DOMESTIC IN-STATE TRAVEL
Travelers should submit all expenses in Georgia Tech’s financial management system for reimbursement within 10 calendar days of completing the event or trip, but no later than 45 calendar days. Expenses submitted more than 60 calendar days after completion of the trip or event, if reimbursed, may be considered taxable income.
Spend Authorizations
Authorization of travel is not required for travel within the state of Georgia or home location.
Rental Car
Luxury vehicle rentals are prohibited. Employees on official business must adhere to the rental car contracts, utilizing Enterprise or Hertz for in-state travel and Hertz for out-of-state or airport-related travel; if vehicles are unavailable, collision and damage waiver (CDW) and liability and collision waiver (LCD) insurance must be purchased by the traveler.
Per Diem In State of Georgia
Travelers must have overnight lodging to be eligible for meal per diem. The limit is $50 a day ($13 breakfast/$14 lunch/$23 dinner). Travelers are only allowed 75% per diem rate on first and last day of travel.
Receipts and Documentation
Travelers are required to provide a PDF attachment of a conference/workshop agenda. Additionally, receipts for lodging, including an itemized breakdown of costs, as well as for airfare or railroad fares, rental or motor vehicles, registration feeds, and any single expenditure equal to or exceeding $25 is required.
Lodging
Institute funds for employee food and lodging are only allowed beyond a 50-mile radius for trips exceeding 12 hours, with exceptions for conference/workshops requiring extended work, on-site presence the next day, and key role in event logistics.
Director of Accounts Payable/Travel or the Executive Director of Business Services is authorized to approve overnight travel for employees engaged in specific activities, requiring a detailed email and conference/workshop agenda for exception approval before the event.
DOMESTIC OUT-OF-STATE TRAVEL
Travelers should submit all expenses in Georgia Tech’s financial management system for reimbursement within 10 calendar days of completing the event or trip, but no later than 45 calendar days. Expenses submitted more than 60 calendar days after completion of the trip or event, if reimbursed, may be considered taxable income.
Spend Authorizations
A Spend Authorization is required for any travel outside the state of Georgia or your home location.
Rental Car
Luxury vehicle rentals are prohibited. Employees on official business must adhere to the rental car contracts, utilizing Enterprise or Hertz for in-state travel and Hertz for out-of-state or airport related travel; if vehicles are unavailable, collision and damage waiver (CDW) and liability and collision waiver (LCD) insurance must be purchased by the traveler.
Per Diem
Travelers must have overnight lodging to be eligible for meal per diem. Traveler are only allowed 75% of per diem rate on the first and last day of travel.
Receipts and Documentation
Travelers are required to provide a PDF attachment of a conference/workshop agenda. Additionally, receipts for lodging, including an itemized breakdown of costs, as well as for airfare or railroad fares, rental or motor vehicles, registration feeds, and any single expenditure equal to or exceeding $25 is required.
Lodging
Lodging expenses require an itemized receipt and must be from a business providing public lodging, excluding private residence. Bed & Breakfast. Aparthotels, Airbnb, VRBO, Home Aways, and similar providers are NOT eligible for reimbursement.
Air Transportation
All campus units are now required to book airfare through Travel Inc., Georgia Tech’s contracted travel management company, regardless of the funding source. Airfare must be purchased in the most cost-effective manner and utilize the lowest possible coach fares consistent with scheduling requirements. Business Class airfare is reimbursable for U.S. routes lasting 10 hours or more with appropriate travel authority approval, or if the travel is to Alaska or Hawaii. An itinerary showing dates of travel, seat assignment, method of payment, including purchase prior and receipt must be presented when submitting an expense report.
INTERNATIONAL TRAVEL
Travelers should submit all expenses in Georgia Tech’s financial management system for reimbursement within 10 calendar days of completing the event or trip, but no later than 45 calendar days. Expenses submitted more than 60 calendar days after completion of the trip or event, if reimbursed, may be considered taxable income.
Spend Authorizations
A Spend Authorization is required for any travel outside the state of Georgia or your home location.
Rental Car
When traveling internationally, travelers can use other vendors outside of the Georgia state contract with Hertz and Enterprise. The traveler is responsible for purchasing CDW and LDW insurance coverage. These expenses are fully reimbursable.
Per Diem
Travelers must have overnight lodging to be eligible for meal per diem. Traveler are only allowed 75% of per diem rate on the first and last day of travel.
Receipts and Documentation
Travelers are required to provide a PDF attachment of a conference/workshop agenda. Additionally, receipts for lodging, including an itemized breakdown of costs, as well as for airfare or railroad fares, rental or motor vehicles, registration feeds, and any single expenditure equal to or exceeding $25 is required.
Lodging
International travel permits the use of online booking services like Airbnb, VRBO, Hone Away, etc.
Air Transportation
All campus units are now required to book airfare through Travel Inc., Georgia Tech’s contracted travel management company, regardless of the funding source. Airfare must be purchased in the most cost-effective manner and utilize the lowest possible coach fares consistent with scheduling requirements. Business Class airfare is reimbursable for international routes lasting 10 hours or more with appropriate travel authority approval. An itinerary showing dates of travel, seat assignment, method of payment, including purchase prior and receipt must be presented when submitting an expense report.