Reimbursement for Travel Expenses - Employees

Policy No: 
6.13
Type of Policy: 
Administrative
Effective Date: 
August 2012
Last Revised: 
January 2015
Review Date: 
January 2018
Policy Owner: 
Accounts Payable
Contact Name: 
Sharon Jackson
Contact Title: 
Director of Accounts Payable/Travel
Contact Email: 
travel.ask@business.gatech.edu
Policy Statement: 

The TechWorks Employee Travel & Expense System must be used by employees to request reimbursement for expenses associated with official business. The T&E System is accessed via the TechWorks main page. It can also be accessed from off campus computers with internet access.

The policies provided in Sections 6.1- 6.18 indicate allowable expenses and required documentation per the Board of Regents and State of Georgia regulations.

Procedures: 

Certification / Approval of Travel Expense Statements
The traveler is required to sign an oath by logging into the T&E System. By taking this oath, the traveler is attesting to the accuracy and completeness of the claim for travel reimbursement. Travelers may not approve their own Travel Expense Report. As a general rule, the head of the campus unit, or delegate, or the head of the next higher administrative unit, or delegate, is to approve all expense reports. For example, a professor's travel may be approved by the Dean, whereas the Dean's travel must be approved by the Provost. Approval attests to the agreement by the approver that the travel was authorized, directed, necessary, and that the claim is complete, correct and proper. In no case is a subordinate authorized to approve travel expenses for his/her superior.

Required Receipts/Supporting Documentation
Receipts are not required for meals (see policy 6.4: Meals and Incidental Travel Expenses)

  • Itemized receipts are required for the following:
    • Air, lodging, and rental cars
    • Visa/Passport fees
    • Conference registration fees
    • All single expenditures of $25 or greater

  • Receipts are not required for the following expenses, if individual amounts are less than $25:
    • Gasoline purchased for rental vehicles
    • Parking
    • Highway tolls
    • Mass Transit tickets
    • Taxi fares
    • Airport vans

Supporting documentation and/or receipts along with the GT Expense Report Coversheet and Expense Report must be emailed to expense@mail.gatech.edu or faxed to 404-894-6565. Once these documents are mailed or faxed, the supervisor and financial approvers will be able to view the documentation by clicking on the ‘VIEW RECEIPTS’ button on the Accounting Summary/Submit tab within TechWorks T&E. Approvers must review the supporting receipts to ensure compliance with Institute policy, before approving the expense for reimbursement. Expense Reports that do not include the required receipts and/or documentation will be returned to the traveler.

Expense Reimbursement Submission Timeliness
The following guidelines should be followed to ensure prompt reimbursement of travel expenses:

Travelers should submit all expenses for reimbursement and reconciliation within 10 days of the completion of the event or trip but no later than 45 calendar days.

  • Reimbursement requests should preferably be held (not entered into the T&E system) until an amount of at least $10 is due.
  • Consolidate expense claims for local parking, mileage, telecomm and supply purchases into a monthly claim reimbursement.

Travelers with Physical and/or Medical Conditions
The impact of travelers with physical and/or medical conditions, while on State travel, should be considered on a case-by-case basis. Compliance with the Americans with Disabilities Act (ADA) is mandatory. Each department has the authority to provide reasonable accommodations during State travel for travelers with disabilities.

All State employees are to be afforded equal opportunity to perform travel for official State business even if the travel costs for disabled travelers will exceed what would normally be most economical to the State. For example:

  • When a traveler uses a wheelchair, it may be necessary to pay more for an airline ticket so the traveler can fly on a larger airplane that accommodates the wheelchair.
  • When a traveler has hearing or vision impairments, there may be a cost of providing auxiliary aids and services to enable the traveler to successfully accomplish the purpose of the travel.

The extra travel costs required to comply with ADA shall be documented and kept on file by the authorizing approver.

Additional Notes:
Employees cannot ‘pick up the tab’ for other employees, as state reporting of travel expenses requires that reimbursement to an employee covers only those expenses pertaining to that employee's travel.

The traveler should also remove/block any sensitive information (social security number, all but the last four digits of a credit card, etc.) on the receipts. The unit approvers should also review the documentation at the time of approval to ensure that all sensitive information is blocked out.

Any questions regarding the TechWorks Employee Travel & Expense System may be directed to travel.ask@business.gatech.edu.
 

Policy History: 
Revision Date Author Description
1/28/15 Business Services Update to Verbiage

  

 

 

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