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Contents
SSU Travel Web Page - Page 3
State of Georgia Travel Regulations – Page 4
FAQs of University Travel – Page 5
Business and Financial Affairs Forms – Page 7
Travel Authority and Authorization – Page 9
Before You Travel – Page 12
While Traveling – Page 14
After Travel – Page 15
Travel Expense Statement – Page 17
Receipts – Page 22
A Note on Per Diem – Page 25
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Savannah State University Travel Website
http://www.savannahstate.edu/fiscal-affairs/universitytravel.shtml
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http://www.savannahstate.edu/fiscal-affairs/universitytravel.shtml
Familiarize yourself with
the new Travel Regulations
from the State of Georgia
policy via these links.
The regulations are
displayed in a pdf manual
format.
Using the table of contents
to find the area of interest
makes navigation to the
topic a simple task.
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http://www.savannahstate.edu/fiscal-affairs/universitytravel.shtml
FAQs of University Travel
Familiarize yourself with
the FAQ’s of University
Travel.
The FAQ’s were developed
to help SSU Faculty and
Staff navigate travel and
5 regulations.
http://www.savannahstate.edu/fiscalaffairs/documents/SavannahStateUniversityFrequentlyAskedTravelQuestions8_2014.pdf
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http://www.savannahstate.edu/fiscal-affairs/universitytravel.shtml
Business and Financial
Affairs Forms:
This is where all the forms
you will need are located:
Scroll Down to University
Travel
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http://www.savannahstate.edu/fiscal-affairs/comptroller-forms.shtml#University
Tax Exemption
Forms, keep copies
of all three with
you when
traveling, we are
currently exempt
in Georgia and
Florida.
Business and Financial
Affairs Forms:
This is where all the forms
you will need are located:
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From the University Policy
BOR Business Procedures Manual, 4.2.3 Employee Authorization for Travel:
Each employee required to travel in the performance of official duties and entitled to reimbursement
for expenses incurred shall receive prior authorization from the department head, dean, or other
designated official for the performance of travel. If approval is required, institutions should establish
a written policy designating persons/positions authorized to approve travel.
Travel Authorization Forms
Travel must be authorized and documented prior to all official University travel activities and a Travel
authorization form must be filled out, even if travel expenses will not be charged to the University.
This ensures that:
a.
Travel plans have been authorized by the appropriate approving authorities;
b.
Funds are available;
c.
The traveler can document their official travel status if needed for Risk Management purposes;
d.
The travel has a legitimate business purpose (i.e., is in the best interest of the University);and
e.
The travel meets the IRS Accountable Plan.
BOR Business Procedures Manual, 4.2.1 General Provisions:
“written pre-trip authorization is no longer required, except when lodging is required, within a 50-mile radius. Institutions may
require prior authorization for certain travel if they wish.”
Savannah State University’s policy is that written pre-trip authorization is not required if
the following conditions are met:
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Travel is within a 50-mile radius of the University (any commute mileage must be removed from
the odometer calculation for reimbursement.)
The only costs incurred and that are reimbursable are for personal mileage and parking. There
are no other costs associated with the travel. (The University doesn’t reimburse for hotel or per
diem charges within a 50 mile radius of the University or residence unless special circumstances
are preapproved by the Vice-President of Business and Finance or the President, but other costs,
such as registration, must be put on a Travel Authorization and be paid through e-Req or PCard.)
Travel isn’t for an agency fund, grant, Title III, or any other funding source that requires prior
approval on all travel instances.
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The business purpose or reason for travel must be clearly explained. Supporting
documentation should be attached.
Only items authorized on the TA will be reimbursed.
Travel Authorization Form (TA):
1. Complete the top portion of the TA with: Department
to be charged, complete LEGAL name, SSU (ADP) ID#
(not SS# or 915). Indicate the destination, business
reason for the travel, and enter dates encompassing
the entire trip. Attach a copy of the agenda, and
meeting information.
2. Estimated Costs of the TA:
• Do not make purchases prior to TA approval.
• Airline travel must comply with the Fly America Act
when using Federal funds.
• List estimated transportation costs. Use the most
justifiably direct and economical route available and
when personal time will be taken, a comparative
itinerary for the business only portion of the trip must
be attached.
• Using the standard lodging and per diem rates, enter
the number and allowance per travel status days.
Rental Car: With approved TA, submit an e-Reservation
Online request for a Motor Pool Vehicle for local
travel or a requisition if you are flying.
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No additional insurance will be reimbursed, this includes
the Loss Damage Waiver. The rental will be returned with
the same amount of gas during pick-up, and will not be
larger than mid size without business justification.
3. Obtain all required signatures and submit TA packet
to the Business Office for Budget Approval
4.
5.
A scanned copy of the approved TA will be
returned to the traveler via email, original is
kept with the Campus Travel Coordinator.
Approved items may be purchased.
• Itemize all other anticipated out of pocket expenses.
• Attach support for estimated expenses
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CASH ADVANCE:
If you require a cash
advance, circle yes and fill
out the next portion. Cash
advances are available for
sustenance and other
miscellaneous
charges(other than
registration) and are
recommended to be no
less than $100.00.
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Original receipts or receipted invoices are required for all travel expenses for which reimbursement is
claimed.
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EXCEPT, Individual expenses less than $25 may be reimbursed without a receipt, although total unreceipted expenses may not exceed
$25 per expense. Business purpose of expense must be clearly explained.
Remember, we are tax exempt in the State of Georgia and the State of Florida, we are working on
others and will update the campus community as those come to fruition.
