Direct Bill Program Travel Office

Direct Bill Resource for adult and juvenile health care employees Large number of direct bill hotels (30+) Navigating the process Administrative result of the program

Employee Benefits Financial resource for employee No upfront expense to employee No waiting for a lodging reimbursement Convenient lodging near sites

Employee Responsibilities Review Hotel Bill No Occupancy (Hotel/Motel) Tax and Sales Tax Permitted tax: $5 Hotel Fee and $1 City Fee Provide State Forms: Cert. of Exemption Local Hotel/Motel Tax Form (All Travel) Sales Tax Cert. of Exemption Form (Direct Bill) Submit Travel Expense Forms Timely 10 Business Days

Occupancy Tax Not Removed What happens if hotel refuses to remove occupancy tax: Obtain name of hotel employee Obtain phone number of hotel Make a note on the bill that the hotel employee refused to take off the occupancy tax AU staff will notify the state of Georgia

Current Complications Unable to pay invoice due to travel statement submissions (30-45 days) Hotels charging employee and AU AU short pays hotel if tax is included Name on account Georgia Correctional Health Care No show charges unallowable

Solutions 10 business day submission of expense statements Provide hotel with both tax forms Ensure correct bill at check-out Repeat offenders suspended from benefit of direct bill Management assistance in ensuring all travelers are Informed of employee responsibilities

Example of Direct Bill Travel Expense form

Examples of Hotel Invoice

More Examples Correct Invoice Incorrect Invoice

Tax Forms

Example of Enterprise Direct Bill Travel Expense Form

Reserving a Rental Vehicle

Helpful Resources Websites GCHC-TRAVEL@augusta.edu http://www.augusta.edu/finance/controller/gchc-djj-travel-office/index.php GCHC-TRAVEL@augusta.edu GCHC Fax 706-446-2844 DJJ-TRAVEL@augusta.edu DJJ Fax 706-446-1052

Questions