1. University Housing Employee Travel Policy Training
Updated September 2017
(Full-time employees, GR’s, and DI’s desiring to travel must complete the ELC module and quiz. This module is only required to be completed once.)

2. Why do we need an employee travel policy?
A travel policy is required by the state of Georgia and the Board of Regents.
University Housing’s policy follows the University of Georgia travel policy located at
Additionally, University Housing follows the routing policy as defined by the Office of the Vice President of Student Affairs (OVPSA). The policy is located at
Professional development opportunities are available to staff with approval from supervisor’s and directors. The travel policy works to ensure stewardship among staff, so more staff will have access to this important resource. University Housing’s travel policy is located on the housing website under Departmental Documents/Policies/Business Operations/Travel Guidelines.

3. How to Initiate a Travel Estimate
Traveler should discuss professional development opportunities and ideas with direct supervisor.
If the direct supervisor approves of the concept, the traveler should begin the appropriate travel estimate worksheet depending on the location of travel.
The worksheet is broken out into several categories which are in place to assist the traveler in planning for all expenses.
The workbook is located on the housing website drive at:
Departmental Documents/Policies/Business Operations/ Travel Guidelines

4. Types of Travel
In-state: Anywhere within the state of Georgia, or within 50 miles of the state line in any direction. Common cities within 50 miles of the state line include Jacksonville, FL and Chattanooga, TN. The per diems for in-state meals are established by the state of Georgia accounting office and are different than the General Services Administration (GSA) per diem rates. However, GSA per diem rates are to be used anywhere outside of the state of Georgia, even when filing for in-state travel.
Out-of-state: Anywhere outside of 50 miles from the state line. The per diem rates for meals are established by the GSA depending on location of travel. The GSA rates are available at

5. In-State Travel Meal Policy
Employees who travel more than 50 miles (one way) from home and headquarters on a work assignment, and are away for more than twelve (12) hours may receive 100 percent of the total days per diem rate, even when there is no overnight lodging.
The meal per diem rates for travel within Georgia are as follows:
Breakfast: $6
Lunch: $7
Dinner: $15
In some areas of Georgia, employees may experience high costs that cause the employee to exceed the general meal limits. In recognition of this fact, certain areas have been designated high cost areas. High cost areas are limited to the following counties: Chatham, Cobb, DeKalb, Fulton, Glynn and Richmond counties.
The following per diem rates apply to high cost area meal reimbursements:
Breakfast: $7
Lunch: $9
Dinner: $20

6. Are these employees eligible for in-state meal reimbursements?
UGA employee leaves the Athens campus at 8:15 a.m. and travels to Moultrie, Ga. The employee returns to the Athens campus at 4:30 p.m. on the same day. The employee is not eligible to be paid a per diem amount for meals. The employee was not traveling for 12 or more hours.
UGA employee leaves the Athens campus at 10 a.m. and travels to Hinesville, Ga. The employee returns home the same day at 10:45 p.m. The employee is eligible to be reimbursed for a per diem amount for meals since he traveled in excess of 50 miles and for 12 hours or more. The meal allowance he is eligible for would be $28 due to the employee traveling more than 50 miles from home and residence and traveling for 12 or more hours.

7. In-State Meal Policy (For Overnight Travel)
Day of Departure and Return:
For travel inside of Georgia, travelers are allowed to request 100% of the per diem for each day of travel, including the day of departure and return. All meals provided by the registration fee must be deducted.
For trips involving multiple travel destinations, base the reduction on the per diem in effect for where the night was spent as follows:
Departure Day: Where you spend the night
Return Day: Where you spent the night before returning to home base.
For all other days on travel status:
The traveler is eligible for the full reimbursement unless the meal is provided at no cost. For example, if lunch on the second day of travel is included in the registration fee, the traveler would be eligible for the breakfast ($6) and dinner ($15) reimbursements only for that day.

