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Attachments:
Travel Expense Statement Exhibit II Exhibit III Travel Office Per Diem Supplement
Request for
Interagency Motor Pool Vehicle-MV 200 *NOTE: Interactive PDF forms require Adobe Acrobat Reader. If you want to save the completed form you must have a full licensed version of Adobe Acrobat software installed on your computer. Contact your systems administrator if you are unsure of your settings. |
Medical College of Georgia Administrative Policies and
Procedures Travel1.0 TRAVEL AUTHORIZATION 1.1 Each employee required to travel in the performance of his official duties and entitled to reimbursement for expenses incurred shall have authorization for the performance of this travel. Officials authorized to approve absence from campus for employees are defined generally as follows:
1.2 The authorization to travel must be requested on the multi-part Travel Request Form. The request should indicate the itinerary, estimated cost, mode of transportation, and general purpose of the travel. A copy of the seminar or meeting announcement or other documentation indicating meeting place and times, when applicable, should be attached to the completed Travel Request Form. Authorization for foreign travel is covered under Administrative Policy and Procedure Section 1.2.03a. 1.3 In requiring certain employees to travel, the Institution expects to reimburse these employees for any reasonable and necessary expenses incurred while traveling from their official headquarters or place of residence.
In as much as what may be considered as reasonable is a relative matter, it is deemed advisable to set forth certain general regulations. 2.0 TRANSPORTATION - GENERAL REGULATIONS: 2.1 Transportation within the State may be by personal auto, rental car, or common carrier. A traveler will be authorized to choose between a personal vehicle and a common carrier only after a careful analysis of the distance, timeliness and overall cost factors have been considered. 2.2 Transportation outside the State will be by common carrier. Exceptions are as follows:
3.0 TRAVEL BY AUTOMOBILE 3.1 Reimbursement for transportation by automobile will be at the rate per mile approved by the State Budget Bureau (see Exhibit III, Mileage Rate) and is to include the normal expenses incurred in the operation of a personal vehicle. In addition, reimbursement may be made for other expenses incurred in the operation of a personal vehicle for storage, parking, and bridge and road tolls. 3.2 Mileage will be computed by the most direct route from the point of departure to the destination. When the purpose of the trip requires additional miles to be driven, point-to-point mileage records should be given in the appropriate section of the Travel Expense Statement.
3.3 The initial point of departure shall be considered as the employee's residence or official headquarters, whichever may be nearer the destination point. The initial point of departure on weekends or holidays should be the travelers actual point of departure. 3.4 When departing via common air carrier reimbursement is permissible for mileage to the airport from residence and return, if departing or returning on weekend or holiday. If departing or returning on weekday, mileage is computed from MCG (8.5 miles). Reimbursement is also permissible for transporting official visitors to and from the airport. 3.5 Actual odometer readings will be reported, however, personal mileage will be excluded in determining the mileage for which reimbursement may be made. 3.6 Reimbursement will not be made for payments made by the traveler to other individuals. 3.7 Employees sharing a ride with another state employee using either a state or personal vehicle, and not claiming reimbursement for mileage, should indicate in the automobile mileage record section of the expense voucher the name of the person they rode with and the dates of the trips. Those utilizing state owned aircraft should also indicate such as a mode of transportation. 4.0 TRAVEL BY COMMON CARRIER 4.1 Transportation by common carrier will be by scheduled plane, train or bus. 4.2 Reimbursement will be made by presenting a ticket stub, receipt or other documentary evidence of the expenditure. Maximum reimbursement will be limited to the 7 day coach fare, unless approved by the dean or vice president. Reservations should be made sufficiently in advance so that discount fares and seating will be utilized when available. The negotiated DOAS state airfare contract should also be reviewed to determine if it is the most economical.
