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Travel Policy

View Official Policy: Travel Policy

The Statewide Travel Policy is provided by the State Accounting Office. In accordance with the Official Code of Georgia Annotated Section 50-5B-5, “The State Accounting Officer in cooperation with the Office of Planning and Budget (OPB) is authorized to and shall adopt rules and regulations governing in-state and out-of-state travel and travel reimbursement that promote economy and efficiency in state government and which treat employees fairly and equitably.”

Each employee required to travel in the performance of official duties and entitled to authorize
reimbursement for expenses incurred shall have prior authorization from his/her department head
or other designated official for the purpose of his travel. For in-state travel each department is
responsible for maintaining the approval record of employees authorized to travel. It is not
necessary to prepare a travel authority request or obtain prior travel authority above the department level for in-state travel. Official travel to points outside the State, but within fifty miles of the state border, will be construed as in-state travel.

All agencies, including the University System of Georgia, are required to follow the minimum guidelines outlined in the Statewide Travel Regulations; however, agencies are also authorized to establish policies that provide for more definitive limitations/guidelines relating to travel if the agency determines that such policies are necessary. Agencies are not authorized to set more lenient policies than those authorized by the Statewide Travel Regulations.

University of Georgia follows all policies set by the University System of Georgia and Board of Regents and meets both Board of Regents policy mandates and the statutory or regulatory requirements of the state of Georgia and the federal government.

The University of Georgia does not provide travel advances. Employees traveling on University
business should pay for their expenses and then seek reimbursement. Special arrangements may be made through the Bursar’s office to facilitate Studies Abroad Programs and group travel in some circumstances.

Users may wish to consult other sections of the Finance and Administration Policy Library for additional guidance in the following areas related to travel reimbursement:

Section 3 Group Travel

Section_Non-Employee Travel

Section_Relocation

Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President & Controller

Policy Owner: Accounts Payable

Policy Contact: Jennifer Dunlap

Phone Number: 706-542-2786

Responsibilities of the Traveler: Travelers are expected to exercise good stewardship of funds when traveling on official business. Any expenditure disallowed by UGA is the responsibility of the employee. Travelers must always obtain receipts except when meal per diem travel allowances are claimed. Not all receipts must be submitted with a Travel Expense Statement but may later be requested for verification or audit. Travel Expense Statements may be selected for audit at any time, and all required receipts must be retained by the traveler for three years after the travel date if not attached to the travel expense report.

Responsibilities of the Supervisor/Approver: By approving the Travel Expense Statement, the approver is attesting that he/she has thoroughly reviewed each transaction and the supporting documentation and has verified that all transactions are allowable expenses. The approver is the “check” in the expense reporting process to identify potential or actual errors in expense reporting and is equally accountable for all expenditures. The approver role should be assigned to an individual who can judge the business appropriateness of each expenditure. The approver must verify that the correct funding sources are charged, in keeping with proper fiscal stewardship. Under no circumstances should an individual approve his/her own expense submission.

Date Issued:

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