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Travel & Expense Reimbursement

GSW adheres to the State Accounting Office Statewide Travel Policy and the University System of Georgia Board of Regents Travel Business Procedures. Below is a brief summary of steps needed for travel reimbursement. For more details or items not covered below, please refer to the two policies previously listed.

Please note:

  • Travel Approval = permission to travel (before trip); note the risk of not being reimbursed if no Travel Approval is on file.
  • Expense Report = reimbursement (after trip)

Travel Approval Form

The Travel Approval Form should be completed, approved, and signed by the correct department/budget manager prior to traveling. This is now completed through Dynamic Forms.

Travel Approval Request

Expense Reports

*Note: Access to the Travel & Expense Portal requires either being connected to the campus network or using VPN if off campus.

Employees should submit travel expenses within 10 days if possible, and no later than 45 days after the trip’s end date. At 60 days, reimbursement may be processed through payroll with taxes withheld or may not be reimbursed. Review how to report shared expenses if travel costs were split with another employee.

All expenses (expense lines) should be itemized by type of expense and date expense occurred. Please attach all receipts and supporting documentation to the expense report before submitting.

Create & Submit Expense Report – Detailed   Expense Report - Entering Meals on First and Last Day of Travel

A traveler’s immediate supervisor must approve a travel expense report before reimbursement will be processed.

  • By approving travel expenses, the approver is attesting that each transaction and supporting documentation has been thoroughly reviewed and has verified that all transactions are allowable expenses.
  • Each transaction must be consistent with departmental budget and project/grant guidelines.

Banking Verification Reminder - IMPORTANT

Add that updating bank account info for payroll purposes does not update it in the Travel & Expense Portal. Travelers must confirm their banking details in the Travel & Expense Portal before submitting reports to avoid delays or misdirected payments.

To Review Your Profile and Review banking information for travel and expense reimbursement, access your profile by logging into the GeorgiaFIRST Self-Service (Travel & Expense Portal) and follow this path:

  • NavBar > Navigator > Employee Self Service > Travel and Expenses > Review/Edit Profile
  • The NavBar is in the top right corner of your screen and looks like a compass. Click the compass to open the menu options.
  • Once you reach a screen you’d like to return to easily, click the three dots next to the compass, select Add to Favorites, and give the screen a name for quick access in the future.
  • Access requires being on the campus network or through VPN.
Reimbursement Self-Service

Contact

Accounting Services

Danielle Melvin
Travel & Grants Accountant

danielle.melvin@gsw.edu

8:00 am - 5:00 pm

Expense Report Receipt Requirements

Employees must submit receipts or attachments for all claimed expenses. Receipts should clearly show the vendor name, date, amount paid, tax breakout, and proof of payment such as cash, card, or an invoice marked “paid.” Examples include:

  • Rental of motor vehicles
  • Parking receipts showing date and fee amount
  • Registration fees that show the event name, date, and amount paid
  • Visa or passport fees
  • Lodging, including an itemized breakdown of charges such as room rate, taxes, parking, WiFi, laundry, and similar items

    Note: Employee and Non-Employee Expenses and Parking must be entered as separate lines on the T&E report.

  • Airline or railroad fares. If charged in a foreign currency, include the exchange rate, conversion to USD, and the source and date of the exchange value. Airfare should be booked at least 14 days in advance but not more than 30 days when practical. If booked within 14 days, attach a brief written justification.

FAQ

What to Submit for Per Diem?

Be sure that one or more of your attachments reasonably shows that you were traveling and stayed overnight, or that you traveled for 12 hours or more and were at least 50 miles away from your home or primary work location.

Examples include a conference agendahotel confirmation, or meeting itinerary showing travel dates.

What to Submit for Mileage?

Attach a screenshot of the route taken on Google Maps (or another map service) or Attach a document listing the exact departing and arriving address. 

Be sure to include round-trip mileage if applicable.

Recurring Mileage

If you travel to the same location frequently (such as dual enrollment sites or recurring recruitment visits), you may create a standing mileage document each semester listing the destination, business purpose, and travel frequency. This document can then be referenced and re-attached to your mileage reports instead of writing a new explanation each time.

What if I was not given a receipt?

Travel expenses under $25 without a receipt

Attach a clarification document in place of the receipt. Acceptable clarification may include:

  • A handwritten or typed note explaining that the store did not issue a receipt, including the store name, date, and time of purchase, and why the purchase was necessary. When possible, ask a store manager to sign the note to verify.

Travel expenses $25 or more

A receipt is required. Without a receipt, the expense will not be reimbursed.

