Not necessarily. GT has negotiated discounted fares through Travel Inc. Contact us via ServiceNow – Expenses if you believe you’ve found a cheaper itinerary. 

No, not all bookings require cost comparisons. However, cost comparisons must be documented in certain common scenarios, including but not limited to:

• When personal travel is combined with a Georgia Tech business trip. A cost comparison showing the fare with and without personal travel must be requested and documented prior to booking.
• When a higher-class airfare is selected and it does not meet policy requirements.
• When a higher-class airfare is selected due to no availability. Example: no lower-cost options are available that meet the travel needs.
• When the origin and return locations do not match. Example: Trip originates in Spain, travels to Atlanta, and returns to Costa Rica.

NOTE: When cost comparison requirements apply, these are required to be included within the Expense Reports along with an itemized airfare receipt. Only the most cost-effective airfare will be reimbursed. 
 

Each expense must be recorded by date, amount, and receipt. If multiple expenses are lumped into a single Expense Line item, the initiator must use the Itemization Tool to break out each expense by date, amount, and receipt.

NOTE: All expenses, regardless of the amount or volume, must be itemized within the Expense Report.
 

No. All airfare bookings made on or after May 16, 2025, must comply with the new requirements outlined in Air Transportation Policy 6.6.

No. All bookings must go through Travel Inc., regardless of external fare prices.

Yes, but a cost comparison, with and without personal travel must be completed and documented prior to booking. Reimbursement will be limited to the lowest airfare cost.

Yes. Direct Bill is optional. You may choose to use a personal credit card within your Concur profile.

Yes. You can choose either a personal or Direct Bill method of payment. 

Family members are NOT allowed to use Georgia Tech’s discounted rates (through Concur or by calling Travel Inc.) or have their airfare paid by Georgia Tech via Direct Bill.

For reservations that include family members, T&E recommends contacting Travel Inc. and clearly identifying:
⦁    The Georgia Tech traveler (who should use the discounts and Direct Bill)
⦁    The family members (who should not use Georgia Tech discounts or Direct Bill)

This allows Travel Inc. to assist with booking airfare arrangements for the entire group while ensuring compliance with Georgia Tech policy.

Yes, if they choose not to use Direct Bill.

Yes. Submit a $0.01 Spend Authorization for all official GT travel out-of-state. 

Employees can submit a Single Trip Direct Bill Form to Travel Inc. via email to book airfare using Direct Bill as the payment method. Frequent travelers are encouraged to request Direct Bill access by completing the Concur Travel Access and Recurring Direct Bill Form.

On Workday’s Home page, click the left-hand Menu and, under Personal, select Expenses Hub. Then, click Expense Reports to view the desired report. Review the Expense Report Business Process tab to determine the report’s status—Approved, Canceled, Draft, or In Progress. The Expense Payment tab displays the payment information.

Utilize the Batch Single Trip Direct Bill form for groups of ten or more and follow the instructions to submit the request to the appropriate Travel Inc. Group Travel Team. 

To enter a daily per diem rate for a specific date range within an Expense Report, search for "Meals Per Diem" as the Expense Item. For both employees and non-employees, options for Domestic and International (Expense Reports Only) rates will be available.

Use the “Custom” option only in circumstances where the standard Meals Per Diem selections cannot accommodate the situation (e.g., when using various Worktags). A justification is required when using the Custom option, along with a screenshot of the applicable Meals Per Diem rate to support the reimbursable amount.

To look up daily per diem rates, review the table below:

Note: Eligibility applies to all Meals Per Diem rates. Travelers are eligible for only 75% of the total day's per diem rate on the first and last day of travel.

All employees active on payroll have access to the Travel & Expense System (Workday Financials and the Concur Booking platform) via TechWorks. Training is not required to gain access; however, training guides and job aids are available on ServiceNow – Expenses.

Spend Authorizations and Expense Reports can be submitted through Workday, while airfare, lodging, and rental vehicle bookings can be arranged through Concur.

The traveler must pay the expense out-of-pocket and request partial reimbursement upon completion of the trip.

Run the EBBR - Expense Budgetary Balance Report – GTCR report for Gift or Designated Worktag funds. Run the SABER report for Grant Worktags.

You can email Travel Inc. at gatech@travelinc.com

Employees may also use the Concur Booking platform to view available fares. An alternative Spend Authorization number (AUTH-1234567) may be used to preview airfare options. However, a valid and current Spend Authorization is required at the time of booking.

Travel Inc. can be contacted via email or phone:

By Email 
Single Request Needs: gatech@travelinc.com
Group Travel Request Needs (10+ travelers): gtpcorporate@travelinc.com

By Phone
From 8:30 AM to 5:30 PM: 770- 291-5190
After Hours: 877- 548- 2996
 

For policy interpretation and review of allowable costs, submit a ServiceNow request. If the reimbursements appear to present a risk to the Institute or include personal expenses, contact the GT ethics hotline at 1-866-284-5565 or on the web at http://www.ethicspoint.com

No. The new policy is effective immediately. Departments must notify all travelers and assist non-employees with travel arrangements.

