Travel Training 101
Travel Processors:
Donna Rayner, Director of Accounts Payable (706) 721-2658 drayner@gru.edu
Travel Office E-mail:
travel@gru.edu
Policies and Procedures
Georgia State Accounting Office
Board of Regents Business Procedures
https://sao.georgia.gov/sites/sao.
georgia.gov/files/related_files/sit
e_page/SOG_Statewide_Travel_Pol
icy_040115.pdf
http://www.usg.edu/business_pro
cedures_manual/section4/
Checklist

Travel Authorization (TA)

Supporting documents from
conference/meeting (webpage,
brochure or e-mail)

CFC (Chartfield Combination)with
available travel funds (600000 account)

Estimate travel expenses
Estimated airline cost is required if flight
is a direct bill to GRU

Rental Car Request form, if needed

List general purpose of trip


Travel Expense Statement (TES)

CFC (Chartfield Combination)with available
funds

List brief description of business purpose for the
trip and where you traveled under “Location
Points Visited”
Conference name, date and location



What is the benefit to GRU?
Must have supervisory approval and
budgetary approval signatures

Receipts showing breakdown of
charges (taxes and fees)

Must have traveler signature and
budgetary approval signature
Where Do We Send Travel Documents?

Travel documents must be mailed
to HSB-160. If hand-delivering, the
Travel Office is located in Annex I,
HSB-123.

You may scan the travel
documents, if we are preapproving airline tickets, making
registration payments for the
traveler, or approving car rental
request forms. Otherwise, please
submit Travel Authorization along
with Travel Expense Statement
after the trip. If scanned, please
retain the originals in your
department.
Most Common Mistakes

Travel Expense Statement (day vs. overnight
form)

Must submit receipts for anything $25.00 or
greater

75% on the first and last day of travel for
overnight trips

Need airline receipts that list destination
to/from, breakdown of taxes/fees and type
of ticket (economy or business)

Claiming the Tier 1 rate for using personal
vehicle instead of rental car, when rental car
is cheaper

First day of travel should be listed on top line
of TES and last day of travel should be listed on
last line in the ”Meals” section

Missing supporting documents

Location points visited and purpose of trip

Missing detail on required receipts (credit
card and bank statements are not acceptable
in lieu of receipts)

Most cost effective method of transportation

Pre-approval on rental car required before
trip (expenses will not be reimbursed without
pre-approval from Travel Office and on Travel
Authorization)

Correct mileage rate (Tier 1 vs. Tier 2 rate)

Use drop down box to change to Tier 1 rate
Most Common Mistakes Continued…

Valet parking instead of selfparking

Business justification for internet
usage

Omitting commute miles (miles you
would normally drive from home to
GRU) when leaving from home on a
normal workday


U.S. carrier for airline tickets (Fly
America Act)
Certificate of Exemption of Local
Hotel/Motel Excise Tax exemption
form (GRU employees are exempt
from local occupancy tax in the
State of Georgia)

Separating tips on taxi receipts

Tips should be listed under
“Miscellaneous Expenses"
Reimbursable Expenses
Reimbursable expenses while on official travel
status include, but are not limited to, the following:

Business office expenses (copy services, postage,
and supplies)

Business related phone calls, faxes, and internet
usage charges and fees

Transportation costs from lodging or businesses
to restaurants

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

Baggage handling services, other than regular
portage/tips

Laundry or cleaning expenses on trips lasting
seven (7) calendar days or more
Non-Reimbursable Expenses
Non-reimbursable expenses include,
but are not limited to, the following:

Commuting between Residence and
Primary Work Station
Airline, car, and card membership
dues and club fees;

Country Club dues

Expenses related to vacation or
personal days taken before, during or
after a business trip

Haircuts and personal grooming

Laundry, cleaning, pressing costs for
trips of less than seven days


Travel upgrade fees (air, rail, car)

Alcoholic beverages

Bank charges for ATM withdrawals,
except on international travel

Childcare costs

Clothing or toiletry items
Non-Reimbursable Expenses
Continued…

Loss Damage Insurance when State
agency contract rate vehicle is
available and another rental car
agency is utilized

Movies

No-show/Cancellation fees or fees
related to hotel late check-out
(unless business or weather related)

Loss or theft of cash advance money
or airline tickets


Loss or theft of personal funds or
property
Personal reading materials
(magazines, newspapers, etc.)


Lost baggage
Personal vehicle maintenance
(including car washes)
Personal entertainment

Luggage or briefcases

Personal Pet care

Medical expenses while traveling
(Exceptions may be made to
accommodate ADA compliance)


Mini-bar charges
Non-Reimbursable Expenses
Continued…

Recreational expenses


Rental vehicle maintenance
(including car washes)
Travel accident insurance
premiums

TSA PreCheck application fee for
airport pre-screening convenience
service

Valet services for parking, when
self-parking options are available,
unless there are valid security
reasons

Saunas, massages

Shoe Shines

Souvenirs or personal gifts

Traffic citations (moving
violations), parking tickets, court
fees and other fines
Rental Car

Note: If a rental car or van is
used within Georgia or outside
Georgia, a Request for Rental Car
form is required to be preapproved through the travel
office prior to travel. If your
rental car is not pre-approved,
expenses related to the rental
car including usage charges,
gasoline and parking will not be
reimbursed.
Helpful Information

Anytime you are driving your
personal vehicle or rental car while
on official state business, please
keep the “State of Georgia
Government Vehicle Georgia
Liability Insurance Identification
Card” in your vehicle.
Travel Links and Forms

Travel Office website
http://www.gru.edu/finance/controller/travel
/

Travel Authorization
http://www.gru.edu/finance/controller/travel
/documents/travel_authorization.pdf

Travel Expense Statement-Day Trip
http://www.gru.edu/finance/controller/travel
/documents/travel_expense_day_04182014.pd
f

Travel Expense Statement-Overnight Trip
http://www.gru.edu/finance/controller/travel
/documents/travel_exp_overnight_04182014_
2.pdf

Rental Car Request Form
http://www.gru.edu/finance/controller/travel
/documents/car_rental.pdf

Certificate of Exemption of Local
Hotel/Motel Excise Tax
http://www.gru.edu/finance/controller/travel
/documents/hotelexemption1.pdf

Direct Deposit Form
http://www.gru.edu/finance/controller/travel
/documents/travel_direct_deposit.pdf

State of Georgia Per Diem
http://www.gru.edu/finance/controller/travel
/documents/georgia_meal_rate.pdf

Domestic Per Diem Outside of Georgia
http://www.gsa.gov/portal/content/104877?
utm_source=OGP&utm_medium=printradio&utm_term=portal/category/21287&ut
m_campaign=shortcuts

Foreign Per Diem
http://aoprals.state.gov/content.asp?content
_id=184&menu_id=78