Basics of travel at UGA

  • UGA does not allow for travel advances.
  • Approved lodging and per diem rate can be found here.
  • There are options to direct bill your airfare (typically costs more).
  • There are options to request early reimbursement of airfare and/or registration.
  • Travelers are expected to be good stewards of funds: travel is for official UGA business, account allows for such travel, will choose most cost-effective method, there are sufficient funds for reimbursement, has approval from the account holder before traveling, does not exceed allowable limits and adheres to UGA policies and procedures.
  • Failure to submit a Travel Authority (TA) prior to any travel could mean you will not be covered by the University’s Worker’s Comp Insurance and/or you forfeit claims for reimbursement.
  • International travel requires approval from the UGA-Office of Global Engagement and you are required to register your itineraries at here for risk management and export control purposes.
  • Legible, paid receipts are required for all expenses except meals. Missing receipts will require an explanation of the expense on the reimbursement.
  • Employee is accepting risk of a non-reimbursable cancellation fee if making arrangements with a vendor and a “non-refundable” policy.
  • Reimbursement requests are due within 30 days of travel return date to allow for any corrections and processing time. Expenses submitted more than 60 calendar days after completion of the trip are considered taxable income per the Internal Revenue Service. There is a separate reimbursement process for this.

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