8. See the notes section below.
There are two tabs in travel estimate workbook. Use the appropriate tab for type of travel.
1) In the example to above, the meal rate per day and the number of days boxes are the only items that have to be filled out correctly on the estimation worksheet. The first and last day of travel are calculated automatically.
2) **IMPORTANT** If there are meals included in the registration fee, place the total per diem value of all meals included in the registration fee in cell B10. This total will be subtracted out from the meal reimbursement total. If a meal is provided by the conference, the full value of the meal per diem must be deducted from the reimbursement.

9. Out-of-State Meal Policy
Out-of-state meal per diem rates follow the appropriate GSA per diem rates. These rates can be located on the GSA website at The GSA per diem rates include both the cost of meals and incidental expenses of $5 per day. However, incidental expenses are not included in the per diem rate for domestic travel as they are reimbursed separately at actual cost.
Employees traveling overnight are generally eligible for per diem amounts designed to cover all days on travel status other than the day of departure and the day of return. Travelers are eligible for 75 percent of the total per diem rate on the first and last day of travel.
If any meal is included as part of the cost of a conference registration, etc., such meal(s) should not be considered eligible in the calculation of per diem and an employee may not receive per diem for the normally eligible number of meals. For example, if conference registration includes breakfast and lunch, the employee will only receive per diem for the dinner meal. Because most conferences accommodate a variety of dietary needs/restrictions, employees are expected to participate in such meals. If a conference is provided a meal, the full value of that meal per diem must be deducted from the reimbursement.

10. Out-of-State Per Diem Example
UGA employee leaves from Athens on a Saturday. She flies from Atlanta to Boston. The traveler is in Boston on Sunday, Monday, and Tuesday and returns to Athens on Wednesday. The meals and incidental expenses daily rate for Boston is $71. The incidental expenses rate if $5 must be deducted, leaving the meals total at $66.
The traveler is eligible for $66 on Sunday, Monday, and Tuesday. For both Saturday and Wednesday, the traveler is eligible for 75 percent of the allowable rate. This would equate to $49.50 for each day. The total computed is $ $66 + $66 + $66 + $49.50 = $297

11. See the notes section below.
There are two tabs in travel estimate workbook. Use the appropriate tab for type of travel.
1) In the example to above, the meal rate per day and the number of days boxes are the only items that have to be filled out correctly on the estimation worksheet. The first and last day of travel are calculated automatically.
2) **IMPORTANT** If there are meals included in the registration fee, place the total per diem value of all meals included in the registration fee in cell B10. This total will be subtracted out from the meal reimbursement total. If a meal is provided by the conference, the full value of the meal per diem must be deducted from the reimbursement.

12. In-State Travel Lodging Policy
Employees who travel more than 50 miles from their home, office, residence, or headquarters may be reimbursed for lodging expenses associated with overnight travel. Reimbursement may be made for actual lodging expenses based on reasonable rates as determined by the circumstances of the trip. All lodging claims must be documented by receipts and must be at a business that offers lodging to the general public such as a hotel or motel and not at a private residence. Employees are not allowed to be reimbursed for lodging booked through services such as VRBO, HomeAway, and Airbnb, as these sites offer lodging at private residences.
Employees traveling overnight are responsible for ensuring the most reasonable lodging rates are obtained. Travelers should select the least expensive option available taking into consideration proximity to the business destination and personal safety.
It is expected that reservations will be made in advance whenever practical, that minimum rate accommodations available will be utilized, that "deluxe" hotels and motels will be avoided and that corporate/government rates will be obtained whenever possible.

13. Lodging Taxes for Hotels in the State of Georgia
Georgia state officials or employees traveling on official business should not be charged county or municipal excise tax (“hotel/motel” or “occupancy” tax) on lodging regardless of the payment method being used. This optional excise tax is normally 3 percent but can be as much as 6 percent in some locations. University employees requesting an exemption of county or municipal excise tax should provide a written notification form to the Georgia hotel or motel operator involved. This form is for their tax records to document the exemption. The form is located at
Employees are required to pay state/local sales and use taxes. In addition, all employees are required to pay the $5.00 per room, per night Georgia transportation funding fee for all hotels in Georgia.
If lodging is direct-billed to the University of Georgia, the hotel/motel should not collect any taxes associated with the lodging expenses. In these cases, please work with HBHR to setup direct billing for hotel.