Supplies (non-travel related)

A receipt is always required. No exceptions.

Miscellaneous Travel Expenses

Reimbursable Expenses

Reimbursable expenses while on official travel status include, but are not limited to, the following:

  • Baggage handling services, not including tips
  • Business office expenses (copy services, postage, and supplies)
  • Business related phone calls, faxes, and Internet usage charges and fees
  • Conference/Registration fees
  • Costs related to passports and travel visas, when necessary to accomplish the official business purpose of the trip
  • Costs related to vaccinations required and/or recommended for international business travel
  • Currency conversion fees
  • Laundry or cleaning expenses on trips lasting seven (7) calendar days or more
  • Reasonable incidental travel expenses, also known as incidentals, are reimbursed separately from Per Diem Rates for In State and Out of State travel
  • Transportation costs from lodging or businesses to restaurants (domestic travel only; see Appendix A for international travel guidance.)
  • Shuttle, taxi, or rideshare service to and from airports when public transportation is not practical.
  • Taxi, shuttle and rideshare services between business meetings.

Non-reimbursable Expenses

Non-reimbursable expenses include, but are not limited to, the following:

  • Airline, car, and card membership dues and club fees
  • Airline reserved/priority seating fees
  • Travel upgrade fees (air, rail, car)
  • Alcoholic beverages
  • Cigarettes, vaping, tobacco or other smoking paraphernalia
  • Bank charges for ATM withdrawals, except on international travel
  • Childcare costs
  • Pet housing/boarding/sitting
  • Clothing or toiletry items
  • Commuting between Residence and Primary Workstation
  • Country Club dues
  • Expenses related to vacation or personal days taken before, during or after a business trip
  • Haircuts and personal grooming
  • Incidental travel expenses are included in International Per Diem Rates and are not separately reimbursed.
  • Laundry, cleaning, pressing costs for trips of less than seven days
  • Loss Damage Insurance when State agency contract rate vehicle is available and another rental car agency is utilized
  • Loss or theft of cash advance money or airline tickets
  • Loss or theft of personal funds or property
  • Lost baggage
  • Luggage or briefcases
  • Medical expenses while traveling
  • Mini-bar charges
  • Movies
  • No-show/Cancellation fees or fees related to hotel late check-out (unless business or weather related)
  • Personal reading materials (magazines, newspapers, etc.)
  • Personal vehicle maintenance (including car washes)
  • Personal entertainment
  • Personal Pet care
  • Recreational expenses
  • Rental vehicle maintenance (including car washes)
  • Saunas, massages
  • Shoe Shines
  • Souvenirs or personal gifts
  • Tips covered by per diem allowances
  • Traffic citations (moving violations), parking tickets, court fees and other fines
  • Travel accident insurance premiums
  • TSA PreCheck application fee for airport pre-screening convenience service
  • Valet services for parking, when self-parking options are available, unless there are valid security reasons

Trip-Related Supplies

Supplies should only be included in a travel report if they are directly related to that specific trip.
All other purchases (general supplies, office items, etc.) must be submitted separately as a supply expense report.

Transportation

Transportation-related expenses are reimbursable within reasonable limits. Taxi and ride-share tips may be claimed for up to 20% of the fare. The cost of a first checked bag is reimbursable, while additional or overweight baggage fees require written justification. Seat upgrades, preferred seating, and priority boarding fees are considered personal preferences and are not reimbursable.

Travel by Rental Car

The State of Georgia has a Mandatory State Contract that GSW must use for vehicle rentals with Enterprise Rentals. Below is a link to the website to reserve the car using the contracted price. 

https://elink.enterprise.com/en/22/03/ga-georgia-southwestern-univ0.html

The contract is Mandatory which means we must use for rentals of covered vehicle classes (Compact, Standard, Full Size and Standard SUV). 

  • Driver must have a valid driver’s license
  • Driver must be a GSW employee
  • Driver must be at least 21 years old
  • Traveling on behalf of GSW (not a personal rental)

    *For any questions regarding rental cars, please contact the GSW Purchasing Office at (229) 931-2627 or purchasing@gsw.edu.

Meals

The USG does not provide meal per diem during non-overnight travel due to the IRS taxable compensation implications. Meals may be reimbursed only when they serve a clear business purpose, comply with USG and IRS rules, and stay within per diem limits. Per diem includes tax and tip; alcohol is never reimbursable (BPM 4.3 and 19.8).

