University of Georgia

UGA Travel Basics

Instate Travel

  • Submitting Receipts
    • Expenses submitted more than 60 calendar days after the trip are taxable income per IRS.
  • Per Diem
    • If overnight lodging exists, $50/day.
  • Day Of Depart / Return Per Diem
    • 75% of daily rate.
  • Lodging
  • Lodging Taxes
    • UGA travelers are exempt from paying county or municipal tax with Hotel Occupancy Tax Exempt form.
  • Use of lodging service providers such as AirBnB, Home Away, VRBO, etc.
    • NOT Permitted
  • Rental Car (non-airport rental)
    • Hertz or Enterprise: Travelers must decline optional fuel offerings offered by the car rental vendor. Employees traveling on State business inside continental US in any rented motor vehicle are covered by the State’s liability insurance. Liability coverage should be declined when renting a motor vehicle. Loss Damage and Collison Damage are also covered for vehicles rented under the Statewide Car Rental Contract.
  • Rental Car (airport rental)
    • Hertz: Travelers must decline optional fuel offerings offered by the car rental vendor. Employees traveling on State business inside continental US in any rented motor vehicle are covered by the State’s liability insurance. Liability coverage should be declined when renting a motor vehicle. Loss Damage and Collison Damage are also covered for vehicles rented under the Statewide Car Rental Contract.
  • Airfare **
    • Travelers must use lowest possible coach airfare. If airfare is the most advantageous form of travel, it can be reimbursed to an employee in advance of the trip. Non-employees are not eligible for advance reimbursement. Domestic airfare should not be purchased more than 3 months in advance of the trip.
  • Registration Fees**
    • Registration fees are typically required to be paid 10-15 weeks prior to the event. P-card or payment request should be used to pay registration fees. Employee reimbursement should only be used when no other purchasing mechanism exists. If the employee has exhausted all other options and must incur the charge personally, the registration fee can be reimbursed prior to the trip. Non-employees are not eligible for advance reimbursement.
  • Unallowable Expenses
    • Laundry (allowable when overnight exceeds seven (7) consecutive days)
    • Valet services for parking, when self parking options are available
    • Theater
    • Entertainment
    • Alcoholic beverages
    • Bank charges for ATM withdrawals
    • Online booking services such as VRBO, HomeAway, Airbnb etc.

Out-of-State Travel

  • Submitting Receipts
    • Expenses submitted more than 60 calendar days after the trip are taxable income per IRS.
  • Per Diem
  • Day Of Depart / Return Per Diem
    • 75% of daily rate.
  • Lodging
  • Lodging Taxes
    • Traveler must pay taxes
  • Use of lodging service providers such as AirBnB, Home Away, VRBO, etc.
    • NOT Permitted
  • Rental Car (non-airport rental)
    • Hertz: Travelers must decline optional fuel offerings offered by the car rental vendor. Employees traveling on State business inside continental US in any rented motor vehicle are covered by the State’s liability insurance. Liability coverage should be declined when renting a motor vehicle. Loss Damage and Collison Damage are also covered for vehicles rented under the Statewide Car Rental Contract.
  • Rental Car (airport rental)
    • Hertz: Travelers must decline optional fuel offerings offered by the car rental vendor. Employees traveling on State business inside continental US in any rented motor vehicle are covered by the State’s liability insurance. Liability coverage should be declined when renting a motor vehicle. Loss Damage and Collision Damage are also covered for vehicles rented under the Statewide Car Rental Contract.
  • Airfare **
    • Travelers must use lowest possible coach fare. Employees can be reimbursed in advance of the trip or have airfare direct billed to UGA through an authorized travel agency. Non-employees are not eligible for advance reimbursement. Domestic airfare should not be purchased more than 3 months in advance of the trip. Seat upgrades are not allowable without medical certification. Delta One is not eligible for reimbursement. Business Class airfare is permitted allowable for domestic flights to Alaska and Hawaii.
  • Registration Fees**
    • Registration fees are typically required to be paid 10-15 weeks prior to the event. P-card or payment request should be used to pay registration fees. Employee reimbursement should only be used when no other purchasing mechanism exists. If the employee has exhausted all other options and must incur the charge personally, the registration fee can be reimbursed prior to the trip. Non-employees are not eligible for advance reimbursement.
  • Unallowable Expenses
    • Laundry (allowable when overnight exceeds seven (7) consecutive days)
    • Valet services for parking, when self parking options are available
    • Theater
    • Entertainment
    • Alcoholic beverages
    • Bank charges for ATM withdrawals
    • Online booking services such as VRBO, HomeAway, Airbnb etc.

International Travel

  • Register with the Office of Global Engagement
  • Export Control and Data / Equipment Security
  • Submitting Receipts
    • Expenses submitted more than 60 calendar days after the trip are taxable income per IRS.
  • Per Diem
  • Day Of Depart / Return Per Diem
    • 75% of daily rate.
  • Lodging
  • Lodging Taxes
    • Traveler must pay taxes
  • Use of lodging service providers such as AirBnB, Home Away, VRBO, etc.
    • Permitted.
  • Rental Car
    • Hertz: When traveling to destinations outside of the Continental US, except for Canada, the State Risk Management Department recommends that the travelers accept collision insurance when renting cars.
  • Airfare **
    • Business Class is permitted for international flights. Employees can be reimbursed in advance of the trip or have airfare direct billed to UGA through an authorized travel agency.
    • Non-employees are not eligible for advance reimbursement. International airfare should not be purchased more than 6 months in advance of the trip. Delta One is not eligible for reimbursement.
  • Registration Fees**
    • Registration fees are typically required to be paid 10-15 weeks prior to the event. P-card or payment request should be used to pay registration fees. Employee reimbursement should only be used when no other purchasing mechanism exists. If the employee has exhausted all other options and must incur the charge personally, the registration fee can be reimbursed prior to the trip. Non-employees are not eligible for advance reimbursement.

** When using current fiscal year funding to reimburse employees for airfare or registration charges in the next fiscal year, travel dates should conclude by the end of the first quarter (September 30) of the new year. Reimbursements for airfare or registration charges when travel concludes after the first quarter of the new year must be submitted on or after July 1, using the next fiscal year’s funding. The State of Georgia requires that funds appropriated for a specific fiscal year be used for expenses in that fiscal year. However, UGA allows for travel expenses for trips that occur in the first quarter of the next fiscal year in lieu of travel encumbrances.

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