Effective November 1st 2012

New Travel Policy

The State Accounting Office and the Office of Planning and Budget are responsible for establishing Statewide Travel Regulations.Here is their Travel website:http://sao.georgia.gov/state-travel-policy

The Regulations are designed to:- Promote economy and efficiency in State government- Treat employees fairly and equitably

The Statewide Travel Regulations are intended to provide organizations with guidelines relating to acceptable limits for expenses incurred for in-state and out-of-state travel.

Georgia State Accounting Office (SAO)

• Employees should utilize commercial air transportation when it is more cost effective and efficient to travel by air than by vehicle

• Attach a Cost Comparison Calculator showing the airfare is more cost effective than renting a car

• Lowest Logical Airfare:• Coach/Economy Class• Non-upgradable tickets• Non-refundable flights• Lower cost flights should be chosen within TWO hours before or after

the preferred flight time when the alternative flight saves $200.00 or more. Written justification needed if policy not adhered to.

• Additional travel insurance is considered a personal expense and will not be reimbursed

Airline Travel

• Airline Tickets should be purchased at least 14 days in advance of trip

• A memo will be required if you purchase a ticket after the 14 days

• Business Class is reimbursable for International flights when the portion of the flight that is nonstop exceeds 10 hours in duration. Pre-trip approval for the additional expense is required.

• This does not include any time spent in between flights during a connection.

• Baggage Fees:• Only one piece of checked luggage is reimbursable (per flight)• If you are required to bring equipment and need reimbursement

for an additional bag, please provide a memo indicating the Business Purpose

Airline Travel

• The Federal Per Diem Rates do NOT apply for travel in Georgia• Georgia’s Per Diem:

• High Cost Areas: $7.00 (breakfast), $9.00 (lunch), and $20.00 (dinner)

• High Cost Areas in GA: Chatham, Cobb, DeKalb, Fulton, Glynn, and Richmond counties

• Everywhere else in GA: $6.00 (breakfast), $7.00 (lunch), and $15.00 (dinner)

• Incidentals:• The State of Georgia has adopted GSA rates for all out-of-state

travel, including $5.00 incidentals• There are no incidentals for in-state travel• International Travel will be reimbursed incidentals

Per Diem and Meals

• For overnight trips: Travelers will receive 75% of allowable per diem on day of departure and day of return. Provided meals are still excluded.

• Meals that are provided are deducted at 100%• Example: Lunch is provided and the per diem is $46 per day (7,11,23):

• (46 x .75) - $11 lunch per diem = $23.50

• For non-overnight trips: Travelers will receive 75% of the day’s per diem rate if travelers are away for more than 12 hours and travel more than 50 miles from headquarters

• Continental Breakfast and Receptions offered as part of the travel event serves as a meal.

• Hors d’oeuvres and Dessert/Open Bar Receptions are an exception. • If you attend a reception that does not provide a meal, please submit a

memo explaining• If you receive a meal on the airplane, per diem is not eligible for

reimbursement

Per Diem and Meals Continued…

• Employees on official business attending luncheon or dinner meetings, not sponsored by the State, are entitled to receive reimbursement for actual costs incurred, provided that:

1. The luncheon or dinner meeting is planned in advance and includes persons not employed by the State

2. The meal is an integral part of the meeting3. The meal is served at the same establishment that hosts the

meeting4. The purpose of the meeting is to discuss business and the nature of

the business is stated on the travel expense report

Per Diem for Meetings

• The Cost Comparison Calculator will determine if you should rent a car or drive your personal car and is now REQUIRED for trips over 100 miles

• If you choose to drive your personal car instead of renting a car:• Submit a memo explaining the Business Purpose• Variables can be explained as to why you cannot rent a car (example: have

to take taxi to get to the rental place, etc.)- This must be approved first• You will receive .23 per mile (instead of the .555 per mile) if there is no

business purpose or factors that make it difficult to rent a car• Renting vehicles outside the State vendor program requires an

approved waiver form (SPD-NI005 from DOAS)• This form is on the HSS Resource page as “State Contract Waiver”- The

waiver must be approved before the car is rented by DOAS.