14. In-State Lodging Example

15. Out of State Lodging Example
All instate policies apply to out of state lodging. However, hotels outside of the state of Georgia will not accept tax exemption forms. Therefore, taxes will be paid.
Out of State Lodging Example
Employees are not allowed to be reimbursed for lodging booked through services such as VRBO, HomeAway, and Airbnb, as these sites offer lodging at private residences.

16. Transportation Policy for All Travel Types
University Housing staff members are required to use the most economical means to travel.
If the decision is made to drive, the staff member must determine the number of business miles they will be traveling. Employees may be reimbursed for the mileage incurred from the point of departure to the travel destination. If an employee departs from headquarters, mileage is calculated from headquarters to the destination point. If an employee departs from his/her residence, mileage is calculated from the residence to the destination point, with a reduction for normal one-way commuting miles. For the return trip, if an employee returns to the headquarters, mileage is calculated based on the distance to headquarters. If an employee returns to his/her residence, mileage is calculated based on the distance to the residence, with a reduction for normal one-way commuting miles. The direction of the meeting or temporary work station from the employee’s residence is not factored into the reimbursement.
Exception: If a departure or return occurs on a holiday or weekend, then one way commuter miles are not to be deducted.

17. Examples of How to Determine Business Miles Traveled
Ex. 1: Employee resides in Duluth, works in Athens. Normal commute mileage is 60 miles roundtrip. The employee leaves in the morning from her house to go to a meeting in Gwinnett and returns to her residence after the meeting. Total distance traveled is 30 miles.
Since the employee would normally travel 60 miles in her daily commute, the state does not reimburse her for mileage since her business traveled miles are less than her normal commute miles.

18. Examples of How to Determine Business Miles Traveled
Ex. 2: Employee drives from home in Jefferson to his UGA office. At 10 a.m., he leaves campus and drives to a meeting at Georgia Tech. After the meeting concludes at Tech, he returns to his residence.
The trip between Jefferson and UGA is personal commuting and not reimbursed. The travel from UGA to Tech and the return trip to the residence is reimbursed, less the amount equal to the normal one way commute miles (What he normally would have traveled from UGA to Jefferson for his return trip home).

19. How do I select the most economical type of travel?
There are three options for driving:
Rental car (From Hertz or Enterprise)
Use DOAS cost comparison tool located at:
Rental car from UGA motor pool (direct billed to department)
Use motor pool link located at:
Using personal vehicle (mileage rate varies depending on costs of other options)

20. How to use the DOAS Cost Comparison Tool
Go to
Select “compare all locations.” The Hertz Capitol Hill location is not available to UGA staff. (If renting at an airport, Hertz must be used)
Enter the number of business miles you will be traveling and subtract the round trip commuter miles if you have not done so.
Enter the number of days (24 hour period) for which you plan to rent the vehicle.
Select “no” for the question regarding access to a housing vehicle.
Select up to two types of vehicles for comparison.
NOTE: Do not purchase additional insurance if renting a car.

23. Rental of Motor Vehicles Policy
Reimbursement will only be made for official use only. A printout of a Google Map must be attached to estimate showing official miles traveled related to conference. Keep all receipts for rental car gas purchases as these are submitted with expense statement.
Approved car rental sizes are economy, compact or intermediate (midsize). Vans may be rented when there are more than four travelers.
Employees traveling on state business in a rented motor vehicle are covered by the state's liability policy, therefore, liability coverage should be declined when renting a motor vehicle.
If reserving a car at an airport or for out-of state rentals, Hertz must be used.
In the event of an accident while driving a rental vehicle, contact the Risk Management Office at and the appropriate car rental vendor for claims handling.
NOTE: The state liability policy is only in effect while the employee is using the rented vehicle for official state business. For this reason, personal use of the vehicle, including allowing friends or family members to ride in a state rented vehicle, is prohibited.

