Travel FAQs
- How do I set up my PeopleSoft User Account?
- What link do I use to log in to Self-Service?
- What if my password for Self-Service doesn't work?
- How do I obtain authorization to travel?
- How do I Create a Travel Expense report?
- How do I Modify a Travel Expense report?
- How do I Delete a Travel Expense report?
- How do I view my Travel Expense report?
- Can I copy and modify a previous Expense Report?
- How long do I have to submit my Travel Expense report?
- Will my Supervisor/Approver need to sign the hard copy of my Travel Expense report?
- Can I be reimbursed for expenses incurred prior to my travel?
- What documents are required for travel related expenses when submitting a check request?
- How can I pay for lodging if I do not have a credit card and a cash advance is denied?
- Why haven't I received my Travel reimbursement?
- When will I get my Travel reimbursement?
- Will I be reimbursed by check or direct deposit?
- How do I sign up for Direct Deposit?
- Should I use the Pre-Paid Payment Type option?
- Can I use frequent flyer/guest accounts for my travel?
- What if I need to travel by Airline?
- How do I get Occupancy Tax (County or Municipal Excise Tax) removed from my hotel bill?
- Must I submit copies of my receipts in order to be reimbursed?
- What receipts are required for reimbursement?
- Why do I need to submit a copy of my agenda?
- Do the per diem rates for employees apply to non-employees?
- Where are the High Cost areas within Georgia?
- What are the per diems for meals within Georgia?
- What are the per diems for meals outside of Georgia?
- Can I be reimbursed for meals not associated with overnight travel?
- What meals can I be reimbursed for based on times of departure and arrival?
- How is Commuter Mileage calculated?
- What is the current mileage rate?
- Should I use the University vehicle, a rental vehicle or a personal vehicle?
How do I set up my PeopleSoft User Account? Please view the instructions on setting up your user account in PeopleSoft.
What link do I use to log in to Self-Service? https://selfservice.fprod.gafirst.usg.edu/psc/fprodsssso/FINEAPPS/FINSS/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?&
What if my password for Self-Service doesn't work? If you have problems with your password, click on the 'Forgot Username or Password' link below the Sign-in button. This will guide you through the steps to receive a temporary password through email. If you experience problems with this link please contact William Bartlett at X5530.
How do I Create a Travel Expense report? View the instructions on creating an expense report
How do I Modify a Travel Expense report? View the instructions on modifying an expense report
How do I Delete a Travel Expense report? View the instructions on deleting an expense report
How do I view my Travel Expense report? Log in to Self-Service. Click on Employee Self-Service, Expense Report, and View/Print. You may search for your report by name or report id number.
Can I copy and modify a previous Expense Report? No. This will cause errors within the system. Please create a new report each time.
Will my Supervisor/Approver need to sign the hard copy of my Travel Expense report? This is up to the individual supervisor/approver. At this time, it is not required since the approval is given and date/time stamped in the system.
Can I be reimbursed for expenses incurred prior to my travel? No. You will need to wait until you return to request reimbursement.
What documents are required for travel related expenses when submitting a check request? In order for a check request to be processed for travel related expenses, we will need original receipts or invoices showing the amount to be paid. We will also need a Travel Authorization form signed by the employee traveling and also their supervisor. All check requests for travel related expenses must include a Travel Authorization form in order to be processed.
How can I pay for lodging if I do not have a credit card and a cash advance is denied? We have learned that some hotels have changed their business practices and are requiring checks for the payment of lodging at least 10 business days in advance of check-in. Due to this industry change and an increase in the number of requests for (1) advance hotel payments and (2) rush payments before travel dates; we are establishing a new procedure to (1) reduce the risk of hotels not accepting our checks and ( 2) ensure that faculty and staff receive the check in a timely manner to pay for lodging expenses. This new procedure will eliminate the risk of the hotel not accepting the check. The new procedure is listed below.
Accounting must receive the request and all appropriate backup documentation at least 14 business days in advance of the travel date or the request may be returned to you. If returned, you will need to pay for the lodging cost and submit a reimbursement request upon returning from the travel. This is due to most hotels adopting new policies of not accepting checks at the time of arrival/departure.
Fill out a check request made payable to the hotel for the exact amount of your lodging at least 14 business days in advance. Be sure to obtain a confirmation from the hotel showing your confirmation number and amount. Submit the confirmation, travel authorization, a W-9 and an Advance Payment Form with your check request. Be sure to retain a copy of all of your documents for your records and please take a copy of your confirmation with you in case of discrepancies.
Why haven’t I received my Travel reimbursement? Please check the status of your report by logging in to Self-Service. Click on Employee Self-Service, Expense Report, and View/Print. You may search for your report by name or report id number. If your report is in a ‘Pending’ status, you will need to click on the ‘Submit’ button in order to allow the report to move through the system. If you have submitted your report, please check with your Approver/Supervisor to see if it is in their worklist awaiting approval. Once your report is approved, it will move into the AP Approvers worklist for reimbursement processing.
