1	STATEWIDE TRAVEL REGULATIONS Effective for Travel October 1, 2006
2	General Information Changes are effective for all travel on or after October 1, 2006. Travel prior to October 1, 2006 will be reimbursed under the previous guidelines and using the older version of the Travel Expense Statement. The travel regulations can be found at http://sao.georgia.gov Please turn in all expense statements for travel prior to October 1 before the end of Fall Semester.
3	General Information Ensure that forms are filled out completely prior to submission. The new forms require you to enter your Employee ID#. This is your number assigned by Human Resources that appears on your check advice and on your leave report. Non-employees will not have an Employee ID #. A vendor profile must be submitted to the Office of the Controller prior to or along with the travel expense statement.
4	General Information There are two separate but similar travel expense forms. One for employee travel and one for non-employee travel (candidates, consultants, etc.)
5	Authorization for Travel Travel authorizations are still required for all travel. Employee should receive authorization from their department head/director prior to performing the travel. A standing travel authorization may be issued on a yearly basis for all in-state travel. A specific authorization must be initiated for all out-of state travel.
6	Meal Reimbursement Methodology for covering the cost of meals has been changed from the reimbursement basis to a per diem amount based on eligible meals. Employees traveling overnight will be paid a per diem amount designed to cover the cost of meals (including taxes and tips) based on the number of meals per day for which the employee is eligible.
7	Meal Reimbursement Overnight Travel Employees traveling overnight are generally eligible for three meals per day other than the day of departure and day of return. There are specific instances in which an employee may be eligible for the three-meal per diem rate on departure/return days. Must enter the time in the correct format on the expense statement for the meals to be populated. (00:00 am or 00:00 pm) Please enter the location of the city, not the restaurant where you ate.
8	Meal Reimbursement Day of Departure/Return
9	Meal Reimbursement Exceptions If any meal is included as a part of the cost of conference registration, this meal should not be considered eligible in the calculation of per diem. Example – If conference registration includes breakfast and lunch, the employee will only receive per diem for the dinner meal. All meals included as a part of the conference registration fees should be noted on the travel form.
10	Meal Reimbursement Exceptions If for some reason the employee is unable to participate in the conference meal, the employee may request the per diem amount associated with the meal purchased in lieu of that provided. If this situation occurs, the employee must provide a receipt documenting the meal purchased and justification for the meal purchased must be indicated on the statement.
11	Per Diem Rates In-State
12	Meal Reimbursement In-State High Cost Employees are considered traveling in high cost areas of Georgia when their official responsibilities must be performed at a location designated as a high cost area or lodging is obtained in a location designated as a high cost area. High Cost Counties in Georgia – Chatham, Cobb, Dekalb, Fulton, Glynn & Gwinnett
13	Per Diem Rates In-State High Cost
14	Meal Reimbursement Out-of-State Employees traveling outside of Georgia may receive meal per diem amounts up to the federal per diem rates – less the $3 federal incidentals allowance. Federal per diem rates can be found at http://www.gsa.gov/perdiem Breakdown by meal for federal per diem rates can be found at http://www.gsa.gov/mie
15	Meal Reimbursement Out-of-State Per diem rates for foreign travel can be found at http://www.state.gov/m/a/als/prdm If neither the city nor the county is listed for a particular state, the per diem rate is the standard federal per diem rate of $39 for meals and incidentals. With the $3 deduction for incidentals, the meal per diem would be $36 ($7 Breakfast, $11 Lunch and $18 Dinner)
16	Meal Breakdown Out-of-State
17	Meal Reimbursement No Overnight Travel Employees may receive per diem for meals that are an integral part of a scheduled, official meeting. The meeting must be with persons outside the employee’s department and meeting should continue during the meal. Employees are not authorized to receive this per diem if they leave the premises of the meeting site.
18	Meal Reimbursement No Overnight Travel Employees may be reimbursed for noon meals that are part of a required registration fee. Employees who travel more than 30 miles from home or headquarters on a work assignment and are away for more than thirteen hours may receive per diem for meals. The travel regulations do not authorize employees to receive per diem for a “lunch meeting” in which the meal and meeting are one and the same.
19	Employee Group Meals Purpose – To provide guidance regarding situations in which an employer might purchase meals for a group of employees when such employees may not be on travel status or otherwise eligible for payment of meals.
20	Employee Group Meals Statement of Policy – Under certain infrequent circumstances, employees may be required to remain at the work site during mealtime. Such circumstances include emergency situations but may also include intra-departmental meetings or training sessions, where the meeting or training session continues during the meal and the employees are not permitted to leave the premises of the meeting site.
21	Employee Group Meals Expenditures are limited to the purchase of meals only, no snacks. The meal limits must be adhered to. A formal, written agenda for the meeting/training must be documented and submitted with the request for payment/reimbursement. A listing of employees for whom meals were purchased must be submitted with the request for payment/reimbursement.
22	Employee Group Meals Account code 627025 – Special Group Meals will be used. This account will be subject to special audit scrutiny. The expenditures must be infrequent rather than routine. This policy does not allow the purchase of meals for a “lunch meeting” in which the meal and the meeting are one and the same.
23	Lodging Expenses Employees who travel more than 50 miles from their home office, residence, or headquarters may be reimbursed for lodging expenses. Employees should ensure that the most reasonable lodging rates are obtained. Certified “Green Hotels” can be found at http://www.p2ad.org/Assets/Documents/ci_grnhotel.html
24	Taxes Associated with Lodging Lodging paid directly by employee (personal credit card, personal check or cash) State and local government officials and employees traveling within the state of official business are exempt from paying the county or municipal excise tax on lodging (“hotel/motel” or “occupancy” tax). Employees are required to pay any state/local sales and use taxes.