Overnight Travel:

  • Travelers are eligible for only 75% of the total day’s per diem rate on the first and last day of travel for both In State and Out of State travel
  • The per diem allowance must be adjusted for any meals provided to the traveler by hotels, meetings, conferences, or any other source.
  • Submit a full copy of conference agenda or itinerary showing which meals are included

    Meal Per Diem Details

Overview

Employee Meals

Employee (per diem) meals apply to GSW faculty and staff who are traveling on official business or attending approved events. Meals related to normal workdays or short meetings are not reimbursable unless they qualify as a Group Meal. Per diem meals are limited to travel status or approved events that serve a documented business purpose.

Requirements:

  • Must follow per diem limits
  • Must have a documented business purpose
  • Each employee claiming employee meal files their own expense report
  • Must be entered separately from non-employee meal

If any meal was provided at no cost, it must be deducted from per diem, regardless of whether the traveler ate it.

Entering Meal(s) Provided

Non-Employee Meals (Including Students & Recruits)

Non-employee meals include meals for guests, volunteers, students, or recruits participating in official GSW business.

Requirements:

  • Must have a clear business purpose
  • Must be approved in advance
  • Must include:
    • Purpose of event
    • Agenda or event description
    • List of attendees with names/affiliations (student ID if applicable)
    • Estimated cost per person
  • Must follow per diem limits
  • Must be entered separately from employee meals
  • Student-Specific Allowance (BPM Section 19.8)
  • Allowable for sanctioned student events, official campus activities, or instructional programs that support student learning

Group Meals (Infrequent Exception)

Group meals are rare exceptions for employees only, allowed only when they directly support efficient operations and meet all BPM 19.7 requirements.

Requirements:

  • Meeting lasts at least 4 hours and crosses a mealtime
  • Meal not at start or end of meeting
  • Must have prior written approval including:
    • Purpose
    • Agenda with times
    • Attendee list with departments/entities
    • Estimated cost per person
  • Must follow per diem limits
  • Only meals are allowed; snacks, refreshments, and alcohol are not
  • Meals included in registrations or lodging packages cannot be reimbursed separately

Simple Rule

  • Group Meals = Employees only; require prior approval and 4-hour meeting duration
  • Non-Employee Meals = Any meal with outside participants, including students and recruits
  • Both = Require advance approval, business purpose, and compliance with per diem limits

Additional Notes

  • Per diem covers tax and tip; extra tip reimbursement is not allowed.
  • Alcohol is never reimbursable.
  • Meals included in registration or lodging packages cannot be claimed separately.
  • Employee and non-employee meals must be entered as separate expense lines.

BPM 4.3 Per Diem Allowance for Meals

Lodging

Travelers should inquire about government rate or conference lodging rate availability. The lowest reasonable lodging expenses will be reimbursed. All lodging claims must be documented with receipts and must be at a business that offers lodging to the general public, such as a hotel or motel, NOT a private residence. 

Airbnb, VRBO, ByOwner, HomeAway, etc. are not reimbursable. Hotel/Motel Tax Exemption Form applies only to hotels in Georgia.

Travelers are required to submit a copy of the Hotel Occupancy Tax Exemption Form upon check in. Local/municipal occupancy tax should be removed with the form. State sales tax generally still applies. The $5.00/night state hotel fee is mandatory and will appear on the bill. For travel outside of Georgia, travelers will be reimbursed for all lodging taxes charged. If a Georgia hotel refuses to honor the tax-exempt form, attach proof (screenshot, receipt notation, or written denial). If unavailable, attach a written explanation.

Hotel Tax Exempt Form - Georgia Hotels and Motels

FAQ

What if getting an Airbnb for everyone and splitting the cost is cheaper?

We understand the desire to reduce lodging costs, and options like Airbnb or similar rental platforms can sometimes appear more affordable. However, cost is not the primary factor in this policy.
Per the University System of Georgia (USG) travel regulations, Airbnb, VRBO, ByOwner, HomeAway, and other private residence rentals are not considered commercial lodging facilities and are therefore not reimbursable. This restriction is in place for safety, liability, and insurance reasons, as well as to ensure consistency, accountability, and compliance with state travel guidelines. Travelers should stay in traditional hotels or motels that provide lodging to the general public and can issue itemized receipts for reimbursement.

Travel by Personal Vehicle (Mileage Reimbursement)

Mileage Reimbursement rates for travel in a personal vehicle will be based on the mileage rate provided in accordance to the State Accounting Office Statewide Accounting Policy.

Reimbursement Rates
Tier 1 Rates
Automobile $0.70/mile
Motorcycle $0.68/mile
Airplane $1.75/mile
Tier 2 Rate $0.21/mile

*Normal commuting miles must be deducted when calculating the business miles if the employee departs and/or returns to their residence.