• Personal use of rental vehicles are prohibited while on official State business

Car Rental vs. Personal Car

Cost Comparison Calculator

Select “No” for #3

Select “Other Enterprise Locations” for #4

Please choose “Compact” or “Mid-size” (Full size and Mini-Van require a memo stating the Business Purpose for renting a bigger vehicle)

Cost Comparison Calculator Results

The results show that the Enterprise Mid-Size rental is more cost effective than driving your personal car.

Please make sure to attach the Car Rental Cost Comparison Results to your travel for documentation of the most cost effective mode of transportation.

• Enterprise is a State vendor for in-state car rentals. The contract is mandatory

• Statewide Contract Number: SWC-070765• Account number: G25541

• National Car Rental is the only approved vendor for out-of-state car rentals

• Statewide Contract Number: SWC 30293• Contract ID #: 5004625

• Linda Stubbs is the Account Manager for both rental companies:

• Linda.Stubbs@ehi.com • 770-821-0061 (office phone)

Car Rental- Statewide Contract

• Alcoholic Beverages• Laundry (trips less than 7 days-business related)• Personal Phone Calls• Tips for House Cleaning & Maid Services• Fitness Facilities• Movies• Vehicle Repair• Souvenirs & Personal Gifts

• If it is customary to give gifts and you are required to purchase these gifts, a memo providing the Business Purpose is required.

Non-Reimbursable Expenses

• Bank and ATM charges (Domestic Travel)• Air, Car, and Card Membership Dues (AAA or Frequent Flyer

Miles)• Lost baggage• Travel Accident Insurance• Medical Expenses while Traveling• Loss or Theft of Cash Advance Money• Personal Entertainment & Recreation• Valet Parking (unless no other option is available)

• Submit a memo explaining there was no other option for parking

Non-Reimbursable Expenses Cont’d

• Allow 3-5 Business Days for processing after Cash Advance form is delivered to Accounts Payable

• Cash Advances are usually released TWO WEEKS before the scheduled trip

• If the Cash Advance is for prepaid expenses, please note on the form• The Cash Advance must be reconciled as soon as you book your trip and a

method of payment is provided on the receipt

• Advances should not be made for less than $500.00

• Justification must include a breakdown of all costs with the Cash Advance form

Cash Advances

• Travelers should submit Expense Statements within 15 calendar days of completion of travel

• Travelers should submit Expense Statements reconciling a Cash Advance within 15 calendar days of completion of travel and NO LATER than 45 calendar days of completion of travel

• Cash Advances outstanding for more than 45 calendar days may be subject to payroll deduction, per the cash advance agreement

• In occurrence of a payroll deduction, you will no longer be able to receive Cash Advances

• Please note that additional deadlines in case of semester-end and fiscal year-end will also be applicable

Reconciliation of Travel & Cash Advances

• Travel Agents should be used only for International Travel and Domestic Travel of groups of 3 or more

• A Conference Agenda is REQUIRED when submitting your travel reimbursement

• Conference Schedule (At-a-Glance) or itinerary• If there is no At-a-Glance, provide a memo indicating that it wasn’t provided

and whether meals were provided to you or not• Name in conference agenda

• Method of Payment is required for reimbursement:• Hotel and Airfare

• Detailed hotel receipts are also required• Registration must show paid or a $0.00 balance due

• Expense reports may be selected for audit at any time and all required original receipts must be retained by the traveler for three years after the travel date if not attached to the expense report

KSU Travel Policy

If you have any questions on the new policy or new travel form, please contact Ashlee Clark:

• aclark92@kennesaw.edu• 770-794-7798

• Also, the HSS Resource Travel page has all the travel information and forms posted:

• http://hss.kennesaw.edu/resources/travel/

HSS Travel Contact