1
SSU Travel Web Page – http://www.savannahstate.edu/fiscalaffairs/universitytravel.shtml - 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 11
While Traveling – Page 12
After Travel – Page 12
Travel Expense Statement – Page 13
Receipts – Page 18
A Note on Per Diem – Page 21
2
HTTP://WWW.SAVANNAHSTATE.EDU/FISCAL-AFFAIRS/UNIVERSITYTRAVEL.SHTML
3
HTTP://WWW.SAVANNAHSTATE.EDU/FISCAL-AFFAIRS/UNIVERSITYTRAVEL.SHTML
***New Regulations***
Familiarize yourself with the
Travel Regulations from the
State of Georgia policy via
this link.
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.
4
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
regulations.
5
HTTP://WWW.SAVANNAHSTATE.EDU/FISCAL-AFFAIRS/DOCUMENTS/SAVANNAHSTATEUNIVERSITYFREQUENTLYASKEDTRAVELQUESTIONS8_2014.PDF
6
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
7
HTTP://WWW.SAVANNAHSTATE.EDU/FISCAL-AFFAIRS/COMPTROLLERFORMS.SHTML#UNIVERSITY
Business and Financial Affairs
Forms:
This is where all the forms you
will need are located:
Tax Exemption
Forms, keep copies
of all three with you
when traveling, we
are currently exempt
in Georgia and
Florida.
Scroll Down to University Travel
8
Authority to Travel on University Business
The Travel Authority form must be completed prior to any travel
related to Official University Business. This form should
be filled out completely, listing all anticipated expenses
related to the travel. All form fields should be completely
filled out regardless of how the actual expense will be
handled (whether the hotel/motel prepaid via check
requisition, and/or their rental vehicle reserved through EProcurement).
The Authority to Travel form is what authorizes the employee
to travel for University Business and authorizes the
anticipated expenditures.
For example, a traveler would include the estimated cost of airfare on their
authority to travel form, even though their airfare will be handled
via University Purchasing card, or a traveler would include the
estimated cost of a rental car as the mode of travel on the authority
to travel form, even though their rental vehicle requests will be
reserved through an e-Procurement requisition.
The Authority to Travel form is required to authorize travel even
when no expense ($0) will be incurred.
International travel must be approved by the President's Office
(additionally if traveler is a member of the faculty, the VP
for Academic Affairs must approver international travel as
well). Also, US travel to offshore locations (i.e. Hawaii)
should also be approved by the President's Office.
The traveler agrees, by signature, to abide by the
University Regulations.
The TA must be completed and signed by the supervisor
and the traveler prior to purchases, encumbrance
of funds, and travel dates.
The following slides will instruct how to complete each
section of the TA according to University
Regulations.
9
From the University Regulations
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:

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 P-Card.)

Travel isn’t for an agency fund, grant, Title III, or any other funding source that requires prior approval on all
travel instances.
The business purpose or reason for travel must be clearly explained. Supporting
documentation should be attached.
10
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. Lodging
exceeding 1.5 standard rate requires business
justification.
• Rental Car: With approved TA, submit a Motor Pool request
for local travel or a requisition if you are flying.
•
No additional insurance will be reimbursed, this
includes the Loss Damage Waiver, the rental will be
returned with a full tank of gas, and will not be larger
than mid size without business justification.
• Itemize all other anticipated out of pocket expenses.
• Attach support for estimated expenses
3. Obtain all required signatures and submit TA packet to the
Business Office for Budget Approval
4.
5.
An 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.
CASH ADVANCE:
If you require a cash advance, circle yes and fill out
the next portion. Cash advances are only available
for sustenance and are recommended to be no less
than $100.00
11
Original receipts or receipted invoices are required for all travel expenses for which reimbursement is claimed.
 EXCEPT, Individual expenses less than $25 may be reimbursed without a receipt, although total unreceipted expenses may not exceed $25 per expense
report. 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.
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.
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:
Go to Business and Financial Affairs
Forms –
http://www.savannahstate.edu/fiscalaffairs/comptroller-forms.shtml#Accounting
Select Direct Deposit for AP
Follow Directions on Form
12
If you traveled within the
Continental United States
(Including Georgia) choose the
Domestic Expense Statement
If you traveled Internationally
(including Alaska and Hawaii)
choose the International
Expense Statement
13
Expense Reports
At the completion of any authorized
University travel an expense report
should be prepared when actual
expenses were incurred, for which a
cash advance was not received.
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).
14
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.
•
•
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.
15
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 by
the Board of Regents)
16
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 to the
Comptroller’s Office (Hill Hall,
2nd Floor)
17
“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 are not acceptable in lieu of receipts.
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.
Receipts are required with the travel expense report for
the following expenses, regardless of dollar amount:
•
Airline fares
•
Hotel expenses
•
Rental car expenses
•
Breakfast, luncheon, or dinner meetings unless claiming a
per diem
•
•
Registration Fees
Visa/Passport fees
Receipts are not required for the following expenses if
individual amounts are less than $25:
•
Gasoline purchased for rental vehicles
•
Parking
•
Highway tolls
•
Mass Transit tickets
•
Taxi fares
•
Airport vans”
18
•
All receipts must be itemized
•
Hotel Receipts need to be the “CheckOut Folio”
•
Fuel receipts need to have the Total
amount, number of gallons and price
per gallon.
•
Cash Prepay Receipts are not
acceptable.
19
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 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.
20
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.
Per Diem for the State of
Georgia, is not based off of the
GSA rate but was instead
determined by the Statewide
Travel Policy.
Chatham County,
Cobb County, DeKalb County,
Fulton County, Glynn County,
Richmond County.
You can click the state or enter City/State
or Zip Code.
21
Danielle M. Dewey
Campus Travel Coordinator
[email protected]
Hill Hall 224
P: 912.358.4060
F: 912.650.8004
22