College of Coastal Georgia Travel Overview Last updated: February 2019

Travel Authorization Travel authorization forms must be signed and on file in the business office, prior to travel. Blanket Travel authorizations are kept on file for regular usage for trips such as teaching, supervising or meetings in Camden, and travel within a 50 mile radius; Must be approved by supervisor. Out-of-Country: Approved by direct supervisor & by President’s Office. Account numbers must be completed.

Meal Reimbursement meal receipts are not required Non Overnight: Employees traveling for a single day are not eligible for meal per diem or reimbursement. The University System of Georgia does not allow any type of meal allowance for non-overnight travel. Overnight: IN STATE - Employees traveling overnight are generally eligible for per diem amounts designed to cover the cost of three (3) meals per day for all days on travel status. Travelers are eligible the total per diem rate on the first and last day of travel. The per diem allowance must, however, be adjusted for any meals provided to the traveler. OUT OF STATE - Travelers are eligible for 75 percent (75%) of the total per diem rate on the first and last day of travel. For example, if the per diem rate allows a $28 total reimbursement, $21.00 would be allowable on a travel departure or return day ($28 x .75 = $21.) The per diem allowance must, however, be adjusted for any meals provided to the traveler.

High Cost Area Per Diem: In state Meal Per Diem: $28 ($6 for breakfast, $7 for lunch, $15 for dinner). High Cost Area Per Diem: $36 ($7 for breakfast, $9 for lunch, $20 for dinner). High Cost Areas: Chatham Cobb DeKalb Fulton Glynn Gwinnett counties Out of State per diem varies and is accessible via the travel expense statement. It may also be found on the CCGA travel page. Employees who are provided meals during the course of travel must deduct the meal from their claim. This includes hotel continental breakfasts or receptions if the food/timing is sufficient to serve as a meal.

Lodging Employees must be more than 50 miles from home/headquarters. Reimbursement for actual lodging expenses only. Must be documented by original detailed receipts. Travelers are to make hotel reservations directly with the hotel property as opposed to using online travel sites like Expedia or Travelocity. Using these services, you are not guaranteed to have taxes waived which could result in non-reimbursable expenses. Must be business that offers lodging to the public (hotel or motel). VRBO or Homeaway home rentals are not allowed. Remember to inquire about rates for state government employees. Many hotels have discount rates available for state employees with appropriate identification. Must provide Hotel/Motel Excise Tax Exemption form upon registration. If hotel refuses to remove the excise tax, you must submit the employee's name with a brief explanation to Business Services.

Lodging and Taxes Lodging establishments charge 4 types of taxes: State Tax Occupancy Tax Local $5.00 Room Tax When lodging within the state of Georgia on official College business, you are exempt from OCC tax as long as you present the Certificate of Exemption of Local Hotel/Motel Excise Tax form and show valid ID as a State Employee. Whether or not you pay state tax is determined by your payment method. Paying with personal funds and seeking reimbursement = pay state tax and you will be reimbursed. Paying with State Issued Check written to hotel (submitted to AP AT LEAST 2 weeks prior to travel) or State Issue travel card, NO TAX is paid on lodging at all. Out of state lodging, pay all tax regardless of fund source.

Travel Prepayment Options TRAVEL AUTHORIZATION MUST BE SIGNED AND ON FILE BEFORE ANY PREPAYMENT OPTIONS ARE UTILIZED. Airline Tickets Purchase through The Travel Service 912-638-6888. Billed directly to the College, will be paid based on information on your Travel Authorization. Lodging We do not prepay hotel stays for employees, prepaid lodging is only for students and student groups. It is expected for employee travelers to pay their own expenses and seek reimbursement upon return. Employee prepaid lodging is on a financial need basis only and stay must be for more than one night. If financial need exists, a check request must be received in the Business Affairs Office no less than 2 weeks prior to leave date with 2 copies of the reservation attached. If a prepayment is approved, check will be held at the Bursar’s office for employee to pick up and take with them, we will not mail the check to the hotel. Your original check out bill must be obtained at check out and forwarded to AP as proof of your stay. Rental Cars Rental Cars are not prepaid. Rentals from Enterprise or Hertz must be paid and reimbursed on your travel expense statement. No state sales tax should be paid. State sales tax will not be reimbursed. Reservations may be made online at Enterprise or Hertz.

Transportation Employees traveling on State business must use a temporary fleet vehicle, if available. If a temporary fleet vehicle is not available, state employees must choose the least expensive option between a rental vehicle or mileage reimbursement for use of their personal vehicle. Reimbursement for the most economical mode of transportation, consistent with the purpose of the travel, will be authorized. To determine the most cost effective means of ground transportation, refer to the car rental cost calculator form.( Link on CCGA travel page under Resources) Parking & toll expenses will be reimbursed. Receipts should be provided when possible, if not, a written explanation should be made on the expense statement. Any mileage reimbursement that does not include the car rental cost calculator form, or the form indicates that rental vehicle would be more cost effective and personal motor vehicle is used, the employee will be reimbursed for business miles based on the tier 2 rate which is currently 0.20 per mile.

Car Cost Calculator Always Choose Enterprise or Hertz In-State. Enter your trip miles you intend to drive on state business. (Employees should use methods such as Google maps or MapQuest to calculate actual travel distances. A copy of the results must be attached.) Take into consideration the time that you will need to leave/return. Enterprise is open 7am-5pm. Choose No, if you have been told a college car is not available. If you choose Yes, you must rent, or take the lower mileage reimbursement rate. Choose only compact or mid-size for comparison.

Important Notes Travel Expense Statements must be submitted to the Business Office within 45 calendar days of the date of return. Expenses submitted in excess of 60 calendar days MAY NOT be reimbursed. Expenses submitted in excess of 60 days are taxable to the traveler, per IRS Code. Any and all incomplete documents will be returned. ALWAYS provide original itemized receipts. A charge slip is not itemized unless it lists what was purchased. All receipts should be taped to a blank 8x11 piece of paper. Allow 7-10 business days to process all requests through one of the Business Affairs departments. Travel expense reimbursements will be processed via direct deposit (form found on CCGA Travel Page). Please note that the expenses direct deposit sign up is different from your payroll direct deposit. You must complete the direct deposit form to have your travel reimbursements electronically deposited into your bank account. This is a one time set-up, however, you must inform Business Services of any changes in bank account and/or mailing address information.

Resources CCGA website Travel Page: https://www.ccga.edu/page.cfm?p=685 When in doubt, ASK BEFORE YOU GO!

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