Direct Bill Program

1. Direct Bill Program Travel Office

2. Direct Bill • Resource for adult and juvenile health care employees • Large number of direct bill hotels (30+) • Navigating the process • Administrative result of the program

3. Employee Benefits • Financial resource for employee • No upfront expense to employee • No waiting for a lodging reimbursement • Convenient lodging near sites

4. Employee Responsibilities • Review Hotel Bill • No Occupancy (Hotel/Motel) Tax and Sales Tax • Permitted tax: $5 Hotel Fee and $1 City Fee • Provide State Forms: • Cert. of Exemption Local Hotel/Motel Tax Form (All Travel) • Sales Tax Cert. of Exemption Form (Direct Bill) • Submit Travel Expense Forms Timely • 10 Business Days

5. Occupancy Tax Not Removed • What happens if hotel refuses to remove occupancy tax: • Obtain name of hotel employee • Obtain phone number of hotel • Make a note on the bill that the hotel employee refused to take off the occupancy tax • AU staff will notify the state of Georgia

6. Current Complications • Unable to pay invoice due to travel statement submissions (30-45 days) • Hotels charging employee and AU • AU short pays hotel if tax is included • Name on account • Georgia Correctional Health Care • No show charges unallowable

7. Solutions • 10 business day submission of expense statements • Provide hotel with both tax forms • Ensure correct bill at check-out • Repeat offenders suspended from benefit of direct bill • Management assistance in ensuring all travelers are Informed of employee responsibilities

8. Example of Direct Bill Travel Expense form

9. Examples of Hotel Invoice

10. More Examples Correct Invoice Incorrect Invoice

11. Tax Forms

12. Example of Enterprise Direct Bill Travel Expense Form

13. Reserving a Rental Vehicle

14. Helpful Resources • Websites • http://www.augusta.edu/finance/controller/gchc-djj-travel-office/index.php • GCHC-TRAVEL@augusta.edu • GCHC Fax 706-446-2844 • DJJ-TRAVEL@augusta.edu • DJJ Fax 706-446-1052

15. Questions