Travel - Employees

Non-employee travel is processed via policy and procedure under the Finance tab found on this site.

  • Ecology highly recommends that reimbursement requests be submitted within 30 days of travel ending, otherwise, you may face tax implications.
  • Please consult with your Sr. Accountant if you have questions or concerns under any circumstance. We encourage you NOT to spend out of pocket before you receive official approval to travel.
  • Ecology operates under the direction of the State Accounting Office and the Office of Planning and Budget via travel regulations the University of Georgia has adopted.

                                                                     

 

                                                                               Amberly Tankersley

 

                 Laura Leachman

  • UGA’s travel policy can be found here.
  • UGA does not allow for travel advances.
  • Approved lodging and per diem rates can be found here.
  • There are options for employees to direct bill airfare (typically costs more). However, per State recommendation, employees are strongly encouraged to use the internet in order to avoid travel agent fees and higher ticket costs.
  • There are options to request early reimbursement of paid airfare and/or registration. Registration that includes food is not allowed under this policy.
  • Travelers are expected to be good stewards of all fund types:
    • travel is for official UGA business
    • account used for expenses allows for such travel
    • will choose most cost-effective method for traveling
    • confirm there are sufficient funds for reimbursement
    • has approval from the account holder before traveling
    • does not exceed allowable limits
    • adheres to all 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. You will also be required to submit a justification explaining why a TA was not submitted prior to travel.
  • International travel requires approval from the UGA Office of Global Engagement and you are required to register your itineraries at http://oie.uga.edu/international-travel-authority/ for risk management and export control purposes.
  • Legible, itemized, paid receipts are required for the following:
    • lodging
    • airfare
    • railfare
    • motor vehicle rental
    • registration fee
    • visa/passport fee
    • all single expenditures of $25 or greater
  • Missing receipts will require an explanation of the expense on your reimbursement request. Credit card receipts are acceptable provided they contain complete details of the expenditure.
  • Employee is accepting risk of a non-reimbursable cancellation fee if making arrangements with a vendor and a “non-refundable” policy.
  • We recommend reimbursement requests be submitted within 30 days of the 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 and is handled via payroll. Receipts are still required and will paperwork be maintained in the EBO.
  • Destination
  • Accounting tag/speed type; if you are unsure please reach out to your Sr. Accountant
  • What fiscal year will the travel occur? Fiscal years at UGA run July 1 – June 30. Be sure to also consider any spending deadlines.
  • Departure Date
  • Return Date
  • Blanket Travel? Allowable for frequent in-state travel to same field site (i.e., feeding fish in Coweeta); dates may not overlap fiscal years.
  • Sharing a room?
    • Each employee must have an approved TA on file, regardless of who pays.
    • The traveler paying for the lodging should seek reimbursement via group travel.
    • Reach out to your Sr. Accountant with any other questions.
  • What expenses do you anticipate you will incur?
    • Lodging (click on the appropriate link under Meal Per Diems to also see the corresponding Lodging Per Diems)
      • Online booking services such as Airbnb, VRBO, Home Away, and the like are prohibited for non-international travel.
      • Lodging in Georgia?
        • The traveler should make every effort to avoid payment of sales tax.
        • Travelers must be able to provide proper identification to document their employment as a state or local government employee to be exempt from paying the county or municipal excise tax.
    • Per diem (meals) 
      • There are set limits depending on your travel destination.
        • Visit this site to review limits within the U.S.
        • Visit this site to review limits outside the U.S.
      • Travelers are eligible for only 75% of the total day’s per diem rate on the first and last day of travel.
      • For overnight travel within the state of Georgia, you are allowed 100% per diem on travel days. However, if your departure date and the return date are the same days within the state of Georgia you are not eligible to claim per diem.
    • Registration Fee
      • It may be possible to request a purchase order for payment of your registration fee. You will need to reach out to your Sr. Accountant.
    • Mileage rates are updated periodically here.
    • Miscellaneous
      • For required work-related expenses (e.g., gas for a rental car, internet at the hotel)
    •  Transportation
      •  Airfare
        • If your travel is funded by federal funds, you must use a US flag air carrier for international travel when possible, as outlined in the Fly America Act. If it is not possible be prepared to provide justification.
        • Coach/economy fare is recommended. Business Class airfare is allowable in very rare cases. You should check with your Sr. Accountant first before booking a flight other than for coach/economy fare.
        • If you wish to direct bill your airfare, it must be with a UGA-approved travel agency. There can not be any conflict of interest between the traveler and agent/agency. NOTE: Prices are typically higher if you choose to direct charge. The state of Georgia encourages employees to purchase from the internet in order to save money.
      • Taxi, railway, shuttle
      • Car rental – Please seek help from your Sr. Accountant, if needed.
        • Mandatory contracts: must return vehicles with the same amount of gas that they had when it was picked up; reimbursement with paid receipt is allowed under miscellaneous expenses.
          • Hertz – if rental is FROM Hartsfield-Jackson International airport or any out-of-state location
          • Enterprise or Hertz – if rental is in Georgia
        • Options: compact, intermediate, or full size. A van may be rented if there are more than 4 travelers.
        • Travelers must decline optional fuel offerings, maintenance, and oil changes by the car rental vendor.
        • Employees traveling on State business inside the continental US are covered by the State’s liability policy therefore liability coverage should be declined when renting within the US. Loss Damage and Collision Damage are also covered for vehicles rented under the Statewide Car Rental Vendor Contract. When traveling to destinations outside the Continental U.S. (OCONUS), with the exception of Canada, the State Risk Management Department recommends that travelers accept collision insurance when renting cars.
  •  