24. How to Reserve a Vehicle in the Motor Pool
Go to:
Click “How to Rent” on the left side. Login with your My ID.
Click Reserve Vehicle.
Use the prices given to complete estimate.
NOTE: State owned vehicles may not be used to drive to and from an employee's residence or parked overnight at an employee's residence.

26. Please enter the information from the DOAS cost comparison estimate, the UGA motor pool, and the number of business miles that you will be traveling.
Enter the costs of the chosen method of driving if applicable. Keep in mind, if you drive a personal vehicle, the mileage rate may be the reduced rate if driving a personal vehicle is deemed to be a higher expense than renting.

27. Mileage Rate Calculations
In the previous example, the traveler had 184 business miles. The federal mileage rate is $0.535 per mile, totaling $ Since this total is less expensive than renting a car, the traveler will receive the higher rate.
Generally, a traveler would receive the reduced mileage rate of $0.17 if driving a personal vehicle is deemed to be more costly than renting a car from Enterprise, Hertz, or the UGA motor pool. Exceptions must include justification and be approved by the executive director of University Housing.

28. Airfare Policy
Employees should utilize commercial air transportation when it is more cost effective and efficient to travel by air than by vehicle. Under such circumstances, state agencies may reimburse employees for expenses incurred for air travel, provided these expenses were approved prior to the date of travel.
Employees who require air travel should obtain the lowest available airfare to the specified destination, which may include the use of the Internet, a travel agency or airline services. Employees should use electronic ticketing to avoid any surcharge associated with hard copy tickets. Employees are strongly encouraged to use the lowest logical airfares.
In the event there is a charge for checking luggage, the state will reimburse for a maximum of one piece of checked luggage. In the event additional bag(s) are required, requests for reimbursement must include an associated explanation.

29. Airfare Policy
Airfare can be direct billed to UGA if booking through an authorized travel agency. Please submit direct bill authorizations received from travel agents to HBHR.
If airfare is decided as the best means for transportation, airport shuttles or parking are also reimbursable expenses for travelers. Be sure to include these on the estimate worksheet and save receipts for reimbursement.

30. If flying is the chosen method for traveling, enter the total estimated airfare on the spreadsheet. Enter any other charges including luggage, parking, and shuttles below.

31. Using Groome Transportation
Groome Transportation is an option for all Housing staff to use when traveling to and from Athens to Hartsfield-Jackson Airport in Atlanta.
The fee is $37.00 each way and those fees can be direct billed to the department.
To schedule a shuttle, please call Groome at (706) In order to use the direct bill option, please give the customer service agent our direct bill code and notify they that you are an University Housing employee. Housing’s direct bill code is UGAHOU. Remember, this expense must be included in your TA estimates.

32. Conference Registration Fees
Departmental policy is for conference registration fees be paid prior to travel date. These can be charged to a P-card if lodging isn’t included in the costs or direct billed to UGA. If lodging is included in the costs, registration fees must be direct billed and an e-check must be created to pay for the fees.
Any meals that are included in registration fees must be taken out of per diem meals calculations on the appropriate travel estimation worksheet.
An agenda of the conference must be attached to the travel estimate worksheet when submitted for supervisor approval.

33. Enter the conference registration fee below
Enter the conference registration fee below. If other items such as supplies are needing to be included in the estimate, enter those in the other section.
The total amount of the travel authority should match the In-State or the Out of State travel authority submissions.

34. Completing Travel Estimation Packet
Once travel estimate worksheet is complete for both types of travel, please complete and attach worksheet to appropriate travel form.
For instate travel, please use
For out-of-state travel, please use
In addition, please attach conference agenda and list the conference website on the comments section of the travel form. The TA will not be approved if the conference has not released their agenda or schedule.
If claiming mileage, please attach Google Maps directions showing distance between UGA and the conference location and distance between residence and UGA (if departing to returning to residence). A printout of the rental car cost comparison tool should be attached as well.

