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.

Where can I find required travel forms? 

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

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:

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.

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?

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.

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.

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.

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 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.