NOTE: The State liability policy is only in effect while the employee is using the rented vehicle for official State business. For this reason, personal use of the vehicle, including allowing friends or family members to ride in a State rented vehicle or to grab lunch or a cup of coffee, is prohibited.

Ecology employees must assign a delegate before proceeding with any of the following:

 

No-Cost Travel

  • Documentation is required if you are traveling on official UGA business but are not seeking reimbursement.

  • Submit a travel authority (TA) request at least two weeks (or as soon as possible) prior to your departure date.

  • We have developed forms to assist you.

In-State, Georgia Travel

  • You are required to submit a travel authority (TA) request at least two weeks (or as soon as possible) prior to your departure date. If you do not receive prior approval before your departure date you will be traveling at your own risk. You may still submit a request for reimbursement but your request will require a justification as to why you did not have prior approval to travel. It will be at this time Central UGA will review your request to determine approval for reimbursement.

  • We have developed forms to assist you with submitting a travel authority.

  • Upon return from travel, and within a recommended 30 days from your return date, you should submit a request for travel reimbursement. We have developed forms to assist you.

Out-of-State, Domestic United States OR International Travel

  • You are required to submit a travel authority (TA) request at least four weeks (or as soon as possible) prior to your departure date. If you do not receive prior approval before your departure date you will be traveling at your own risk. You may still submit a request for reimbursement but your request will require a justification as to why you did not have prior approval to travel. It will be at this time Central UGA will review your request to determine approval for reimbursement.

  • We have developed forms to assist you with submitting a travel authority.

  • Upon return from travel, and within a recommended 30 days from your return date, you should submit a request for travel reimbursement. We have developed forms to assist you.

To: ARCHNEWSFACULTY@LISTSERV.UGA.EDU
Subject: FY 2023 Travel Support for Faculty, Postdoctoral Scholars, and Graduate Students

TO:

UGA Faculty, Postdoctoral Scholars, and Graduate Students

FROM:

S. Jack Hu, Senior Vice President for Academic Affairs and Provost

Karen J.L. Burg, Vice President for Research

Ron R. Walcott, Vice Provost for Graduate Education and Dean of the Graduate School

RE:

FY 2023 Travel Support for Faculty, Postdoctoral Scholars, and Graduate Students

This memo details resources available to support faculty, postdoctoral researchers, and graduate students who have been invited to present their research or scholarship at an academic conference.