*Mileage reimbursement rates are subject to change annually based on IRS and State Accounting Office guidance.

Exception

If travel occurs on a weekend or holiday and is outside of the Traveler’s normal work schedule, mileage is calculated from the point of departure with no deduction of actual commuting miles.

Mileage-Only Expense Reports

When claiming mileage only (no other expenses), travelers must still provide supporting documentation showing the business purpose of the trip.

Attachments must include:

  • A copy of the meeting agenda, itinerary, supervisor’s written instruction, or another document confirming the business purpose.

  • A navigation screenshot (e.g., Google Maps) showing departure and arrival addresses and total miles traveled.

  • If you travel regularly to the same location (e.g., dual enrollment professors), upload a standing document listing the destination address, business purpose, and typical mileage.

These attachments ensure the report is audit-proof and compliant with state policy.

Mileage Scenarios

Reporting Travel Costs by Employee

Each expense report should only include the portion of travel costs that belongs to the employee submitting it, even if someone else paid the bill. USG policy requires expenses to be tracked by employee to show how much each person’s travel costs the university.

It does not matter whose credit card was used to pay the expense. What matters is how the cost was split and that each traveler’s report shows only their share. Both travelers should also upload the same supporting documentation with a clear note explaining how the cost was divided.

Why This Is Required

Since public universities use state and federal funds, we are required to show clearly how those funds are spent. Travel expenses are counted as part of each employee’s overall cost to the university and are included in annual financial reports that become public record. Keeping expenses separated by traveler helps ensure those reports are accurate and transparent, which protects both employees and the institution during audits and public reviews.

Example

Joe and John travel to a conference together.

  • Joe pays the hotel bill for a shared room totaling $400.
  • John pays for both of their flights totaling $600.

Each traveler’s expense report should still reflect only the amount they incurred:

  • Joe’s report: $200 for lodging (half of the shared room) + $300 for airfare (his flight).
  • John’s report: $200 for lodging (his half) + $300 for airfare (his flight).

Both Joe and John would upload the same receipts for the hotel and flights and include a short note explaining how the costs were split.

If one employee pays for another’s expense, it is up to the travelers to work out repayment between themselves. USG cannot enforce or document personal payback arrangements, which is why it is always cleaner for each employee to cover their own costs whenever possible.

Cash Advances

Eligibility

Travel advances for trips within the U.S. are only available to employees whose current annual salary is $50,000 or less. Salary cap does not apply to international travel. If you make under $50k but do not see the cash advance option or qualify under special circumstances (such as traveling with a large group of students), contact the Accounting Office.

When to Use a Cash Advance

  • Should be considered an absolute necessity, not a convenience.
  • If you can cover the cost of travel, request reimbursement afterward.
  • It is intended only for employees who would otherwise be unable to travel due to financial hardship.

How to Request

Requested through Employee Self Service in the travel system (same navigation as creating an expense report). If the cash advance tile is not visible, you do not meet income requirements.

Approval & Limits

Cash advances must be approved by department head, dean, or designee. Advances are based on estimated travel costs and should be the minimum necessary.

Accountability

The traveler is responsible for all funds advanced and liable for lost/stolen money. Any unused portion must be returned immediately after travel.

Post-Trip Recovery

The expense report is used to reconcile the travel advance against actual expenses. If total expenses exceed the amount advanced, the traveler will be reimbursed for the difference. If expenses are less than the advance, the unused balance must be repaid. Travelers should contact the Grants/Travel Accountant for repayment instructions and verify the final repayment amount, as it may change if any corrections or adjustments are required.

Deadlines & Tax Rule

Submit expense report within 10 days of completing travel when you have a cash advance to ensure that everything is processed in a timely manner.

Traveler & Approver Responsibility

What Happens If Documentation is Missing or Policy Violated?

  • If required documentation is missing, incomplete, or does not comply with policy, the expense or claim may be denied or partially denied.
  • Denials or reductions may be treated as a personal expense to the traveler.
  • Reimbursement may be delayed or withheld until corrections are made.
  • Repeated or intentional non-compliance may result in disciplinary action under institutional or USG policies.
  • Approvers and travelers are both accountable. The fact that a report is “clean” in the system does not exempt you from audit risk.

Guidance for Approvers

Approvers are responsible for verifying that all expenses are charged to the correct chart string or account code, ensuring the appropriate department, fund, grant, or project is used. They must also confirm that each purchase is appropriate for the budget they oversee, as approval signifies authorization for those funds to be used. Before approving any expense report, approvers should ensure that a valid Travel Approval Form was submitted and approved prior to the trip or that other documented pre-approval exists.