lodging Expenses
    • 4.5.8 Resort and Other Fees
    • 4.5.9 Internet Usage Charges
    • 4.5.10 Lodging Expenses Incurred While Taking Leave
    • 4.5.11 Required Documentation of Lodging Expenses
    • 4.5.12 Georgia’s “Green Hotels” Program
  • 4.6 Travel By State-Owned or Personal Vehicles
    • 4.6.1 General Provisions
    • 4.6.2 Mileage Reimbursement Rates for Use of Personal Vehicles
    • 4.6.3 Prohibited Mileage Reimbursements
    • 4.6.4 Reimbursement for Parking Fees and Tolls
    • 4.6.5 Required Documentation of Mileage, Parking, and Toll Expenses
    • 4.6.6 Use of Institution-Owned or DOAS Vehicles
  • 4.7 Travel by Commercial or Public Transportation
    • 4.7.1 General Provisions
    • 4.7.2 Commercial Air Transportation
    • 4.7.3 Upgrades to Non-Coach Travel
    • 4.7.4 Indemnification Received Due to Travel Inconveniences Imposed by Airlines
    • 4.7.5 Additional Airline Charges
    • 4.7.6 Fly America Act
    • 4.7.7 Out-of-State Rental of Motor Vehicles
    • 4.7.8 Travel by Railroad
    • 4.7.9 Travel by Mass Transportation, Taxi, or Airport Vans
    • 4.7.10 Reimbursement for Baggage Handling Services
    • 4.7.11 Required Documentation of Expense
  • 4.8 Travel by Private Aircraft
  • 4.9 Miscellaneous Travel Expenses
    • 4.9.1 Telephone/Telegraph/Fax Expenses
    • 4.9.2 Stationary/Supplies/Postage Expense
    • 4.9.3 Baggage Handling Services
    • 4.9.4 Registration Fees
    • 4.9.5 Internet Usage Charges
    • 4.9.6 Visa/Passport Fees
    • 4.9.7 Unallowable Expenses
  • 4.10 Corporate Charge Cards and Travel Advances
    • 4.10.1 General Provisions
    • 4.10.2 Purpose of Travel Advances
    • 4.10.3 Corporate Charge Cards
    • 4.10.4 Authority to Advance Cash for Travel
    • 4.10.5 Approval of Cash Advances for Travel
    • 4.10.6 Amount of Cash Advance
    • 4.10.7 Employee and Institution Accountability of Funds Advanced
    • 4.10.8 Recovery of Cash Advances Made for Specific Trips
    • 4.10.9 Recovery of Cash Advances for Continuous Travel
  • 4.11 Standard Employee Business Travel Forms
• 5.0: Payroll
• 6.0: Accounts Payable
• 7.0: Capitalization
• 8.0: Budget Process
• 9.0: Banking and Investments
• 10.0: Accounts Receivable
• 11.0: Inventory
• 12.0: Protection and Security of Records
• 13.0: Financial Management and Information Systems
• 14.0: Agency Funds
• 15.0: Auxiliary Enterprise Funds
• 16.0: Audits
• 17.0: Affiliated Organizations
• 18.0: Major Repair and Rehabilitation Funds and GSFIC Projects Managed By Institutions
• 19.0: Miscellaneous
• 20.0: Required Reports
• 21.0: Study Abroad Programs
• 22.0: Federal Stimulus Funds
• 23.0: Unrelated Business Income (UBI)
• Updates and Revisions