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Submit all receipts and supporting travel documents to
the travel coordinator. A Travel Expense Statement
should be filed with the campus travel office within 15
days of completion of the trip. Reimbursement for out
of pocket travel expenses will be made to the traveler
within 15 business days after a properly completed and
approved Travel Expense Statement is submitted.
Unless approved by the Travel Administrator, no
reimbursements will be made if requested more than 90
days after the due date.
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Available for travel reimbursements or other non-payroll
payments to employees and students. Direct deposits are
generally a faster form of reimbursement than paper checks.
You are notified of the date and amount deposited to your
account via email.
To open your direct deposit account:
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Go to Business and Financial Affairs Forms –
http://www.savannahstate.edu/fiscal-affairs/comptroller-forms.shtml#Accounting
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Select Direct Deposit for AP
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Follow Directions on Form
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If you traveled within the
Continental United States
(Including Georgia) choose
the Domestic Expense
Statement
If you traveled
Internationally (including
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Alaska and Hawaii) choose
the International Expense
Statement
Expense Reports
• After the completion of any
authorized University travel,an
expense report should be
prepared when actual expenses
were incurred.
• The Travel Expense Statement
Form should be filled out
completely and submitted along
with all receipts (excluding
meal receipts), itineraries, and
post-travel forms (Title III only).
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This electronic Travel Expense Statement form is in a fillable format
and contains formulas to help you complete it easily and correctly.
Use a new blank form for each new Travel Expense Statement to
avoid formula errors. Populated cells from a previous Expense
Statements are easy to overlook.
General Travel Expense Statement
guidelines:
• Submit original receipts with the date
and amount clearly marked. The
Expense Statement should reflect the
total cost of the trip.
• Receipts must clearly show who made
the payment and the amount paid.
• Ensure all appropriate fields are
populated.
• A signature by the traveler and
supervisor affirms all information
provided is accurate and complete.
PAGE1
• Select the destination
from the dropdown box,
if your location is not
listed, select “Other”
and specify below.
• After you fill in your date
of travel above, the Per
Diem amount will
automatically prefill.
•
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Check the Per Diem box on the first
and last day of travel, and the meal
box for any meal that was provided
to you.
Fill in your lodging details itemized
by date.
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PAGE2:
Mileage, Transportation, and
Miscellaneous
If you drove your own
vehicle you must record
your odometer readings for
mileage reimbursement.
•
If you utilized a
SSU Motor Pool
vehicle, check
the indication
box.
$0.23/mile, ($0.575/mile
within a 50 mile radius of
Savannah State University
Itemize any commercial
transportation expenses and
attach receipts:
 Parking, Taxi, Train, Tolls,
Bus, etc..
Itemize any Miscellaneous
Expenses
 Internet access, or up to
$5.00 per day of
incidentals (tips)
Tips cannot include the following:
• Meal Tips (included in Per Diem
amount)
• Maid service or Concierge
(Prohibited by20the Board of Regents)
Back to PAGE1
!
The
information you
filled out on
PAGE2 prefills
onto PAGE1
If you received a cash advance, indicate
the Voucher Number and Amount:
Ensure that you have filled
out all of the required
information
Print PAGE1 and PAGE2
Neatly tape all receipts to
blank sheets of paper (these
are fed through a scanner
after processing)
Staple together.
After you have completed the
form, sign and date it, obtain
the additional required
signatures (These will be the
same people that signed your
TA), and submit
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Comptroller’s Office (Hill Hall,
2nd Floor)
“Travelers must always obtain receipts, except when per diem travel
allowances are claimed. Not all receipts must be submitted with a travel
expense report, but may be requested for verification or audit. Itemized
receipts should include:
• Name and address of the vendor
• Date of service
• Description of goods/service
• Amount paid for each individual item
Credit card slips and statements may be acceptable in lieu of actual receipts on a case
by case basis.
Travel expense reports may be selected for audit at any time and all required receipts
must be retained by the traveler for three years after the travel date, if not attached
to the expense report.
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All receipts must be itemized
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Hotel Receipts need to be the “CheckOut Folio”
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Fuel receipts need to have the Total
amount, number of gallons and price
per gallon.
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Cash Prepay Receipts are
not acceptable.
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Not Acceptable
Acceptable
“Pre-Pay” Receipts are not acceptable. The receipt must have the
number of gallons and price per gallon printed in addition to the total
amount of the fuel sale. So if you pre-pay with cash, you will have to
request and obtain the final receipt, showing the actual fuel sale, including
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the gallons purchased and price per gallon. As you will notice in the
examples above the actual fuel purchase was less than the prepaid amount.
www.gsa.gov
Per diem is a predetermined daily allowance for meals and
lodging based on location and the time of year.
Per diem is utilized when the traveler is in travel status, which
begins when the traveler leaves their immediate work station or
home, and ends when they return.
The per diem rate for meals and incidentals are based
on the traveler’s destination (where the traveler lays
their head). The Per Diems rates for meals are determined
by the General Services Administration and can be located
at GSA.gov.
These rates are set by the federal government,
however, the State of Georgia requires that the
$5.00 per day incidental rate be deducted
and itemized in the expense report.
You can click the25
state or enter
City/State or Zip Code.
A note on Per Diem (cont…)
Per Diem for the State of Georgia, is not based off of the
GSA rate but was instead determined by the Statewide
Travel Policy.
High Cost Areas in Georgia:
Chatham County,
Cobb County, DeKalb County,
Fulton County, Glynn County,
Richmond County.
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Regina D. Adams
Campus Travel Coordinator/Accountant II
[email protected]
Hill Hall 224
P: 912.358.4060
F: 912.650.8004
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