Expense Reports

Upon completion of the business trip or expense, employees must submit an Expense Report in the Georgia Tech financial management system.

Click here to view instructions on requesting reimbursements for expenses associated with official business, including travel and non-travel related expenses.

Expense report submission guidelines

  • Submit within 10 days of travel completion 
  • Must be submitted no later than 45 days 
  • Reports submitted after 60 days may be treated as taxable income  

Expense reports must include:

  • Itemized receipts for expenses of $25 or more  
  • Conference agendas (if applicable), must be submitted in PDF format.  

Additional Expense Report Resources

Additional Website Resources  

Reimbursement Status

Travelers can check reimbursement status in Workday the Georgia Tech financial management system.  

Steps to Review Reimbursements status  

  1. Navigate to TechWorks  
  2. Select Workday Financials  
  3. From the left Navigation menu, select Personal  
  4. Select Expense Reports  
  5. Select the appropriate Expense Report  

Partial and Special Reimbursements

Certain travel expenses may require additional documentation or partial reimbursement calculations.

Examples of partial and special reimbursements

  • Personal travel combined with business travel 
  • Shared travel expenses 
  • Special circumstances requiring policy review 

If uncertain whether an expense is allowable, travelers should submit a ServiceNow request for review. 

Accounting and Georgia Tech Program Advance Requirements

Worktags must match between the Spend Authorization and Expense Report. Personal expense selections must not be used.

Repayment of Unused Funds

Any unused funds must be repaid to Georgia Tech by check: 

Check Drop-off: 
Thursdays, 9 a.m. – 2 p.m.

Mail-in: 
Procurement and Business Services 
Attn: AP Accounting 
711 Marietta Street NW 
Atlanta, GA 30318 

 

Inter-office Mail: 
Mail Code 0253, Attn: AP Accounting 

*Include the Spend Authorization or Expense Report reference number. 

Ledger and Reporting

All travel expenses are recorded within Georgia Tech’s financial system for accounting and reporting purposes. 

Departments can review

  • Expense reports 
  • Travel spending by Worktag 
  • Financial activity related to travel 

These records support auditing, financial oversight, and compliance reporting.