Overview of Travel Policy
Contact Info
• Send all inquiries to accounting_services@columbusstate.edu • Accounting Service Staff: • Julie Burhenn: Asst Comptroller RICH 212 ext. 8910 • Cindy Relford: Student/Team Travel RICH 249 ext. 8495 • Sharonda Harvey: Invoice / Employee Travel RICH 249 ext. 8491
• Check Pickup: RICH 249 ext.8494
General Provisions • The State reimburses travelers for reasonable and necessary expenses incurred in connection with approved travel on its behalf • A necessary expense is one for which there exists a clear business purpose and is within the State’s expense policy limitations • A clear business purpose contains all information necessary to substantiate the expenditure including a list of attendees, if appropriate, and their purpose for attending, business topics discussed, or how the expenditure benefited the State
TRAVEL REIMBURSEMENT DEADLINES Per the State of Georgia Travel Policy, all travel should be submitted immediately after completion of the trip or event, ideally within 10 days. Submitted within 45 days
Qualifying expenses are reimbursable and excluded from traveler's taxable income.
Submitted over 45 days
May be considered non-reimbursable by Budget Manager and/or Office of Finance. Additional approvals may be required if reimbursed.
Submitted over 60 days
If reimbursed, becomes taxable income per IRS regulations, and will be included in the traveler's IRS Form W-2.
Submitted over 75 days
Non reimbursable per MGA Travel Policy.
Travel Applications • Vehicle Protection under State liability for Faculty/Staff • Department to be charged
• Travelers participating, business purpose, anticipated expenditures, mode of transportation, etc.
Approver • A traveler’s immediate supervisor or higher administrative authority • Certify: • Appropriateness of the expenditure and reasonableness of the amount • Compliance with funding agency regulations and State reimbursement policies • Completeness and accuracy of documentation
Airfare • Travelers on State business should always select the lowest priced airfare that meets their approved most logical itinerary and State Policy • Business Class airfare is allowable for international flights and domestic flights to Alaska and Hawaii. • The University System of Georgia does not permit First Class travel. • All flights should be booked at least 14 days, but no more than 30 days in advance, when practical • In the event there is a charge for checking the traveler’s first piece of luggage, the State will reimburse for that charge
Ground Transportation • Public Transportation (shuttles, taxis, etc.) • Car Rental • In-state, Hertz or Enterprise, your choice • Out-of-state, Hertz must be used if picking up from airport
• State liability policy is only in effect while the employee is using the rented vehicle for official State business
• Fleet vehicle • Personal vehicle
Commuting Miles • Roundtrip mileage between your Residence and your Primary Work Station is personal commuting expense and is not eligible for travel reimbursement. o Residence - the primary location (tax home base) where you personally reside. o Primary Work Station - the location a State employee regularly reports to for work. o Temporary Work Station - a temporary work site away from the Primary Work Station, including meeting sites, where your work assignment is realistically expected to last (and does last) one year or less.
Lodging • The traveler should select the least expensive option available taking into consideration proximity to the business destination and personal safety • Utilization of a private residence such as rental of home/condo, VRBO, HomeAway, etc. are prohibited by Section 3.1 of the State Travel Policy • The traveler or the travel arranger must inquire about the government rate availability, or the conference lodging rate, and select the lowest available rate • Travelers on State business are allowed lodging expenses when their destination is located more than 50 miles from both their Primary Work Site and Residence • When lodging is shared, the traveler paying for the lodging seeks reimbursement for the full expense
• Upgraded room accommodations that incur an additional charge are not allowed • State and local government officials and employees traveling within the state on official business are exempt from paying the county or municipal excise tax on lodging (“hotel/motel” or “occupancy” tax, regardless of the payment method being used • Lodging is eligible for exemption from State of Georgia Sales Tax when the payment method being used is direct bill to the agency
Meals • Effective 07/01/2018, the USG does not provide meal per diem during non‐overnight travel due to the IRS taxable compensation implications. • 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 other than the day of departure and the day of return • Employees traveling overnight within the State of Georgia or “In State” will receive 100% reimbursement on the first and last day of travel, less any provided meal(s).
• 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) • When meals are provided to an employee in conjunction with travel events on a travel departure or return day, the full meals per diem reimbursement rate is reduced by the amount of the provided meal(s) after the 75% proration. For example, if the per diem allows a $28 total reimbursement, and lunch was provided at no cost on a travel departure or return day, the total allowable reimbursement for that day would be $14 [$28 * .75= $21 - $7 lunch = $14.00].
Student Travel • If traveling students will be receiving a reimbursement, a Student Travel Application must be completed and obtain signatures of Approving Officials. • Traveling students who will not be receiving a reimbursement, will not need to have a Student Travel Application completed. • The sponsor is responsible for gathering accurate information and documentation for all students.
Candidate Travel • Individuals who are invited to Columbus State University for the purpose of an employment interview and evaluation may be reimbursed for allowable travel expenses. • Allowable expenses are those incurred for transportation, meals and lodging.
• Hiring official/department or search team should submit to the appropriate Dean or Vice President a completed Non-Employee Travel Application for authorization to pay or reimburse the candidate for travel expenses for the purposes of position recruitment. • Payment/reimbursement for such expenses are limited to faculty or senior administration positions and must have prior approval from the Dean or Vice President.
Travel Reimbursement • Ideally within 10 days, but no later than 45 calendar days after completion of the trip or event • For standing travel, an expense statement should be submitted on a monthly basis
• Once received, the expense statement will be processed within 7 – 10 business days • Receipts must contain appropriate detail, including starting and ending destinations, hotel charges, and detailed item charges. • Do not use third party vendors like Orbitz, Travelocity, etc. • Travel Expense Statement
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