Valdosta State University adheres to the State Accounting Office Statewide Travel Policy and the University System of Georgia Board of Regents Travel Business Procedures. Below is a brief summary of the steps needed for travel reimbursement. For more details or items not covered below, please refer to the two policies listed above.
5 STEPS FOR TRAVEL REIMBURSEMENT1. Travel Authorization
Complete and submit a Travel Authorization Form unless traveling on a Standing Authorization to Travel. The Budget Approver(s) will forward to firstname.lastname@example.org upon approval. It is the employee’s responsibility to ensure that the Travel Authorization form is approved prior to travel.
2. Select Method of Transportation
Travel via Car:
- Fleet Vehicle: Employees should reserve a university fleet vehicle when available using the VSU Fleet Vehicle Reservation Form. Gasoline expense reimbursement will be handled via the Fuel Card.
- Personal Vehicle – Mileage Reimbursement Only: Mileage Reimbursement rates for travel in a personal vehicle will be based on the tier rates below.
Car Cost Comparison indicates that a personal vehicle is the most cost effective method of travel. * Note- Be advised that the link provided in the car cost comparison will result in out-of-pocket payment. See Rental Car procedures below for link to reserve vehicle.
Car Cost Comparison is not completed or when the Car Cost Comparison indicates a rental car is the most cost effective method of travel but the personal vehicle is used for travel.
- Rental Car:
Travel via rental car does not require a car-cost comparison.
VSU will reimburse employees for rental car expense and any reasonable gasoline expense associated with the rental car. The traveler should decline optional fuel offerings offered by the car rental vendor. The rental car should be returned with the same fuel level that it had when it was picked up.
Approved car rental sizes are Compact, Intermediate, or Full Size. Other vehicle sizes require a business-related justification.
The state has a mandatory statewide contract with Enterprise and Hertz for in-state rental. Employees should only rent vehicles from one of these vendors when the use of a rental car is the desired form of travel.
VSU has a direct-bill option with Enterprise to eliminate employee out-of-pocket expenses. If choosing Enterprise, please contact Financial Services for the account number and billing number to elect for direct-bill. Please use the following link to reserve your vehicle: https://www.enterprise.com/en/car-rental/locations/us/ga/valdosta-n-ashley-rd-5546.html
Travelers traveling on state business inside the Continental U.S. in any rented motor vehicle are covered by the State’s liability insurance policy; therefore, *liability coverage should be declined when renting a motor vehicle.
**Damage/collision waiver is provided for in-state travel only per the Statewide Car Rental Vendor Contract (Hertz and Enterprise). If traveling out of state, VSU highly recommends the traveler elect to receive a damage/collision waiver for an additional cost from the car rental agency. The damage/collision waiver is a reimbursable expense for out-of-state or international car rentals only.
*Liability Coverage – This will cover damages to third-party property and injury in the event of an accident. The state provides liability coverage to an employee traveling so long as the travel is business-related.
**Damage/Collision Waiver – This covers damages to the rental vehicle the employee is driving.
- Travel via Flight
Baggage charges for one bag can be claimed for departure flight and returning flight.
Airfare expenses can be reimbursed prior to the travel dates.
Employees should inquire about government rate availability or conference lodging rate and select the most cost efficient option.
Tax Exemptions: A copy of the State of Georgia Certificate of Exemption of Local Hotel/Motel Excise Tax should be provided to the hotel upon check-in when traveling and lodging in the State of Georgia on official State business. This tax cannot be reimbursed to employees, if charged.
4. Meal Reimbursements: State of Georgia- Meal Per Diem - All Areas
5. Completing an Expense Report
After returning from a trip, complete and submit the expense report using PeopleSoft Employee Self-Service for Expense Reimbursements. All expenses should be itemized by type of expense and date of expense. Attach all receipts and documentation online with the attachment feature. Submit the report electronically for approvals. Expense reports should be submitted for reimbursement within sixty (60) days of the completion of travel or they will be reimbursed via Payroll and subject to tax withholding. Expense reports are usually processed within 5 business days of receiving both the electronically approved expense report and all required receipts and documentation. If you have any questions or concerns, please call the Accounts Payable office at 229-333-5708, or email email@example.com.
Travel Helpful Links
- Travel Expense Flowchart
- Traveler and Approver Checklist
- Expense Definitions
- Currency Converter
- Mileage Chart for GA
- FAQ questions and Common Mistakes
Forms and Links Needed for Travel
- Travel Authorization Form
- Prepaid Registration
- Car Cost Comparison Tool
- Georgia Hotel State Tax Exemption Certificate
- PeopleSoft Employee Self-Service for Expense Reimbursements