When will I get my Travel reimbursement? Reimbursements are processed within 3-5 business days. However, this depends on the report being submitted in the system and all documentation (receipts and hard copies of report) being received in the Accounts Payable office.
Will I be reimbursed by check or direct deposit? This is dependent on the banking information entered in Payroll through ADP.
How do I sign up for Direct Deposit? This is done through ADP. The information you enter into ADP is synchronized in PeopleSoft usually within 1-2 business days. View the instructions on adding a bank to ADP.
Should I use the Pre-Paid Payment Type option? Yes, if you have requested a check for lodging, airfare, rental vehicles or other travel related expenses. Include the receipts or copies of them for these expenses with your expense report. Paying expenses out-of-pocket does not establish a pre-paid expense.
Can I use frequent flyer/guest accounts for my travel?
Travelers on university business may open and maintain frequent flyer/guest accounts with airlines, hotels, car rental, credit card, charge card companies and other travel suppliers. The cost of these memberships or enrollments is the responsibility of the traveler and will not be reimbursed by the university. Travelers may retain promotional items, including frequent flyer miles, earned on official state travel. However, if an employee makes travel arrangements that favor a preferred airline, charge or credit card or other supplier in order to receive promotional items/points and this circumvents purchasing the most economical means of travel, or results in “excessive” rewards or points, they are in violation of this travel policy. Costs for travel arrangements that violate the policy violation are non-reimbursable.
Must I submit copies of my receipts in order to be reimbursed? State policies require original, detailed receipts showing the date and amount paid.
How long do I have to submit my Travel Expense report? Employees must submit all expenses for reimbursement and reconciliation within 10 days of trip completion, no later than 45 calendar days. IRS guidelines require reimbursement within 60 days. If the reimbursement does not occur within 60 days, the reimbursement will be included in the employee's taxable income.
How do I obtain authorization to travel? Employees will submit travel authorizations through the travel and expenses module.
What receipts are required for reimbursement? Receipts are required for lodging, airfare and baggage fees, taxis, buses and other types of public transportation, parking, rental vehicles and fuel purchases associated with the rental vehicle and registration fees.
Why do I need to submit a copy of my agenda? This is a requirement of our auditors to ensure that per diem is not claimed for meals provided at your meeting or conference.
What if I need to travel by Airline? Please provide documentation showing purchase of lowest airfare. This documentation is required. If the airfare is non-refundable, please provide supporting documentation for this also.
Employees should utilize commercial air transportation when it is more cost effective and efficient to travel by air than by vehicle. Employees who choose to travel by personal vehicle when air travel is more cost effective should only be reimbursed for the cost of the lowest available airfare to the specified destination.
Employees should refer to the statewide contract when making travel arrangements. Access the statewide contracts website. Employees who utilize the state airfare contract may purchase their tickets through a travel agent.
Employees should use electronic ticketing to avoid any surcharge associated with hardcopy tickets. Tickets may be purchased using a state issued corporate charge card, state purchasing card, personal credit card (on an as-needed basis with prior approval of employer) or through invoicing by a travel agent. Many travel agencies now charge small fees for issuing tickets. These fees, if reasonable, are part of the cost of travel. Employees may, therefore, be reimbursed for such costs, regardless of whether the airfare tickets were purchased through the State airfare contract or not.
Officials or employees traveling by commercial air carrier will not be reimbursed for the portion of non-coach (first class, business class, etc.) airfare that exceeds the cost of the lowest available fare on the same flight unless:
- There is no other space available on the needed flight;
- The Commissioner of Public Safety certifies that specific air travel arrangements are necessary for security reasons; or,
- A licensed medical practitioner certifies that, because of a person’s mental or physical condition, specific air travel arrangements are required. (Written documentation from physician required)
- An international Business class nonstop flight exceeds 10 hours in duration. This does not include any time spent in between flights during a connection. (added 7-16-2012)
In the event there is a charge for checking luggage, the State will reimburse for a maximum of one (1) piece of checked luggage. (added 7-16-2012). In the event additional bag(s) are required, requests for reimbursement must include an associated explanation.
How do I get Occupancy Tax (County or Municipal Excise Tax) removed from my hotel bill? When lodging in Georgia, you must provide the hotel/motel with a Hotel/Motel Tax Exempt form, which may be obtained from the Forms section for Expenses. The State has updated the form to assist with compliance.
Do the per diem rates for employees apply to non-employees? Yes. Students and other non-employees are expected to remain within the per diem rates.
What are the High Cost areas within Georgia? Chatham, Cobb,DeKalb, Fulton, Glynn, and Richmond counties.
