UGA Travel Regulation Changes

1
UGA Travel Regulation Changes

• Effective 10/1/06

2
Development of Revisions

• UGA policy has always adhered to Statewide
  Regulations.
• Previously, the Department of Audits and Accounts
  was responsible for the development of
  regulations.
• The State Accounting Office has now assumed those
  responsibilities.

3
Meal Expenses - Changes

• The University is no longer reimbursing the
  actual cost of meals.
• We will be using the federal per diem rates
  effective 10/1/06.
• Using the per diem allows for more flexibility
  for employees when traveling.

4
Meal Expenses Per Diems

• I have created a spreadsheet with the federal per
  diem rates for U.S. travel.
• This spreadsheet will be up on the PADP website
  as soon as possible.
• Federal per diem rates for U.S. travel can also
  be found at www.gsa.gov/perdiem.
• Federal per diem rates for foreign travel can be
  found at www.state.gov/m/a/als/prdm.

5
Meal Expenses

• You may not claim per diem for meals which were
  provided for you (e.g. meal provided as part of
  conference registration).
• If you choose to buy your own meal, you may claim
  the actual cost with a receipt.
• You must provide your departure and arrival times
  for the first and last day of your trip.

6
Day of Departure

• Departure prior to 630 am
• Departure prior to 1100 am
• Departure prior to 530 pm

• Eligible for breakfast, lunch and dinner
• Eligible for lunch and dinner
• Eligible for dinner only

7
Day of Return

• Return after 630 am
• Return after 130 pm
• Return after 730 pm

• Eligible for breakfast
• Eligible for breakfast and lunch
• Eligible for breakfast, lunch and dinner

8
Meal Expenses

• If you exceed the daily per diem amount, you must
  attach a memo explaining and justifying the
  expense.
• This memo must be signed by the Dean before
  reimbursement will be processed.
• In this case, the actual cost will be
  reimbursed.

9
Meal Expenses In-State

• There are per diem rates specific to In-State
  travel -- 28/day (6/7/15).
• Six counties within Georgia are deemed High Cost
  Areas, and therefore have a per diem of 36/day
  (7/9/20).
• High Cost Areas Chatham, Cobb, DeKalb, Fulton,
  Glynn and Gwinnett Counties

10
Meal Expenses - Gwinnett

• You may not receive reimbursement for meal
  expenses for travel within 50 miles of your home
  office.
• Unfortunately, we will no longer be able to
  reimburse meal expenses for those professors
  teaching a Gwinnett course.
• However, those professors who teach a course will
  have 8 per class transferred to his/her support
  account at the end of the semester.

11
Lodging Expenses

• Lodging expenses are also subject to the federal
  per diem rates effective 10/1/06.
• The actual cost of lodging will be reimbursed,
  but the federal guidelines are used as a test of
  reasonableness.

12
Lodging Expenses Reasonableness

• Lodging costs up to 125 of the per diem rate can
  be processed as is.
• If you exceed the per diem rate by more than 25,
  you must attach a memo explaining and justifying
  the expense.
• The memo must be signed by the Dean before the
  reimbursement is processed.

13
Mileage Reimbursement

• If leaving from UGA, the mileage reimbursement
  remains the same.
• If leaving from/returning to your residence, you
  must deduct your normal commuting miles.
• This does not apply to travel on weekends or
  holidays.

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15
Transportation Expenses

• Receipts are not needed for public
  transportation, such as bus, metro, etc.
• However, you must indicate that no receipt is
  included and give a point-to-point explanation.

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17
Other Changes

• Rental car written approval/justification no
  longer required.
• Laundry services can be reimbursed for travel
  exceeding 7 days (receipt must be provided).
• Travel expense statement has been modified.

18
Helpful Links

• Travel Expense Form for travel on or after
  10/1/06
• www.busfin.uga.edu/forms/travel_expense.pdf
• Travel Expense Form for travel before 10/1/06
• www.busfin.uga.edu/forms/travel_expense_09.06.pdf
  

19
Helpful Links

• US Per Diem Rates
• www.gsa.gov/perdiem
• Meal Breakdown
• www.gsa.giv/mie
• Foreign Per Diem Rates
• www.state.giv/m/a/als/prdm/73533.htm
• UGA Travel Policy
• http//askuga.uga.edu/default.asp?id863Lang1S
  ID