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Student Travel Guidelines

Student Travel Guidelines. By: Fiscal Affairs. A Agenda. Today’s Topics. Required Forms For Travel General Guidelines. Required forms for travel. Travel Authorization Form.

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Student Travel Guidelines

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  1. Student Travel Guidelines By: Fiscal Affairs

  2. A Agenda Today’s Topics • Required Forms For Travel • General Guidelines

  3. Required forms for travel Travel Authorization Form • All travel requires a Travel Authorization, which is an estimate of funds needed for the trip, even if no funds are needed, this is still required for insurance purposes. • Requires Dept. Approval, Dean/Dept. Head, and Division V.P. Approval. • Must be turned in at least 10 days before the trip is taken. • Should include the purpose of the trip/travel justification for all travelers. • SPSU Travel Authorization

  4. Required Forms for travel (Cont.) • Travel Expense Statement • Expense statement, for “out-of-pocket” expenses, should be submitted for payment processing within 10-days of trip completion • Reimbursement will be processed within 10 business days of the fully approved and documented travel expense statements receipt in Accounts Payable. Reimbursement will be by University check in the Business Office for pickup or by direct deposit. • Travel Reimbursement Form

  5. Required Forms for travel (Cont.) • P-Card • Can be used to pay for student travel (lodging, meals, conference registration, etc.) . It cannot be used for employee travel expenses on the trip. • Vehicle Authorization - Enterprise • Only full time employees are eligible to rent cars on behalf of SPSU. • The renter is the only person that can drive the rented vehicle. • Renting on behalf of someone else is not permitted.

  6. Required Forms for travel (Cont.) • Cash Advances • Only full time employees are eligible. • Approved Travel Authorization, itinerary, and Cash Advance Authorization Form must be received in the Office of the Controller seven (7) business days prior to the day of travel for processing. • The Vice President for Business and Finance is the approved designee authorized to advance funds to employees traveling on behalf of the State. • Employees must reconcile funds within (5) five days from the final date of travel • Failure to return unspent funds or reconcile (submit receipts) for a travel advance within the designated time period may result in the loss of eligibility to receive future advances.

  7. General Guidelines $28.00 Regular rate-GA $36.00 High cost rate-GA • Per Diem allowance rate is based on the Federal Per Diem rate, EXCEPT while traveling within the State of Georgia. The per diem rate is $28.00 per day except in Chatham, Cobb, DeKalb, Fulton, Glynn, and Gwinnett Counties where the per diem rate is $36.00 • Please not that “Incidental” portion of the per diem must not be included. Incidental expenses are reimbursed as documented by receipts. Curbside bag checks and valet charges are not reimbursable.

  8. General Guidelines To Summarize:

  9. questions Contact: Brian Ellis – Fiscal Affairs 678-915-3520 bellis2@spsu.edu

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