1. Employee Travel Procedures
Payroll Services
Employee Travel Procedures
and Forms

2. Travel Regulations and Procedures Manual
Before any travel, always refer to the Travel procedures to ensure you are following the established guidelines per CCSD and the State of Georgia. Procedure manuals are located on the Financial Services University website under each subject.
Two ways to access:
Form Bank
Main CCSD website under Employees tab

3. Travel Procedures Manual
Pre-Authorization for Travel
Eligible Meals
Lodging
Use of personal vehicle, rental car, or public transportation
Miscellaneous travel expenses
Prepaid Travel Expenses
Reimbursement Procedures
Procedures for Employee Groups
Local Mileage Reimbursement
Restrictions on Procurement Card use for Travel
IRS requirements regarding travel reimbursements

4. All Forms must be obtained from the Financial Services Form Bank
Go to the Financial Services Intranet Support Page to view /print the most current travel forms:

5. Travel Forms should always:
Be retrieved from the Form Bank to ensure they are the most up to date forms
Do NOT use old forms or forms previously saved to your computer as forms are subject to updates during the year
All forms must be TYPED
All signatures should be signed in ink other than black
Completed Originals should be routed to Payroll Services for county-funded or grant-funded trips
Copies should be kept for YOUR records

6. Tips to Planning Out-of-town Travel
Refer to the Travel Procedures manual for specific details pertaining to any Out-of-town/ Overnight travel prior to the event
Plan at least 8 weeks in advance to allow plenty of time for the signatory
approval process to take place prior to the travel event
If staying in a Georgia hotel, CCSD is exempt from paying county or
municipal excise tax and state sales and use tax
Traveler must provide the hotel with the two certificates of exemption
when making reservation and upon arrival:
1. FS-137 Certificate of Exemption for county or municipal excise tax
2. ST-5 State Sales and Use Tax Certificate of Exemption
Out-of-town travel requires multiple forms and authorizations
prior to and upon return to finalize trip with Financial Services

7. Tips to Planning Local Travel
Refer to Chapter 4 of the Travel Procedures manual for specific details pertaining to Local Travel mileage reimbursement
Mileage Reimbursement Rate for travel period
Determining business miles traveled
Mileage Calculator located on Form Bank
Prohibited Mileage Reimbursement
Parking Fees and Tolls
Required documentation
IRS requirements regarding travel reimbursements

8. Contacts for Travel Procedures
Please contact Payroll Services prior to the travel event regarding any questions about the Travel Procedures, forms or authorizations.
Primary Contact:
Payroll Travel Representative
Additional Contacts:
Rhonda Elsberry, Payroll Accountant or
Kim Coonfield, Manager, Payroll Services or