Changes to the UGA Travel Policy

1. Changes to the UGA Travel Policy Effective November 1, 2012

2. History • April 2012-New statewide travel regulations issued by the State Accounting Office • UGA worked with the Board of Regents to secure an implementation date of November 1, 2012

3. Changes to expense reporting • Employees should submit expense reports within 45 calendar days of completion of travel. The prior policy stated that travelers should submit for reimbursement within 60 days of the completion of travel.

4. Changes in relation to airfare • Employees will be reimbursed for a maximum of 1 piece of checked luggage. In the event additional bags are required for business purposes, requests for reimbursement must include a written explanation. • Travelers are allowed to upgrade from coach to business class -not first class- for international flights when the portion of the flight that is nonstop exceeds 10 hours in duration. Written pre-trip approval for the additional expense is required. The ten hour duration does not include any time spent in between flights during a connection.

5. Instate meal per diems • Instate meal per diems remain at $28/day (non-high cost areas) and $36/day (high cost areas). For non-overnight trips, travelers will receive 75% of the allowable per diem if the travel is more than 50 miles from home or headquarters and the traveler is on travel status for more than 12 hours. For regular travel within Georgia, this would become a $21 per diem amount. For high cost areas, this would be a $27 per diem. • For overnight trips within Georgia, travelers will receive 75% of the allowable per diem on the day of departure and day of return.

6. Examples • UGA employee leaves Athens at 8:15 and travels to Dahlonega, GA for work. The employee returns to the Athens campus at 4:30 the same day. Employee is not eligible to be paid a per diem since he/she was not traveling 12 or more hours. • UGA employee leaves Athens at 10:00am and travels to Hinesville, GA. Employee returns home the same day at 10:45pm. The employee is eligible to be reimbursed for a meal per diem (traveled 50+ miles and gone for 12+ hours). The meal allowance would be $21. Computed by multiplying the daily rate of $28 by 75%.

7. Out-of-state meal per diems • For travel outside of Georgia, UGA will still use the General Services Administration (GSA) per diem rates. • Travelers will receive 75% of the allowable per diem on the day of departure and the day of return. • The $5 incidental expenses amount included in the GSA per diem rates will now be included in the reimbursement.

8. Example • Employee leaves from Athens on a Saturday. She flies from Atlanta to Boston, MA. The traveler is in Boston on Sunday, Monday, and Tuesday and returns to Athens on Wednesday. Traveler should be reimbursed a meal per diem of $319.50. The meals and incidental expenses daily rate for Boston is $71. The traveler is eligible for $71 on Sunday, Monday, and Tuesday. Saturday and Wednesday, the traveler is eligible for 75% of the allowable rate. This would equate to $53.25. Total is computed $53.25 + $71 + $71 + $71 + $53.25= $319.50.

9. Effective November 1, 2012 • Travel expense form has been modified. Travelers will be prompted to select travel dates when they log into the travel expense statement so they will be routed to the appropriate form. • The travel expense form contains guidance to assist travelers with computing meal per diem rates for travel 11/1/12 or after. • Employee Travel Pocket Guide! http://www.busfin.uga.edu/accounts_payable/Pocket_Travel_Guide.pdf • Travel website: http://www.busfin.uga.edu/accounts_payable/travel.html

10. Questions? • Contact Accounts Payable at 706-542-2786 Jennifer Collins, Manager jfinch@uga.edu Andre Simmons, Asst Manager asimmons@uga.edu Patricia Sims, Supervisor pasims@uga.edu Westley Bargo, Out-Of-State wbargo1@uga.edu Michelle Green, Instate Travel mxgreen@uga.edu