Travel Summary

GPC Travel and Reimbursement Summary

Prior Approval for Travel Authorization

·         Local Travel is approved on a fiscal year basis and defined as day trips within the metro Atlanta area that do not require registration fees. 

·         The Prior Approval for Travel Authorization form must be completed and approved in advance for all in-state and out-of-state travel. 

·         The travel authorization must be approved by the traveler’s immediate supervisor and the Budget Manager (Dean, Director or VP).  The Budget Manager will return the approved travel authorization to the traveler.

Registration Fees

·         Registration fees may be charged to the P-Card or by a payment request submitted to Accounting Services-Accounts Payable at least 14 days prior to the registration deadline.

·         Traveler cannot claim meal allowances for meals provided during the course of their travel.  Continental breakfast and banquets are considered meals; a reception is not considered a meal.

·         Submit the conference or meeting agenda with the travel expense report receipts.

Daily Per Diem Rates

·         For overnight trips, travelers will receive 75% of the allowable per diem on the day of departure and return.

·         For non-overnight trips or single day trips, travelers will receive 75% of the allowable per diem if travel is more than 50 miles from home and equal to or greater than 12 hours.

·         Report the departure time and return time.

·         In-State High Cost counties include:  Chatham, Cobb, DeKalb, Fulton, Glynn and Richmond

Per Diem    Breakfast    Lunch    Dinner     Total Per Diem    
In-State     $   6.00    $   7.00    $   15.00    $   28.00   
In-State High Cost    $   7.00    $   9.00    $   20.00    $   36.00   
Out of State (federal per diem rate)    http://www.gsa.gov/mie  Note:  Incidental expenses are not reimbursable separately as they are included in the per diem rate.   

Lodging


·         Employees who travel more than fifty (50) miles (and outside the county) of their home campuses or places of residence may be reimbursed for lodging expenses that are reasonable.

·         To prepay lodging, submit a hotel quote and approved travel authorization to Accounting Services-Accounts Payable.

·         Itemized original receipts are required for reimbursement.

·         Lodging may only be reimbursed at the single occupancy rate.

·         Present the Hotel/Motel Tax Exemption for lodging within the State of Georgia.

·         It is the traveler’s responsibility to understand the lodging cancellation rules.  No-show charges and penalties may not be reimbursed.  The traveler assumes all risks if a non-refundable rate is chosen.

Airfare

·         Employees should obtain the lowest available airfare in coach class and purchase non-refundable tickets.

·         All flights should be booked at least 14 days in advance. 

·         The college encourages the use of the P-Card for airline ticketing.

·         A detailed itinerary and receipt are required for documentation with the travel expense statement.

·         The college will reimburse the traveler for 1 piece of checked luggage with receipt.

Rental Cars

·         Car rentals should be used when it is determined to be the most economical form of transportation (vs. personal vehicles). 

·         Vendors – Enterprise for in-state and National for out-of-state.

·         Preferred method of payment for rental cars is the P-Card.

·         Employees traveling on state business in a rented vehicle are covered by the State’s liability policy.

·         Employees will be reimbursed for gasoline purchases associated with the business use of the vehicle with receipts.

·         GPS is not a reimbursable expense and vehicles over mid-size are not allowed without business justification.

Mileage

·         Reimbursement for business miles traveled by car:   $0.565 per mile as of January 1, 2013.

·         Deduct normal daily commute miles if leaving from or returning to residence rather than campus.

·         Claims for local mileage must show points visited and the return location; a point to point and purpose of trip explanation is required.

·         Reimbursement for local campus travel will be limited to the following:

BBetween Alpharetta and…

Between Lakeside and…

Clarkston

30

Alpharetta

24

Decatur

37

Clarkston

4

Dunwoody

14

Decatur

13

Lakeside

24

Dunwoody

9

Newton

63

Newton

43

Between Clarkston and…

Between Newton and…

Alpharetta

30

Alpharetta

63

Decatur

10

Clarkston

40

Dunwoody

13

Decatur

35

Lakeside

4

Dunwoody

51

Newton

40

Lakeside

43

Between Decatur and…

Between Dunwoody and…

Alpharetta

37

Alpharetta

14

Clarkston

10

Clarkston

13

Dunwoody

22

Decatur

22

Lakeside

13

Lakeside

9

Newton

35

Newton

51

Note:  Mileage limits are one way

Travel Expense Reimbursement

·         Submit all expenses for reimbursement and reconciliation within 10 days of the completion of the trip but no later than 30 calendar days.  Please hold submissions until a reimbursement of at least $10 is due up to the 30 day deadline for submitting expense reimbursement requests. 

·         Attach all required documentation and receipts.

·         Traveler must sign the travel expense statement, attesting the information presented is accurate and complete.

·         The supervisor or higher authority must approve the travel expense statement signifying review for accuracy and compliance with travel regulations.

·         Reimbursement will be made by direct deposit or check from Accounting Services-Accounts Payable.

TRAVEL REGULATIONS:

Georgia Perimeter College Travel Guidelines

Board of Regents Business Procedures Manual, Section 4 Travel Policy

State of Georgia Travel Regulations

FORMS:

Prior Approval for Travel Authorization

Hotel/Motel Tax Exemption

Travel Expense Statement

Direct Deposit Form

Payment Request