Travel Policy and Procedures

 

VSU follows the State Travel Policy and USG Travel Procedures. 

For additional information or items not detailed here, please refer to the above policies.  

  • Submit a Request for Authority to Travel unless traveling under a Standing Authorization to Travel.
  • Budget Approver(s) must forward the approved form to travel@valdosta.edu.
  • Travelers are responsible for ensuring approval of the Travel Authorization Form before travel begins.
  • All grant funded travel must include the OSPRA Director on the Travel Authorization approval routing.
  • Standing Authority to Travel is only for faculty and staff who frequently travel in-state. This designation expires on April 30th of each year.  After which, a Travel Authorization (TAuth) must be submitted for all travel in May - June.  A new Standing Authority to Travel must be submitted each fiscal year. 

Top Travel Reminders

  • Travel Training - Please check the Employee Training database to register for sessions.  All travelers/proxies/delegates are encouraged to attend.
  • Choose Cost-Efficient Options - Always choose the most economical option taking into account your destination, schedule, and personal safety.
  • No Airbnb, Homeaway or VRBO - These are not considered commercial lodging and are not reimbursable.
  • Hotel Tax Exemption in Georgia - Present the Hotel Occupancy Tax Exemption form when checking into a Georgia hotel.
  • Valet Parking Policy - Valet parking is only reimbursable if self-parking is unavailable.  
  • Do Not Pay for Other Faculty/Staff/Student Travel Expenses - Everyone must pay their own expenses and seek reimbursement.
  • Timely Reimbursements - Submit expense reports within 10 days of completion of travel.  Reports submitted after 60 days will be paid through payroll and subject to income tax withholding.

For questions or assistance, contact the Travel Office at 229-333-5708 or email travel@valdosta.edu.