Section 4.0 Travel

Table of Contents

• Section 4 Introduction
• 4.1 Definitions
  • 4.1.1 Accountability
  • 4.1.2 Commercial Transportation
  • 4.1.3 County or Municipal Excise Tax
  • 4.1.4 DOAS Vehicles
  • 4.1.5 Employee Travel Expense Statement
  • 4.1.6 Federal Per Diem Rate
  • 4.1.7 Headquarters
  • 4.1.8 High Cost Area
  • 4.1.9 Institution
  • 4.1.10 Lodging
  • 4.1.11 Miscellaneous Travel Expense
  • 4.1.12 Normal Commuting Miles
  • 4.1.13 Out-of-State Travel
  • 4.1.14 Personal Motor Vehicle
  • 4.1.15 Per Diem Allowance
  • 4.1.16 Point of Departure
  • 4.1.17 Travel Advance
  • 4.1.18 Travel Advance Authorization Form
  • 4.1.19 Travel Exception
  • 4.1.20 Travel Expenses
• 4.2 Authorization For Travel
  • 4.2.1 General Provisions
  • 4.2.2 Exceptions to Travel Regulations
  • 4.2.3 Employee Authorization for Travel
• 4.3 General Reimbursement Procedures and Documentation Requirements
  • 4.3.1 General Provisions
  • 4.3.2 Travel Expense Statements/Requests for Reimbursement
  • 4.3.3 Travel Expense Receipt Requirements
  • 4.3.4 Additional Receipt Requirements
  • 4.3.5 Approval Requirements
  • 4.3.6 Institution Responsibilities
• 4.4 Per Diem Allowance for Meals
  • 4.4.1 Per Diem Allowance for Meals Associated with Overnight Travel Within Georgia
  • 4.4.2 Per Diem Allowance for Meals Associated with Overnight Travel Within High-Cost Areas in GA
  • 4.4.3 Per Diem Allowance for Meals Associated with Overnight Travel Outside Georgia
  • 4.4.4 Per Diem Allowance for Meals Not Associated with Overnight Travel
  • 4.4.5 Meal Expenses Incurred While Taking Leave
• 4.5 Lodging Expenses
  • 4.5.1 General Provisions
  • 4.5.2 Employee Responsibilities
  • 4.5.3 Reimbursement of Lodging Expenses for Overnight Travel Outside of Georgia
  • 4.5.4 Lodging Associated with a Meeting or Seminar
  • 4.5.5 Authorization for Lodging Within the 50 Mile Radius
  • 4.5.6 Shared Lodging
  • 4.5.7 Taxes Associated with Lodging Expenses
  • 4.5.8 Resort and Other Fees
  • 4.5.9 Internet Usage Charges
  • 4.5.10 Lodging Expenses Incurred While Taking Leave
  • 4.5.11 Required Documentation of Lodging Expenses
  • 4.5.12 Georgia’s “Green Hotels” Program
• 4.6 Travel By State-Owned or Personal Vehicles
  • 4.6.1 General Provisions
  • 4.6.2 Mileage Reimbursement Rates for Use of Personal Vehicles
  • 4.6.3 Prohibited Mileage Reimbursements
  • 4.6.4 Reimbursement for Parking Fees and Tolls
  • 4.6.5 Required Documentation of Mileage, Parking, and Toll Expenses
  • 4.6.6 Use of Institution-Owned or DOAS Vehicles
• 4.7 Travel by Commercial or Public Transportation
  • 4.7.1 General Provisions
  • 4.7.2 Commercial Air Transportation
  • 4.7.3 Upgrades to Non-Coach Travel
  • 4.7.4 Indemnification Received Due to Travel Inconveniences Imposed by Airlines
  • 4.7.5 Additional Airline Charges
  • 4.7.6 Fly America Act
  • 4.7.7 Out-of-State Rental of Motor Vehicles
  • 4.7.8 Travel by Railroad
  • 4.7.9 Travel by Mass Transportation, Taxi, or Airport Vans
  • 4.7.10 Reimbursement for Baggage Handling Services
  • 4.7.11 Required Documentation of Expense
• 4.8 Travel by Private Aircraft
• 4.9 Miscellaneous Travel Expenses
  • 4.9.1 Telephone/Telegraph/Fax Expenses
  • 4.9.2 Stationary/Supplies/Postage Expense
  • 4.9.3 Baggage Handling Services
  • 4.9.4 Registration Fees
  • 4.9.5 Internet Usage Charges
  • 4.9.6 Visa/Passport Fees
  • 4.9.7 Unallowable Expenses
• 4.10 Corporate Charge Cards and Travel Advances
  • 4.10.1 General Provisions
  • 4.10.2 Purpose of Travel Advances
  • 4.10.3 Corporate Charge Cards
  • 4.10.4 Authority to Advance Cash for Travel
  • 4.10.5 Approval of Cash Advances for Travel
  • 4.10.6 Amount of Cash Advance
  • 4.10.7 Employee and Institution Accountability of Funds Advanced
  • 4.10.8 Recovery of Cash Advances Made for Specific Trips
  • 4.10.9 Recovery of Cash Advances for Continuous Travel
• 4.11 Standard Employee Business Travel Forms

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270 Washington Street, S.W.,
Atlanta, GA 30334
U.S.A.

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