Direct Billing of Travel Expenses: The University will pay vendors for travel expenditures on behalf of employees and/or non-employees who are traveling on official business for the University under certain circumstances.
If no provisions exist to direct pay the vendor then:
If provisions exist to direct pay the vendor:
Note: If both employees and non-employees’ travel expenses are being billed, the department must submit two check requests: one with employee expenses and one with non-employee expenses. Each should reference the other request and the two requests together should equal the total amount of the invoice.
Employee Reimbursement for Group Travel: In the event an employee covers travel expenditures for another employee or non-employee, the request for reimbursement must be treated as group travel.
If all parties involved are employees, the department should submit one check request with receipts and complete the travel distribution within the electronic check request indicating the amount to be reported for each traveler.
In the event there are employees and non-employees, submit two separate check requests. One check request should include the employee portion and a separate check request for the non-employee portion.
The employee portion check request should include receipts. The travel distribution within the electronic check request should be completed with the amount to be reported for each traveler.
The non-employee portion check request should include receipts.
Both check requests should be made out to the individual that covered all of the associated costs, and the check requests should reference each other.
Note: For any individual who pays for another individuals travel, a separate reimbursement request for the expenses that he/she incurred individually should be submitted as a normal travel reimbursement and not as group travel.
More instructions regarding group travel can be found within the Travel Regulations at UGA, Training & Development Course Powerpoint, specifically slides 63 through 65. A link to this Powerpoint is provided under Policy Appendices.
Phone Number: (706) 542-2786
Research Grant Records
These records relate to funded research grant proposals and research activity associated with grant funded projects. Examples of records include: supporting statistics, demographic data, draft proposals, suggested revisions, final proposals, forms, protocols, applications, research/activity reports, progress reports, and summary reports.
Retention: Final research report is permanent. All other records: 7 years after the end of the grant period.
This series includes bank statements, purchase requests, purchase orders, requisitions, financial reports, accounts payable and receivable records, write-off records, discrepancy, payment schedules, operating statements, year-end projections, reconciliation and expenditure reports, cancelled checks, check stubs, moving expense records, cost accounting reports, refund/disbursement request records, returned checks, deposit slips, travel records, credit voucher requistion records, cash balances and reconciliations, sales and cash reconciliation records, journal entries, outstanding obligations, refund/disbursement requests, receipts and invoices.
Retention: Monthly and quarterly reports: 1 year. All other records: 5 years.