Travel FAQ

As soon as your Request Form is approved by the University Librarian, you can begin purchasing airline tickets, booking hotel rooms etc. This approval will be conveyed to you via email from Lesley Coffey.

Yes, please fill out the travel request form per usual, and write in $0 as the requested reimbursement amount. From an insurance and liability perspective, it is very important that the Libraries have these forms on file, even if no money is being requested.
Though your travel request may be approved, the Libraries will never automatically register you for a conference. Upon request however, the Libraries may be able to facilitate your registration and pay for it directly. If the conference is popular and frequently attended by other UGA Libraries employees, there will likely be an existing agreement that enables direct billing. If the conference is more obscure, Libraries Finance & Accounting staff may still be able to register you using a UGA Libraries purchase card. However, this process can take up to a week or more and there are several steps that require additional approvals. If you would like the Libraries to register you, please contact  Becky Wortham two weeks in advance of the registration deadline. Alternatively, you can always front the cost and register yourself, just remember to include the cost on your travel request form, and request reimbursement afterwards.
The cost of conference registration should always be entered in to the miscellaneous category.

Once your Travel Expense Statement is submitted to Lesley Coffey, the Libraries will begin the reimbursement process. Expenditures can only be reimbursed after they have been spent. For example, lodging costs can only be reimbursed after the hotel stay, but airline tickets and registration fees may be reimbursed before the actual flight or conference since those are paid in advance.  Depending on how your travel is funded, you may be reimbursed via direct deposit, or by a paper check. Reimbursement times can vary between a few days and a few weeks depending on funding source and other external factors.

In many situations, faculty will need to personally fund the remaining balance when their travel expenditures exceed their annual funding allotment. However, there is no disadvantage to listing all of your projected expenses on the Request Form, even if the total exceeds your travel fund allotment. It can be helpful for the University Librarian to know the true cost of your travel when considering your travel request.

Depending on the nature of your travel, it is also possible that a case can be made for your remaining balance to be covered by the Libraries under administrative travel. It is up to the traveler to make this case to their supervisor and/or Department Head—if the Department Head agrees, it should be brought to the University Librarian.

Airline tickets can be directly billed to the Libraries if you use one of UGA’s approved travel agencies. If you choose to do this, you will need to enter a quote from the travel agency on your Request Form. Once you submit your form to Lesley Coffey, she will complete the additional Travel Authorization Form (which is required for out of state travel). When this is complete, she will send you the Travel Authorization number. Give this number to your travel agent to enable direct billing. In some cases, conference registrations can be paid directly—see question #2 for more details.

A per diem is a maximum daily reimbursement set by the state of Georgia. Depending on where you are traveling and the time of year, the per diem may vary. Knowing the per diem associated with your travel destination is a helpful way to estimate your costs when filling out the Request Form. When seeking reimbursement after traveling, you also have the option to request the per diem instead of providing receipts.

The U.S. General Services Administration website provides information about location specific per diems. There is a per diem for lodging, (a nightly rate which does not include fees and taxes), and a per diem for meals. Meal per diems are broken down here to determine breakfast, lunch, and dinner components, and include gratuity. This can be helpful if lunch is included as part of your conference registration, but you still need to purchase your own dinner.

Please note that UGA only reimburses meal per diems at a rate of 75% on travel days for trips outside the state of Georgia. (If you fly to a conference on Wednesday and return Friday, Thursday would be the only day for which you could claim 100% meal per diem reimbursement.) Here is another break down of meal per diems that explicitly states the 75% rate per meal.

However, as of September 1, 2017 meal per diems will be reimbursed at 100% for all travel days while traveling overnight in the state of Georgia.

There is also a per diem for incidental expenses (IE), but UGA only reimburses incidental expenses when travel is international.

UGA prefers that employees drive UGA vehicles when possible, and has created policies that make it more cost efficient for travelers if they do so. However, you can opt to drive your own vehicle if you prefer. If you choose to drive your own vehicle even though a UGA vehicle is available, you will be reimbursed at the lower mileage rate of $0.17 per mile. Only in scenarios where a university vehicle is unavailable can a traveler drive their personal vehicle and be reimbursed at the higher rate of $0.535.
No - travelers should not park vehicles at their homes, office, or locations other than rental destination during or after use. It is okay to park a UGA vehicle at the airport, as that qualifies as the rental destination.
Submit the Request for UGA Vehicle form to Lesley Coffey, and she will check on the availability of University vehicles for your trip. You will be sent an e-mail confirming the type of vehicle reserved, the dates of pick up and return including the times, and the reservation number. All UGA vehicles are parked at the UGA Motor Pool. More info about accessibility, fuel and more can be found here.
The easiest way to calculate your estimated mileage is by using an online service (i.e. Google Maps). If you plan to depart directly from your residence, you will need to subtract the amount of miles in your daily commute. (For example: If you drive 100 miles roundtrip for your travel and you drive 5 miles to work every morning and 5 miles back home in the evening, the total number of miles eligible for reimbursement is 90.) Printed documentation of your travel route, as well as your daily commute will need to be submitted with your Travel Expense Statement after your return. Check out UGA’s guide to determining business miles traveled for more details.
No. Although these rentals may be less than the cost of a hotel, use of a private residence is prohibited by Section 3.1 of the State Travel Policy. Any rental of a private residence is prohibited--the State Travel Policy specifically limits lodging to businesses that offer lodging to the general public.
Travel reimbursement paperwork submitted after 45 days from the completion of travel will require a justification statement as to why the travel is being submitted late. Travel reimbursement submitted after 60 days from the completion of the travel will require a justification statement as to why the travel is being submitted late AND will be subject to taxation.