Other Travel Expenses

airplane

Effective July 1st, 2018  Augusta University will no longer allow per diem meal payment for non-overnight travel.  

Travel expense statements

State policy states that Travel Expense Statements should be submitted to the Travel Office no later than 45 days after the travel has occurred. IRS regulations state that Travel Expense Statements that are submitted more than 60 days after the conclusion of the travel or event become taxable income to the traveler. Therefore, these reimbursements will be processed in the traveler's next paycheck, and taxes will be withheld on the reimbursement. Please note, that these reimbursements will process with a 5xxxxx account. For more information, see the State Travel Policy section 7.2.

LODGING

State policy specifically limits lodging to businesses that offer lodging to the general public (hotel or motel)  The utilization of a private residence is prohibited by Section 3.1 of the State Travel Policy.  The State Accounting Office has given further clarification that VRBO,  Home-Away or another private residence is prohibited.

Transportation

  • Transportation cost include: gasoline, public transportation, taxi, trains, and tolls
  • Mileage Rate Update: Effective January 1, 2019

 Tier 1 Rate:  Automobile   $0.58 per mile
                       Motorcycle    $0.55 per mile
                       Aircraft          $1.26 per mile
Tier 2 Rate:   $0.20 per mile - Rate used to reimburse employees, if they used personal vehicle over 400 miles (see Note under Rental Car).

Note: Mileage Rate January 1, 2018-December 31, 2018

Tier 1 Rate:  Automobile   $0.545 per mile
                       Motorcycle    $0.515 per mile
                       Aircraft          $1.21 per mile
Tier 2 Rate:   $0.18 per mile - Rate used to reimburse employees, if they used personal vehicle over 400 miles (see Note under Rental Car).

Air Travel

  • Air travel includes all airlines (note the Fly America Act).
  • Fly America Act - All federally funded travel must comply with the U.S. “Fly America Act” (49 U.S.C. 40118). The Fly America Act mandates the use of U.S. flag carriers for federally funded international travel to / from the United States. This includes United States federal employees, their dependents, consultant, contractors, and others.
  • Approved Travel Agent Contracts

Rental Car

  • Car Rental Cost Comparison

    Note: Car Rental cost Comparison is only required if round-trip mileage exceeds 400 miles. For round-trip mileage 400 miles or less, traveler has the option of driving their POV (Privately Owed Vehicle ) or renting a car.

  • Request for Rental Car or Augusta University Vehicle  (Car Rental Request Form)
    • Note: If a direct billed rental car or van is used within Georgia, a Request for Rental Car or AU Vehicle form is  required to be pre-approved through the travel office prior to travel.
  • Mandatory In-state Car Rental Statewide Contracts (Do not purchase additional insurance)

Hertz Corporation - Call 1-888-444-8500
 Give Hertz your Corporate Discount Number (CDP) of: 2018740
Hertz does NOT direct-bill to Augusta University. Rentals will be an expense reimbursement

Enterprise Rental Car (Direct Bill)
Select Augusta University Employee (N54059)   OR
GCHC Employee (L264274)

Hertz Corporation - Call 1-888-444-8500
Give Hertz your Corporate Discount Number (CDP) of: 2018740
Hertz does NOT direct-bill to Augusta University. Rentals will be an expense reimbursement. Includes rentals at Georgia, National and International Airports.

 Other Travel Expenses

                  • Miscellaneous cost includes baggage and other travel expense such as business needs; copying, data ports, etc. No personal items are permitted.
                  • Parking cost includes airport, hotel. venues, etc ( This will not cover Valet Parking, unless mandatory)

NOTICE: Effective January 23, 2007, U.S. Citizens and citizens of Canada, Mexico and Bermuda traveling by air between the U.S., Canada, Mexico, Central and South America, the Caribbean, and Bermuda are required to present a valid passport to enter (or re-enter) the United States. Passports are not a reimbursable expense for AU employees. Please check your passport for accuracy before booking your travel plans, as emergency passports have cost individuals approximately $700. For more information, please see documentation regarding the Western Hemisphere Travel Initiative.

Travel Office Contacts