1. Travel Training 101 Travel Processors: Aisling Reigle (706) 721-0013 areigle@gru.eduareigle@gru.edu April Stapleton (706) 721-2114 astapleton@gru.eduastapleton@gru.edu Donna Rayner, Director of Accounts Payable (706) 721-2658 drayner@gru.edudrayner@gru.edu Travel Office E-mail: travel@gru.edu

2. Policies and Procedures Georgia State Accounting Office https://sao.georgia.gov/sites/sao. georgia.gov/files/related_files/sit e_page/SOG_Statewide_Travel_Pol icy_040115.pdf Board of Regents Business Procedures http://www.usg.edu/business_pro cedures_manual/section4/

3. Checklist  Travel Authorization (TA)  Supporting documents from conference/meeting (webpage, brochure or e-mail)  Conference name, date and location  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  What is the benefit to GRU?  Must have supervisory approval and budgetary approval signatures  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”  Receipts showing breakdown of charges (taxes and fees)  Must have traveler signature and budgetary approval signature

4. 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 pre- approving 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.

5. Most Common Mistakes  Travel Expense Statement (day vs. overnight form)  75% on the first and last day of travel for overnight trips  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)  Must submit receipts for anything $25.00 or greater  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  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

6. Most Common Mistakes Continued…  Valet parking instead of self- parking  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)  Business justification for internet usage  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"

7. 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

8. Non-Reimbursable Expenses Non-reimbursable expenses include, but are not limited to, the following:  Airline, car, and card membership dues and club fees;  Travel upgrade fees (air, rail, car)  Alcoholic beverages  Bank charges for ATM withdrawals, except on international travel  Childcare costs  Clothing or toiletry items  Commuting between Residence and Primary Work Station  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

9. Non-Reimbursable Expenses Continued…  Loss Damage Insurance when State agency contract rate vehicle is available and another rental car agency is utilized  Loss or theft of cash advance money or airline tickets  Loss or theft of personal funds or property  Lost baggage  Luggage or briefcases  Medical expenses while traveling (Exceptions may be made to accommodate ADA compliance)  Mini-bar charges  Movies  No-show/Cancellation fees or fees related to hotel late check-out (unless business or weather related)  Personal reading materials (magazines, newspapers, etc.)  Personal vehicle maintenance (including car washes)  Personal entertainment  Personal Pet care

10. Non-Reimbursable Expenses Continued…  Recreational expenses  Rental vehicle maintenance (including car washes)  Saunas, massages  Shoe Shines  Souvenirs or personal gifts  Traffic citations (moving violations), parking tickets, court fees and other fines  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

11. 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 pre- approved 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.

12. 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.

13. Travel Links and Forms  Travel Office website http://www.gru.edu/finance/controller/travel / http://www.gru.edu/finance/controller/travel /  Travel Authorization http://www.gru.edu/finance/controller/travel /documents/travel_authorization.pdf 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 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 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 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 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 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 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=print- radio&utm_term=portal/category/21287&ut m_campaign=shortcuts http://www.gsa.gov/portal/content/104877? utm_source=OGP&utm_medium=print- radio&utm_term=portal/category/21287&ut m_campaign=shortcuts  Foreign Per Diem http://aoprals.state.gov/content.asp?content _id=184&menu_id=78 http://aoprals.state.gov/content.asp?content _id=184&menu_id=78