1. Direct Bill Program
Travel Office

2. 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

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

4. 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

5. 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

6. 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

7. 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

8. Example of Direct Bill Travel Expense form

9. Examples of Hotel Invoice

10. More Examples
Correct Invoice Incorrect Invoice

11. Tax Forms

12. Example of Enterprise Direct Bill Travel Expense Form

13. Reserving a Rental Vehicle

14. Helpful Resources Websites GCHC-TRAVEL@augusta.edu
GCHC Fax
DJJ Fax

15. Questions