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.
No. The new policy is effective immediately. Departments must notify all travelers and assist non-employees with travel arrangements.
No. All bookings must go through Travel Inc., regardless of external fare prices.
Not necessarily. GT has negotiated discounted fares through Travel Inc. Contact us via ServiceNow – Expenses if you believe you’ve found a cheaper itinerary.
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)
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.
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, 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.
The traveler must pay the expense out-of-pocket and request partial reimbursement upon completion of the trip.