What are the per diems for meals within Georgia? The cost of meals will be reimbursed at the actual cost of meals, up to $28 ($36 for high cost areas) a day, including tax and tips.
| Standard Cost Areas | High Cost Areas Chatham, Cobb, DeKalb, Fulton, Glynn and Richmond Counties |
||
|---|---|---|---|
| Breakfast | $6 | Breakfast | $7 |
| Lunch | $7 | Lunch | $9 |
| Dinner | $15 | Dinner | $20 |
| Total | $28 | Total | $36 |
When traveling overnight, Employees can be reimbursed for 75% of meal per diem on day of departure and day of return. The 75% is calculated after deducting any meals already provided calculated as follows:
| Total Meal per diem for day | $28 |
|---|---|
| Traveler receives Lunch on Day of arrival | -7.00 |
| Total Before 75% Proration | 21.00 |
| Total Reimbursed | $15.75 |
What are the per diems for meals outside of Georgia? Employees traveling outside of Georgia may receive meal per diem amounts up to the federal per diem rates. The $5 federal incidentals allowance is allowed at the discretion of the approving designee. Please note that the $5 incidentals allowance is no longer included in the per diem rates. Employees must be reimbursed separately for incidentals. Access the Federal Per Diem website. View the meal breakdown chart. See State Travel Policy Section 4.1 for additional information related to incidentals.
Can I be reimbursed for meals not associated with overnight travel? No, per diem is not reimbursable for non-overnight travel.
- Employees traveling more than 50 miles from home or headquarters on a work assignment, and are away for more than 12 hours, may receive per diem for the entire day.
- Employees who depart prior to 6:30am are entitled to per diem for breakfast.
- Employees who return later than 7:30pm are entitled to per diem for dinner.
What meals can I be reimbursed for based on times of departure and arrival?
| Day of Departure | Time of Departure/Return | Day of Return | ||||
|---|---|---|---|---|---|---|
| B | L | D | 12:00am - 6:30am | --- | --- | --- |
| --- | L | D | 6:30am - 11:00am | B | --- | --- |
| --- | --- | D | 11:00am - 130pm | B | --- | --- |
| --- | --- | D | 130pm - 530pm | B | L | --- |
| --- | --- | --- | 530pm - 730pm | B | L | --- |
| --- | --- | --- | 730pm - 12:00am | B | L | D |
How is Commuter Mileage calculated? Commuter mileage is the mileage from an employee's residence to their primary work station. If an employee departs from their residence, mileage is calculated from the residence to the destination point, with a reduction for normal one-way commuting miles. For the return trip, if an employee returns to primary work station, mileage is calculated based on the distance to such primary work station. If an employee returns to their residence, mileage is calculated based on the distance to the residence, with a reduction for normal one-way commuting miles. If travel occurs on a weekend or holiday, mileage is calculated from the point of departure to the return destination with no reduction for normal commuting miles. See State Travel Policy Appendix A for clarification on employee primary work station.
What is the current mileage rate? As of 1/1/19, for automobiles, the Tier 1 mileage rate is $0.58 and the Tier 2 rate is $0.20, for motorcycles, the mileage rate is $0.55 and for airplanes the mileage rate is $1.26. Please see 'Should I use the University Vehicle, a rental vehicle or a personal vehicle?' below.
Should I use the University vehicle, a rental vehicle or a personal vehicle? Employees are encouraged to utilize agency-owned vehicles, if available, for travel within the state of Georgia, and when appropriate for travel outside the state. However, if agencies owned vehicles are not available, employees may choose to use personal vehicles. Institutions may reimburse employees for the mileage incurred during the employee’s use of a personal vehicle.
University Vehicle: When traveling more than 100 miles round trip, employees should first check the availability of University vehicles; this is the preferred mode of transportation. A ‘Request for Clayton State University Vehicle Use’ form will need to be filled out and approved. This form can be found on the Facilities Management web page. There is no reimbursement associated with this mode of transportation. Fuel purchases must be made on the fuel card provided with each vehicle.
Rental Vehicle: If the University Vehicle is not available and the round trip mileage is greater than 100 miles, you may do a cost analysis to see if a rental vehicle would be advantageous to the state. Access the DOAS Vehicle Rental Cost Comparison form.
The type of rental car chosen should be the most cost effective to the state or the cheapest type available which is the compact option. Any other choice must be clearly justified and must serve a business purpose. Justification must be in writing and prior approval is recommended. If there is no justification or proof of business purpose for the upgrade, the employee will only be reimbursed at the amount of the compact option.
Personal Vehicle:
- For all mileage reimbursements requesting the Tier 1 rate of .58 per mile, documentation that the University van was not available for the requested travel dates must be provided. Also, documentation that a rental vehicle was not the most cost-effective mode of transportation must be provided.
- If a personal vehicle was used after determining the university van was available or after determining a rental vehicle was most advantageous to the state, then reimbursement will be at the Tier 2 Rate of $0.20 per mile.
- You may elect to drive your personal vehicle without checking for the availability of the university van, however, you will be reimbursed at the Tier 2 rate of $0.20 per mile.
Why must a travel authorization be submitted for registration fees? Registration fees are considered to be a travel related expense. A Travel Authorization form must be submitted along with the appropriate backup for the registration fee and check request in order for payment to be processed. Access the travel authorization form.