- Introduction
- 1.0: Accounting Principles and Definitions
- 2.0: Chart of Accounts
- 3.0: Purchasing and Contracts
- 4.0: Travel
- Section 4 Introduction
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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
- 4.3 General Reimbursement Procedures and Documentation Requirements
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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
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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
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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
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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)
- 24.0: Student Fees
- Updates and Revisions
4.8 Travel by Private Aircraft
Employees may be reimbursed for the use of a private aircraft. Reimbursement will be at the same rate as mileage reimbursement for travel in a personal vehicle, as noted in Section 4.6.2. Reimbursement is made for the most direct route via highway miles from the employee’s residence or headquarters to the destination point(s), whichever is nearer.
Employees utilizing private aircraft should document the expense on the employee travel expense statement. In the Comments section of the employee travel expense statement, the employee should add following comment: “Traveled by private aircraft, registration number Nxxxx; mileage calculated from the official highway map.”