35. Routing of Travel Estimates
Once packet is completed, the traveler should submit it to direct supervisor for approval via .
After direct supervisor has approved, the should be forwarded to the HBHR business manager (Marion Spearman) to ensure the estimate is compliant with the University Housing, OVPSA and UGA travel policies.
After the HBHR business manager approves, the will for forwarded up the appropriate supervisor chain until it reaches the director level.
For in-state travel estimates the director will forward to the executive director of housing and then to the VP of student affairs. Once final approval from the vice president for student affairs is received via , the traveler can begin making appropriate reservations.

36. Travel Estimate Approval Flow Chart Example
GR discusses travel interests with RHD.
GR completes travel estimation worksheet and official travel estimate form and sends to RHD (immediate supervisor) for approval.
After approval, RHD will send to HBHR business manager for compliance review.
If errors are present, estimate is sent back to traveler.
If estimate is compliant, the business manager will send to AC (next supervisor).
For out-of-state travel, the director will approve and the electronic TA can be generated. (See next slide for more information.)
The AC will approve and send to AD (next supervisor).
The executive director will approve and send to OVPSA. After OVPSA approval via , travel reservations can be made.
For in-state travel, the director will approve via and send to executive director.
The AD will approve and send to director.

37. Routing of Out-of-State Travel Estimates After Director Approval
After the director has approved the packet via , the traveler will need to login to the e-travel system to submit an electronic travel authority. After completion, please submit a copy of e-travel authorization to Jane Ivey in HBHR. Jane serves as the departmental contact for accounts payable travel authorizations.
The e-travel system is accessible at
A demo for how to create a travel authority in the e-travel system is available at:
Once the authorization is created, the traveler must submit it in the system to the appropriate director for approval. The director will then approve and send it the business manager for compliance approval. After business manager approval, the authorization is sent to the executive director for approval in the e-travel system. After the executive director approves, the authorization will be sent to the OVPSA. Upon approval in the system, the authorization status will change to ‘Approved for Payment.’ Once this occurs, the traveler can begin making reservations and finalizing travel arrangements. The traveler is responsible for checking the status of authorizations in the e-travel system.

38. No-Cost Travel
University Housing and OVPSA policy states that if employee travel is offered at no-cost to housing or the employee, a no-cost travel authority must be processed and routed through the appropriate approval paths.
This policy exists for both in-state and out-of-state travel. This does not apply to in-town travel.
On the travel estimate, include the comment “no-cost TA created for insurance purposes” in the Nature of Official Business Section.

39. Travel Expense Statement
After travel is complete, the traveler must login to to submit a travel expense statement.
Using the UGA travel policy as a guide, the employee should complete the travel expense statement attaching all required information. The completed form should be printed and signed by the traveler . This should be submitted to HBHR within 30 days of returning from travel.
After completion, the form and the required attachments should be submitted to the HBHR Accountant (Jane Ivey) for processing. The accountant will cross match the submitted TA with the travel expense statement and an e-check will be submitted to the director for approval and routed to the business manager for compliance approval.
Reimbursement should be anticipated within ten days after HBHR receives the paperwork for processing. If the reimbursement is not received in the travelers bank account in this time frame, please contact Jane Ivey.

40. Travel Expense Statement
Receipts Needed for
Travel Expense Statement
Airfare (If not previously direct charged)
Checked baggage fees
Hotel expenses (If not direct charged)
Rental car expenses
Registration fees (if not previously paid)
Gasoline purchased for rental vehicles
Parking
Tolls
Mass transit
Taxi
Airport vans
Laundry (If travel is for more than seven days)

41. Departmental Documents/Policies/Business Operations/ Travel Guidelines
University Housing Travel Contacts
For assistance with travel estimates:
Marion Spearman, Business Manager
For assistance with travel expense statements:
Jane Ivey, Accountant
All training materials are posted on the housing staff website drive at:
Departmental Documents/Policies/Business Operations/ Travel Guidelines