25	Taxes Associated with Lodging Employees are required to submit a copy of the hotel/motel tax-exemption form when they register at a hotel/motel. This does not apply to employees staying at an out-of-state hotel/motel. If the hotel will not exempt the tax, the employee should pay the tax. The tax should be noted on the travel expense statement and will be reimbursed. The travel reimbursement office will notify the SAO of the hotel/motel’s refusal to exempt the tax.
26	Lodging Expenses “Resort” and other fees are sometimes charged by a hotel. These are not tax exempt fees and will be reimbursed. The lodging expenses should be itemized on the travel expense statement and receipts are required for reimbursement.
27	Mileage Reimbursement The state now requires employees who travel to determine the most advantageous form of travel. There are many factors that play a role in determining the most advantageous form of travel. Some helpful links are: http://www.gsa.gov/pov and http://ssl.doas.state.ga.us/vehcostcomp
28	Mileage Reimbursement Tier 1 Rate – When it is determined that a personal motor vehicle is the most advantageous form of travel. Reimbursement will be as follows: Automobile $0.445 per mile Motorcycle $0.305 per mile Aircraft $1.07 per mile
29	Mileage Reimbursement Tier 2 Rate – If a government/agency owned vehicle is available and its use is determined to be most advantageous or if it is determined that a rental vehicle is the recommended method of travel, but a personal motor vehicle is used, the employee will be reimbursed for business miles traveled at the rate of $0.285 per mile.
30	Mileage Reimbursement Tier 3 Rate – If a government/agency owned vehicle is assigned directly to an employee but that employee utilizes a personal motor vehicle, the employee will be reimbursed for business miles traveled at the rate of $0.125 per mile.
31	Mileage Reimbursement Employees requesting reimbursement must record the actual odometer readings on the expense statement. Personal/commuting miles should be excluded. Employees who share a vehicle and do not claim any reimbursement should indicate the name of the person they rode with on the travel expense statement.
32	Determination of Miles Traveled Employees may be reimbursed for the mileage incurred from the point of departure to the travel destination. If an employee departs from his/her residence, mileage is calculated from the residence to the destination point, with a reduction for normal one-way commuting miles. If an employee returns to his/her residence, mileage is calculated based on the distance to the residence, with a reduction for normal one-way commuting miles.
33	Example A
34	Example B
35	Example C
36	Exceptions If travel occurs on a weekend or holiday, mileage is calculated from the point of departure with no reduction for normal commuting miles. If an employees does not regularly travel to an office/headquarters, the requirement to deduct normal commuting miles does not apply.
37	Parking Fees & Tolls Expenses for parking fees & tolls should be recorded on the travel expense statement. A receipt should be obtained and submitted with statement. If it is not possible to obtain a receipt, then a written explanation should be included on the expense statement.
38	Air Travel Employees should utilize commercial air transportation when it is more effective and efficient to travel by air than by vehicle. Employees who travel by air should obtain the lowest available airfare to the specified destination, which may include the use of the Internet, a travel agency, or the State airfare contract.
39	Air Travel The state contract for airfare can be found at http://ssl.doas.state.ga.us/PRSapp/PR_StateWide_contract_menu.jsp Employees who utilize the state airfare contract may purchase their tickets through a travel agent. Employees traveling by air should travel in the most cost-effective manner and utilize the lowest possible coach fares.
40	Rental of Motor Vehicles Go to link at http://www.bf.westga.edu/Travel Book a reservation Do not choose insurance options if on state business Call Enterprise within 24 hours to let them know about pickup/drop-off If drop-off is made after hours, leave keys with Public Safety/Dispatch for pickup Call Enterprise to let them know car is ready for pickup Keep Enterprise receipt and turn it in for reimbursement on standard travel form
41	Miscellaneous Travel Expenses There are several types of miscellaneous travel expenses that are allowed for reimbursement. These include telephone/fax expenses, internet usage charges, stationery/supplies/postage expenses, baggage handling services, and registration fees.
42	Reimbursement Procedures Must submit expenses on the employee travel expense statement. The form can be found at http://www.bf.westga.edu/Travel/Forms The request for reimbursement should include itemized expenses for all authorized expenses, explanation of any unusual expenses, purpose of trip and the types of transportation used.
43	Reimbursement Procedures Employees are required to sign their travel expense statement, attesting that the information presented on the form is accurate. Employees who provide false information are subject to criminal penalty of a felony for false statements, which is subject to punishment by fine of not more than $1,000 or by imprisonment for not less than one nor more than five years.
44	Reimbursement Procedures Travel expense statements are processed in the order in which they are received. All reimbursements will be direct deposited into the bank account authorized by the employee. A direct deposit form must be completed prior to the first travel expense reimbursement.
45	Required Receipts Receipts are required for the following expenses – meals purchased in lieu of those provided at the conference/training, lodging, airline fares, rental of motor vehicles, gasoline purchased for rental vehicles, supplies, and registration fees. Receipts for parking, tolls, mass transit/taxi/airport vans and communication expenses are recommended.
46	Forms Hotel/Motel Tax Exemption Form Travel Expense Statement For travel on or after October 1, 2006 For travel prior to October 1, 2006 Travel Authorization Form Standing Travel Authorization Form http://www.bf.westga.edu/Travel/Forms/