Are airfare bookings through Travel Inc. more expensive than those on other websites?

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

Can I book airfare outside of Travel Inc. if my Spend Authorization was approved before the air transportation policy update requiring all bookings to be handled by Travel Inc?

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

Can I still use a personal credit card to pay for airfare if I’m set up for Direct Bill?

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

Can travelers use personal cards to earn points while booking airfare arrangements?

Yes, if they choose not to use Direct Bill.

How can an employee Direct Bill airfare if they have access to Concur but no Direct Bill option?

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.

Is there a grace period for booking airfare via Travel Inc?

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

What if I booked airfare before the air transportation policy update requiring all bookings to be handled by Travel Inc?

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.

What if I can’t find the flight I need through Travel Inc?

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

Is using Travel Inc Required?

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.

Will Concur auto-charge the Worktag in my profile when booking an airfare?

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.

Will I be reimbursed for airfare if I don’t use Travel Inc?

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 (access is granted to active GT employees only) or by contacting a Travel Inc. agent directly with a completed Single Trip Direct Bill Airfare Form. This requirement applies to both employees and non-employees traveling on official Georgia Tech business.

Will I lose Frequent Flyer/TSA airfare benefits while using Travel Inc?

No. Employees can add the Frequent Flyer and TSA PreCheck numbers in the Concur profile under Travel Preferences. For non-profile users or non-employees, Frequent Flyer numbers can be provided on the Single Trip Direct Bill Airfare Form (Agent Notes) to be linked to the traveler’s booking arrangements.

Can I book elsewhere if I find a cheaper airfare?

No. All bookings must go through Travel Inc. For price discrepancies or if you believe you’ve found a cheaper itinerary, please submit a ticket via ServiceNow – Expenses.

Can I pay for airfare with a personal credit card instead of Direct Bill?

Yes. Direct Bill is optional. You may choose to use a personal credit card within your Concur profile. If booking arrangements are requested via the Single Trip Direct Bill Airfare Form, do not include the Worktag, Spend Authorization, or Travel Authorization number. Instead, add the following to the Agent Notes: “Please contact the traveler to process payment with a personal credit card.”

When is Business Class allowed for flights of 10 hours or more, and how is total flying time evaluated for routes with and without connections?

Route is the flight segment from the origin (departure city) to the final destination.

Assessment:

• For routes without connecting flights: the total flight time is assessed to determine eligibility.
• For routes with connecting flights: only the total flying time is considered (excluding layovers), from the origin to the final destination as a single route.

Are cost comparisons required for all airfare bookings?

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.

How do I request airfare quotes or cost comparisons?

Contact Travel Inc. via email 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.

What if a new hire doesn’t have a GT ID yet, but airfare needs to be arranged?

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

What if I need to book airfare outside the 14–30 day window?

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.

How do I handle airfare partial reimbursements?

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

Can my family or spouse be booked through Concur or by calling Travel Inc. on the same airfare reservation?

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.

How to contact Travel Inc?

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
8:30 a.m. to 5:30 p.m.: 770-291-5190
After Hours: 877-548- 2996

How can I contact the Travel & Expense team?

ServiceNow: Submit a request for specific booking inquiries or issues.

Virtual Office Hours are available:

• Wednesdays 9 -10 am
• Thursdays 1 - 2 pm

Can expenses be lump summed within one Expense Line item?

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.

What date should I use for each type of expense in my Expense Report?

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, it should reflect the date the expense was incurred/paid

How can I check the status of my Expense Report reimbursement?

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.

What do I need to do to expedite my reimbursement that has been an In-Progress status?

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.

When is an agenda required for my Expense Report?

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.

If there are questionable transactions/expenditures on a reimbursement request, what should I do?

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 https://www.ethicspoint.com

Where can I find required travel forms? 

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

How do I book airfare for groups?

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.

What is the purpose of Travel Advances?

Travel Advances serve to assist Georgia Tech employees and grad students cover the out-of-pocket cost for travel associated with their professional responsibilities prior to reimbursement by Georgia Tech.  Georgia Tech can only provide reimbursements for actual travel expenses after a trip has concluded. If an individual cannot float these costs until they are reimbursed, they can request a Travel Advance from GTRC before their trip based on their estimated expenses.

Who can request a Travel Advance?

Any permanent employee of GT. Travel Advances cannot be requested for temporary employees or undergraduate students.

What costs can be included in the request for a Travel Advance?

GTRC can fund any approved estimated expenses per the Spend Authorization except for airfare which must be direct billed through Travel Inc.

How do I submit a request for Travel Advance?

Email the following information to GTRC.Travel@gtrc.gatech.edu

• Approved Spend Authorization from Workday which shows the breakdown of estimated expenses for the business trip
• GTRC Request for Travel Advance Form
• GTRC ACH Form (please ensure GTRC has the most up to date banking information for completion of the Travel Advance)

When should I submit a Travel Advance?

All forms listed above should be provided to GTRC at least 10 business days prior to the individual’s departure date. GTRC cannot guarantee rush payments for advances requested after this deadline unless the individual can provide support that they were not aware of the upcoming trip before that 10-day deadline.

When are these funds due back to GTRC?

Upon completion of the trip, the individual will have 20 business days to refund GTRC for the full Travel Advance. This allows the individual enough time to submit their actual expense reports to Georgia Tech and to then use those reimbursement funds to refund GTRC the Travel Advance.

How do I return the Travel Advance funds to GTRC?

Funds can be sent to GTRC via check or ACH/wire. Instructions for sending a wire/ACH will be provided when the Travel Advance is initiated. Checks must be sent to the secure bank lockbox at the following address:
GTRC
PO Box 100117
Atlanta, GA  30384

What is the penalty for past due Travel Advance refunds?

Each month, GTRC will provide each School/Laboratory Director with a list of accounts that are significantly past due. If these accounts are not cleared within 10 working days, no advances will be issued to personnel of that school or laboratory until the delinquent account is cleared. The individual involved will not be issued Travel Advances for the next 12 months.

What is the review process for lodging rates exceeding $500 per night?

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 No, Go to Step 3.
• 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:

• Submit a ServiceNow Request to Travel & Expenses 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.

How do I enter or lookup the per diem rate?

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.

When personal travel is mixed with business travel, how do I document meals per diem on the Expense Report?

The start and end dates of your meals per diem should reflect the entire trip. Only business travel dates are eligible for reimbursement; personal travel dates must be marked as “Not Eligible.”

Example:
Jane Doe traveled 9/1/25 – 9/10/25. The conference ran 9/2/25 – 9/5/25.
Start Date: 9/1/25
End Date: 9/10/25
Meals eligible for reimbursement: 9/1/25 through 9/5 or 9/6, depending on the expected completion of business.
Meals not eligible for reimbursement: 9/6 (if not business), 9/7 – 9/10. 

Can I combine personal travel with business travel when booking airfare through Travel Inc.?

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.

What if the airfare that includes both personal and business travel is cheaper than the business-only fare? Am I allowed to use Direct Bill?

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.

What if the airfare that includes both personal and business travel is NOT cheaper than the business-only fare? Am I allowed to use Direct Bill? Am I allowed to book it?

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. 

What if someone ignores or violates GT Travel Policies?

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.

Where can I find the most current Georgia Tech travel policies?

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

What are the rental car contract numbers?

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.

What insurance is included on the State of GA mandatory rental car contracts?

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.

Do I need a Spend Authorization for no-cost travel?

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

What if I booked an airfare without a Spend Authorization?

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

How do I gain access to the online Travel & Expense Systems?

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.

How do I know the specific traveler and trip dates for a charge that hits my ledger?

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