Travel Tips for the Infrequent Traveler

Purpose: This page summarizes basic steps of VSU’s travel procedures for faculty members who travel infrequently. The information provided below is believed to be accurate; however, VSU and State of Georgia travel procedures and regulations change periodically.

Unanswered Questions: Contact the Travel Office at 229-333-5708 prior to traveling.

Step Action
1. Request for Authority to Travel Submit your Request for Authority to Travel at least 14 days before planned travel. Include forecasted expenses, all budget account numbers, and approvers’ email addresses. Approvers are “certifying” expenses.

2. Complete Conference Registration

After receiving approval to travel, make payment for conference registration using the prepaid conference registration form (or department purchasing card).

If the employee has already paid registration, he or she can be reimbursed for the fee by submitting an expense report prior to traveling or can add the registration fee to the final expense report.

3. Determine Mode of Travel

Traveling by car:
Attempt first to reserve a University vehicle. If one is not available, complete and PRINT the car cost comparison tool to determine the most efficient mode of travel. This is required for reimbursement.

When a VSU vehicle is used, employees must use the State of Georgia Fuel Card. Secure the Fuel Card PIN before departure.

3. Determine Mode of Travel (cont.)

If comparison shows it is least expensive to rent: 

Employees must use rental agencies on state contract: Enterprise Car Rental or Hertz.

Enterprise Rentals - VSU now has a direct billing account setup with Enterprise to eliminate employee out-of-pocket expenses associated with car rentals.  Note that the following information will be required:

  • Your first and last name
  • Home Phone (enter your work phone instead)
  • Credit Card Type
  • VSU email
  • Employee number (7 digit employee ID number located on your pay advice)

Gas is reimbursed when a car is rented. Original receipts are required.

3. Determine Mode of Travel (cont.)

If comparison shows it is least expensive to drive your personal vehicle:

Tier 1 Rate- When it is determined that a personal motor vehicle is the most advantageous form of travel, the employee will be reimbursed for business miles using the current Tier 1 reimbursable rate per mile.

3. Determine Mode of Travel (cont.)

If you choose to drive your personal vehicle although it is not the least expensive option:

Tier 2 Rate- If an agency owned vehicle is available and its use is determined to be most advantageous to the state, OR if it is determined that a rental vehicle is the recommended method of travel, but a personal motor vehicle is used, the employee will be reimbursed for business miles traveled at the current Tier 2 reimbursable rate per mile. Normal commuting miles must be deducted when calculating business miles if the employee departs from his/her residence or returns to his/her residence. If travel occurs on a weekend or holiday, mileage is calculated from the point of departure with no reduction for normal commuting miles.

Employees must report odometer readings on travel expense form.

3. Determine Mode of Travel (cont.)

Traveling by Airline:

Flight Cost Comparison is required. Employees should utilize commercial air transportation when it is more cost effective and efficient to travel by air than by vehicle. Employee should obtain the lowest available airfare and include documentation justifying the lowest cost with the travel authorization form. Only coach travel fares will be paid or reimbursed. At the time of purchasing your airfare, it is required that you print a hardcopy of the flight options shown available. This is required for reimbursement.

Tickets Purchased by Employee can be reimbursed prior to travel. For reimbursements, submit a Travel Authorization (with the airline costs only), copy of ticket or proof of purchase/receipt, and a travel expense statement.

Airfare Paid via the Direct Bill Process:
Employee must submit a Travel Authorization prior to contacting the travel agency.
Determine the best airfare rate available.
Instruct the travel agency to contact the Accounts Payable Office at 229-333-5708 before issuing the ticket to get approval.

4. Secure Hotel Reservation If lodging within the State of Georgia, you must supply the Certificate of Exemption of Local Hotel/Motel Excise Tax at check-in.
5. Review Meal Per Diem Rates

Receipts for meals are not required – reimbursement is based on per diem.  If a conference was attended, include a copy of the conference agenda. If per diem is being claimed for any meal provided at the conference, include a receipt for the meal along with an explanation of why it is being claimed.

Review the "Per Diem-Max Allowances" for meal and lodging allowances. Current Foreign Per Diem rates.

6. Submit
Expense Report for Reimbursement

Enter reimbursement expenses in the PeopleSoft Employee Self Service module.

Itemize every expense by date including but not limited to hotel, lunch, breakfast, dinner, etc.

Select the First/Last Day option on ALL meals for the first and last day of travel on your expense report.

All receipts must be originals and show the method of payment used. Include a copy of the conference program/agenda with your reimbursement.

File within 60 days after returning from travel. Other deadlines may apply during year-end processing.