Yes, for airfare reservations. It is optional for lodging or rental vehicle bookings arrangements. 
All airfare for Georgia Tech business travel must be booked through Travel Inc., either via Concur or by contacting their agents directly. This requirement applies to both employees and non-employees traveling on official Georgia Tech business. 

The Hertz Contract number is #2018737, and the Enterprise Contract number is #03W1179. Both vendors allow only Georgia Tech employees aged 18 and over to rent vehicles for official GT business travel.

The rental rates include Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW) insurance if the vehicle is rented under the statewide contract number and within the following parameters:

Enterprise:  Reservations must originate in-state (Georgia). All Georgia locations apply.

Hertz:  In-state: Only valid at the Atlanta Airport or Capitol Hill locations.

             Out-of-state: Only valid at airport locations.

Note: Any rentals that fall outside the three parameters listed above must include CDW and LDW insurance coverage and these are eligible for reimbursement.

Use the actual date the expense was incurred or paid; except:

• Lodging Expense should reflect the check-out date.
• Airfare Expense should reflect the return flight/date.
• Toll Fees should reflect the date the toll was incurred within the trip.
• Conference Registration should reflect the last day of the conference.
  • If paid in advance, should reflect the date the expense was incurred/paid. 

Travelers that have expense reports in an In-Progress status should log into Workday.  In Progress status means the Expense Report has been submitted and is currently in approval workflow.  After opening the Expense Report, you can view the awaiting action items under the Business Process tab. You may contact the person listed to expedite the processing of the Expense Report.

Expense Reports awaiting action by Expense Partners are processed in a first in - first out basis.

Use the Single-Trip Direct Bill Form and request travel arrangements as a non-employee.

Tickets purchased before May 16, 2025, are exempt. Any bookings made on or after that date must comply with the new requirements outlined in Air Transportation Policy 6.6.

Submit the Spend Authorization as soon as possible with justification for the violation.

Contact us via ServiceNow - Expenses before booking independently so we can evaluate options.

Justification is only required if booking within 14 days of travel. When practical, flights booked within 30 days of travel help manage cash flow and reduce the risk of potential change fees and administrative costs related to any subsequent change in travel plans.

Remind them that non-compliance may result in non-reimbursement. Reshare the policy information as needed. Any policy violation must be documented within the Expense Report, including the reason for the violation, and an acknowledgment and understanding of the policy breached.

Yes, you may use Direct Bill. However, a cost comparison must be requested and documented prior to booking.
The comparison must be attached to the Expense Report when the Airfare – Paid by GT – Direct Bill Expense Item is claimed as a personal expense, to support that the amount charged to Georgia Tech was the most cost-effective fare.

Yes, the airfare can be booked. However, Direct Bill must NOT be used as the form of payment. The traveler must pay for the airfare using personal funds and may seek reimbursement only up to the cost of the most economical fare. A cost comparison must be requested and documented prior to booking. This comparison must be attached to the Expense Report to support the reimbursement amount. 

LDW (Loss Damage Waiver) and CDW (Collision Damage Waiver) is included at no additional cost. The traveler must rent with the contract number for insurance coverage to be in effect. When traveling internationally, travelers should obtain all insurance coverage offered. Questions regarding insurance coverage should be directed to the Insurance and Claims department at 404-894-3483.

The following process applies to all travelers, if the lodging rate exceeds the $500.00 per night:

Step 1: Is the lodging rate above $500 per night (excluding taxes and fees)?

• If No, no approval is needed. Proceed with booking.
• If Yes, go to Step 2.

Step 2: Does the lodging rate vary each night?

• If Yes, calculate the average rate for the entire stay.
  • If the average is less than $500, no approval is needed. Proceed with booking.
  • If the average is above $500, go to Step 3.

Step 3: Is the hotel the event’s hosting location or a recommended hotel for the event?

• If Yes, document this in the Expense Report notes, include supporting proof that the event took place there, and proceed with booking.
• If No, go to Step 4.

Step 4: Approval Request Process: 

Contact Travel & Expenses via ServiceNow to justify the booking need.

• Document consideration of more cost-effective lodging options and provide an explanation if none apply.
• Request an approval from the Director of Accounts Payable and Travel or the Executive Director of Procurement and Business Services.

Expense Reports with the Conference/Seminar business purpose selection require an agenda. The agenda must be uploaded in PDF format, web links are not accepted.

Visit https://procurement.gatech.edu/travel/forms 

Detailed information about GT Travel Policy can be found at the Travel Policy page of the GT Policy Library.

No. Worktags must be entered manually for each booking. If the booking is made over the phone with an agent, they may refer to the Worktag stored in the employee’s profile, unless instructed otherwise.
 

Non-compliance may result in denial of reimbursement.

No. Add your Frequent Flyer and TSA PreCheck numbers in your Concur profile under Travel Preferences.