Travel WorkshopMay 19, 2015

Jennifer Collins, Manager, Accounts PayableAndre Simmons, Assistant Manager, Accounts Payable

State Accounting Office and Office of Planning and Budgets are responsible for issuing statewide travel regulations.

UGA is required to report all travel expenditures for UGA employees annually to the state Department of Audits and Accounts.

Last fiscal year UGA processed over 46,000 travel reimbursements for over $16 million dollars.

Introduction

Questions Received

Q: Is there a way to streamline the process of unencumbering the remaining balances on travel authorities so that the encumbrances are automatically released?

A: Yes, please indicate in the “Comments” section of the check request that this will be the final payment against the travel authority.

Question 1

Q: What is the group travel process regarding when to use the eCheck tab and when to use the eTravel tab?

A: The eTravel tab should be utilized when an employee is reporting his/her own expenses. These expenses have to be reported vs. a travel authorization number when traveling out of state. When submitting a reimbursement to an employee for travel expenses covered for another employee or non-employee, the eCheck tab should be utilized.

Question 2

Q: Is there a checklist or written instructions for submitting documents for out-of-state travel?

A: Yes, there is a Travel Checklist that is posted on the Accounts Payable website. The direct link is http://www.busfin.uga.edu/accounts_payable/Travel_Checklist.pdf

Question 3

Q: Is there a checklist or instructions available on out-of-state meal per diems specific to computing travel authority amounts and completing the Travel Expense Statement for out-of-state travel upon return?

A: Yes, the Travel Website at http://www.busfin.uga.edu/accounts_payable/travel.html offers guidance. In addition, when completing the Travel Expense Statement, users are redirected to a meal computations page after logging in with their MyID’s.

Question 4

Q: How do you know which of the authorized travel agencies on the UGA travel site to contact for airline reservations? What are the procedures for booking flights?

A: Any of the authorized agencies can be utilized by travelers. Travelers or their representatives should contact the agency of choice and provide travel dates. The authorized agencies are aware of the fare restrictions of the UGA Travel Policy. They will quote a price which should be included on a travel authorization. Once the authorization is submitted, the agency should be notified of the travel authority number. The agency will then work with Accounts Payable to determine when the travel authority is approved. Once it is approved, the agency will purchase the ticket and bill the University for the ticket. AP will get the bill and process the payment against the account submitted on the travel authority.

Question 5

Q: What are the current steps to follow to rent a vehicle for out-of-state travel?

A: Rental car information can be found on the UGA Travel website at http://www.busfin.uga.edu/accounts_payable/rental_cars.html Hertz is the mandatory, state contracted vendor for out-of-state travel.

Question 6

Hertz Rentals

To make a reservation, go to https://www.hertz.com/rentacar/hertzlink/index.jsp?targetPage=State_of_GA_Univ_System.xml and select University of GA from the drop down menu.

If you choose to make reservations over the phone, call 1-800-654-3131 for the State of Georgia dedicated line.

Travelers can also rent at a counter as long as referencing Corporate Promotional Discount (CDP) code 2018753

Q: Do we still use the departure and arrival time to determine which meals travelers are eligible for?

A: Yes, departure and arrival times should be utilized to determine which meals travelers are eligible for when traveling instate since there is a time requirement.

Question 7

Questions from the Floor

Accounts Payable website: http://www.busfin.uga.edu/accounts_payable/

Travel Website: http://www.busfin.uga.edu/accounts_payable/travel.html

Phone: 706-542-2786 Email: actpay@uga.edu Departmental Contacts & Responsibilities:

http://www.busfin.uga.edu/accounts_payable/apstaff.htm

Jennifer Collins (jfinch@uga.edu) Andre Simmons (asimmons@uga.edu)

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