Travel Forms and Policies

Regulations

The State Accounting Office has issued new statewide travel regulations. The Board of Regents has advised all USG institutions to implement the changes outlined in the UGA Travel Policy. Rev. 2015.

Effective immediately (11/15/2024), out-of-state business travel will not be reimbursed without an approved travel authorization (TA) on file. TAs must be fully approved in the financial system before travel begins; FBSO recommends submitting TA requests for domestic travel at least 2 weeks in advance and international travel at least 4 weeks in advance.  
 
“No Cost” TAs can be submitted for travel when the traveler is not expecting reimbursement from UGA or the funding source is unknown at the time of submission. This guarantees a TA is already on file if reimbursement from UGA later becomes necessary. The business services center (BSC) is here to assist travelers with TA submissions and has a travel tips and tricks guide available to walk travelers through the necessary steps.  
 
As a reminder, receipts post-travel should be submitted to BSC via email immediately upon return to give time for expense report preparation and the approval process. It is now Franklin policy that receipts turned in 60+ days after travel will not be reimbursed. Exceptions to Franklin travel policies will be considered in emergency situations and reviewed by the Senior Director of Finance and Administration.  
 

forms

  • Faculty International Travel Support - Office of the Provost
  • Travel Authorization Form for all travel, domestic and international
    • Complete the attached TA form and send it to the BSC team fcbsc-hum@uga.edu.  Be sure to include your chartstring information found on the Recon summary page.  For students, you can contact the FAST team fcfast-hist@uga.edu and request the chartstring information to include on your TA form.  Same with purchasing issues. at least 2 weeks prior to domestic travel and 4 weeks prior to
      international travel.
  • GSA Per Diem rates for lodging and meals
    • Per diem rates are now following federal guidelines and will be reimbursed by city/state or international per diem rates allowed. Follow the link provided, and click on the state you are traveling to in order to determine the per diem allowed by city/county for meals and lodging. There is also a link on this page for international travel. Please remember that if your room rate is 25% over the per diem listed for the city, you will need to submit a letter justifying the higher charge.
  • Travel Expense Form
    • Contact the BSC team fcbsc-hum@uga.edu along with any receipts for airfare, registration, lodging, transportation, parking, etc.  Meals are paid via per diem rates.  Be sure to include your chartstring information.  Only airfare and registration can be reimbursed before the travel occurs.
    • Submit post-travel. 60-Day Travel Policy:
      Effective immediately (Aug. 27, 2024), travel reimbursements must be submitted and approved within 60 days of the travel return date.  Travel expenditures submitted after this time period will no longer be reimbursed.   
      • The reason for the change is twofold: (1) IRS regulations require that all reimbursements made after 60 days be treated as taxable income.  The new policy will guarantee that travelers are compensated in full for any expenses paid out of pocket.  (2) The change will also ensure that the college budget remains balanced between the two categories on which we are required to report. As a reminder, the Business Services Center (BSC) is here to assist you with your travel reimbursements and have guides to aid with travel processes on our website.

deadlines

  • The university “fiscal” year runs from July to June.  Although most of the university deadlines occur in June, you should not assume that you have until “June 30.”  Travel authorities should be submitted by early June.  Expense reports should be submitted for approvals by mid-June.  If your travel actually occurs in mid-to-late June, you can only get reimbursement for airfare and registration.  If you have questions contact the FAST team fcfast-hist@uga.edu

Franklin contacts

BSC: Business Services Center: Assists with processing financial transactions such as travel authorizations, expense reports, purchasing, vendor payments, and other financial transaction processes. Send all email correspondence per travel, submit receipts, questions, etc. to fcbsc-hum@uga.edu.

BSC Manager: Amanda Cummings

BSC Representative: Bobbi Snodgrass

Financial Transaction Processing: fcbsc-hum@uga.edu

 • Travel authorizations and reimbursements 

• Expense reports

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