Georgia Perimeter College Business Procedures Manual
There are two forms used in connection with the preparation and processing of travel:
- Prior Approval for Travel Authorization; and,
- Travel Expense Statement.
Both forms are available on the GPC Travel Information website.
Prior Approval for Travel Authorization
The Prior Approval for Travel Authorization (Prior Approval) must be completed and received by the Budget Office with all required signatures and supporting documentation ten business days prior to the anticipated travel. Travel is not authorized until the Prior Approval is properly approved by the Budget Office. Foreign travel must be approved by the requesting employeeís Vice President.
Required supporting documentation includes but is not limited to:
Proposed Flight Itinerary
Conference, workshop, seminar etc. agenda
Conference, workshop, seminar registration form
Hotel Rate Information
Prior approval attests to the necessity of the travel and ensures that arrangements are reasonable in nature and amount.
Travel Expense Statement
Upon returning from a trip, the employee should submit a completed Travel Expense Statement to the approving official. The approving official should review the expense statement for accuracy and compliance with travel regulations. If the statement is in order, the form should be approved and forwarded to the Budget Office for auditing and processing.
The Budget Office will accept well documented and legible handwritten mileage logs for local travel with total mileage entered on the Travel Expense Statement using the computer. In an effort to prevent errors, the Budget Office strongly discourages handwritten submissions of the Travel Expense Statement. The appropriate form is on the Travel Information website. Using a computer, information should be entered into this form and the form should be printed for the appropriate approvals.
Reimbursement to an individual may cover only those expenses pertaining to that individual; it may not include expenses pertaining to other individuals regardless of who paid the expense. Each individual must request his or her reimbursement. In cases where the prior approval denotes a pre-authorized amount, reimbursement will not exceed this authorization unless specifically approved by the approving official. Travel Expense Statements cannot be resubmitted at year-end for any additional reimbursement.
The Travel Expense Statement must be submitted to the Budget Office within 60 days of the trip. Due to year-end closeout procedures, a specific date will be established during the last quarter of the fiscal year. Travel Expense Statements received after the designated date will not be subject to reimbursement in the current fiscal year. All receipts and paid bills must be original.
Travel Expense Statement Form Detailed Explanation
- Name: Travelerís Name
- Employee Identification Number: Travelerís employee identification number, required for state reporting.
- Title: Travelerís Official Title
- Campus: Travelerís Home Campus
- Account Number: Department Number
- Residence: Home Address
- Date From/To: From date of departure to date returned
- Date Column: Date expense incurred
- Time departed/arrived column: Time of day departed and time of day returned from trip. Only one blank in this column for "departed" and one blank for "arrival" should be filled in for each complete trip. Days subsequent to trip departure and prior to trip return require no entry. This information must be provided.
- Locations/points visited column: Locations of incurred expense.
- Breakfast column: Amount spent for breakfast each day including tip or per diem.
- Lunch column: Amount spent for lunch each day including tip or per diem.
- Dinner column: Amount spent for dinner each day including tip or per diem. NOTE: If meals are provided as part of a registration fee, a meal allotment is not allowed for that same period.
- Lodging column: Amount spent for lodging must be included on the Travel Expense Statement. An original receipt for lodging must be attached to the Travel Expense Statement. When a room is shared with other college employees on travel status, reimbursement will be calculated on a pro rata share of the total cost. A college employee on travel status, if accompanied by someone, who is not a college employee on travel status, would be entitled to reimbursement at a single room rate. The hotel receipt should indicate the amount for a single room rate.
- Total column: Automatically totals breakfast, lunch, dinner and lodging for each day.
- State use mileage: If transportation is by personal automobile, the total mileage is to be brought forward from the second page of the form and multiplied by the appropriate mileage rate to arrive at the amount to be automatically entered in the designated field.
- Common carrier, taxi/limousine (page one): If transportation is by common carrier, taxi/limousine, or authorized rental vehicle, the total is brought forward from the second page of the form and automatically entered in the designated field. The amount for air travel or other expenses charged directly to the College should not be included in the total. These expenses should be listed as memo items only.
- Total travel expense: Total travel related expenses before miscellaneous.
- Miscellaneous expenses: Detail on the second page of the form is brought forward and entered in the designated field.
- Grand total: The total travel expense and miscellaneous expenses to be reimbursed will automatically calculate in this field.
- Georgia License No. of Car: License plate number of automobile used.
- Period ending: The date for which this travel period ends.
- Total state use miles are carried forward to the first page of the form. A continuation form may also be used to document the mileage for additional local trips.
- Purpose of trip: Statement of the reason for the travel and the type of business conducted. If local travel, check the appropriate box.
- Common carrier, taxi/limousine (page two): The expenditures for all forms of transportation except for personal vehicle mileage should be itemized in this space. Receipts in support of Common Carrier expense must be attached (including tickets prepaid by the College). A receipt for an authorized vehicle rental must be attached to the Travel Expense Statement.
- Miscellaneous: Except for telephone calls and toll fees, receipts must be attached. Registration fees, parking and toll fees are examples of miscellaneous expenses.