Faculty Travel Funding

Domestic Travel

All requests for domestic travel funds should be directed to the Dean in your school or college.

International Travel

The Office of the Provost is pleased to announce the allocation of funds in support of international faculty travel in FY 2023. International travel is defined as travel outside the 48 contiguous states. These funds are intended for full-time faculty who are invited and/or accepted to attend an international conference or venue to present a scholarly paper or other creative work.

Travel funding support is limited to one trip per faculty member in FY 2023. Requests must include at least 1:1 matching funds for consideration. A maximum of $2,000 in funding per faculty trip is available from the Provost’s Office. Travel must take place between July 1, 2022, and June 30, 2023.

To apply for international travel funds from the Office of The Provost:

  1. Complete the Request for FY 2023 Provost International Travel Funds available at http://provost.uga.edu/index.php/academic-fiscal-affairs. Please note these funds must be used in conjunction with other funding to support international travel. When describing the nature of the travel, be precise in explaining your role at the conference or venue (i.e., presenting scholarly papers or creative works). Attach documentation supporting your request (e.g., invitation and/or acceptance letter).
  2. Faculty must submit the request for funds to the appropriate Department Head/Director and then to the Dean/Vice President for review and approval.
  3. The Dean/Vice President should send completed forms to Academic Fiscal Affairs via e-mail at afa@uga.edu.

 

Notification of Award: All requests will receive a response as to whether funds will be allocated for the international travel and the amount of support provided by the Office of the Provost if funded. Notification will be sent to the office of the Dean/academic Vice President who submitted the request to the Office of the Provost. These offices should notify the faculty member about the outcome of the request as soon as possible. Any questions regarding international travel allocations from the Provost’s Office should be directed to Academic Fiscal Affairs at 706-583-0337.

Postdoctoral Scholar Travel Funding

The Office of Postdoctoral Affairs in the Office of the Vice President for Research is pleased to continue the Postdoctoral Scholar Travel Support Program. This program provides matching funds for active UGA postdocs to present their current research at national and international academic conferences. Matching funds (at least 1:1) must be identified and may be provided by the postdoc’s research mentor/supervisor, unit, or college, or by an external travel award or grant. The maximum funding from the Office of Postdoctoral Affairs is $1,500 per domestic trip or $2,000 per international trip. Only one award per year per postdoctoral scholar is allowed. Applications are submitted via InfoReady and are reviewed in quarterly intervals, with deadlines on the second Tuesday of August, November, February, and May.

Domestic and International Graduate Student Travel Funding

The Graduate School is pleased to offer funding to students presenting their research at both domestic and international conferences, as well as professional meetings. For the purposes of these awards, travel to Hawaii, Alaska, and U.S. territories outside the contiguous 48 states is considered foreign travel.

Funds are awarded on a rolling basis, and a limited amount of funding is available each semester. The amount of each award will be based on factors such as prevailing costs at the meeting site, distance traveled, whether the meeting is regional, national, or international, and the availability of funds. Departmental “match” funding in support of the student’s travel will greatly enhance the student’s chances for Graduate School funding.

Students may receive only one travel grant per fiscal year, regardless of the type of travel (domestic or international).

Please visit the Graduate School website for detailed information on eligibility and the application process. Review this information carefully, as international and domestic travel awards have different eligibility criteria.

All requests for travel funding must be submitted by the Graduate Coordinator (Ecology: Julie Gunby) in GradStatus. Students may not submit requests directly.

Travel Dates

Request Deadline

April 1 – June 30, 2022

July 1 – September 30, 2022

October 1 – December 31, 2022

Still considering applications

June 10, 2022

September 9, 2022

   

January 1 – March 31, 2023

December 9, 2022

   

April 1 – June 30, 2023

March 10, 2023