5.0 TRAVEL BY PRIVATE AIRCRAFT 6.0 TRAVEL BY VARIOUS TRANSPORTATION SERVICES 6.1 Transportation will be reimbursed between the individual's departure point and the common carrier's departure point; between the common carrier's arrival point and the individual's lodging or meeting place; and between lodging and meeting places if at different locations. 6.2 It is usually more efficient and economical to arrange for lodging at the nearest point to the meeting place in order to avoid excessive transportation expense. 6.3 It is expected that lodging or meeting provided transportation will be utilized when available. 6.4 Although receipts are not required for such items of transportation, a point-to-point explanation must be given for each item reimbursed. 6.5 Transportation services for personal activities, such as trips to restaurants, are not reimbursable. 7.0 TRAVEL BY RENTED AUTOMOBILES 7.1 Under certain conditions, employees may be permitted to rent passenger- carrying motor vehicles for transportation necessary and convenient to the execution of their official duties and services to the Institution. 7.2 A consideration of the economies between rented cars and available commercial transportation will be evaluated in granting approval to utilize a rented automobile. 7.3 Prior approval must be obtained from the Travel Manager when the use of a rented car is deemed necessary. 7.4 Rental transportation will not be authorized as a substitution for normal taxi and/or shuttle services. 7.5 Rental transportation will not be authorized for travel generally performed by use of a personally owned automobile. 7.6 An employee receiving approval to utilize rented transportation will be reimbursed for actual rental costs incurred for official transportation. No claim should be made and no reimbursement paid, for mileage charges accrued as a result of or for the portion of the flat daily charge attributable to personal transportation. 7.7 Reimbursement for the optional assessment of personal accident insurance related to the automobile rental will not be paid. 7.8 See Exhibit III, Rental Cars for the approved list of car rental companies. 7.9 To obtain a rental car, the Request for Interagency Motor Pool Vehicle (MV 200) must be completed in duplicate with original signatures and sent to the Travel Office for approval with approved Travel Request. The traveler then takes one copy of the form to obtain the car. 7.10 The rental agency will bill the MCG Travel Office, who will charge the appropriate using department account for the cost. 7.11 When tips are deemed necessary in the course of travel by any of the above modes, they may be reimbursed as travel. 8.0 SUBSISTENCE - GENERAL REGULATIONS 8.1 Subsistence (meals and lodging) within the county of an employee's official headquarters or place of residence or within a thirty-mile radius of employee's official headquarters or place of residence is not allowable. 8.2 An employee taking annual or sick leave while away from headquarters on official business is not entitled to subsistence for the period of leave. 8.3 Lodging:
9.0 MEALS 9.1 Reimbursement will be made for actual cost of meals, including tips, within reasonable limitations as noted in Exhibit III, Meal Rates. The cost of breakfast, lunch or dinner may exceed the limits as defined in Exhibit III, Item 3, but cannot exceed the total of the amount authorized for the meals taken.
9.2 Lunch expense is only reimbursable when overnight lodging is incurred or a day trip exceeds 13 hours from official headquarters. 9.3 If departure occurs at 6:30 a.m. or later, no breakfast expenses will be permitted. If return is before 1:00 p.m. or if departure is after noon, lunch expense will not be allowed. If return is at 7:30 p.m. or earlier or departure is at 7:30 p.m. or later, dinner expense will not be allowed. 9.4 Reimbursement may also be allowed for a noon meal not associated with overnight lodging if it is a scheduled part of an intradepartmental meeting or training session, approved by the department head, which exceeds six hours in length and is held more than 30 miles from the employee's office. Reimbursement for such expense may be documented by a copy of the formal written agenda. 9.5 Employees who are more than 30 miles away from home or headquarters on a one day work assignment and depart prior to 5:30 a.m. are entitled to reimbursement for breakfast expenses, even when there is no overnight lodging. 10.0 MISCELLANEOUS 10.1 Registration fees required for participation in conventions or conferences which an employee is authorized to attend will be reimbursed when supported by a paid receipt. Reimbursement, however, cannot be made if the employee does not attend the meeting. 10.2 Registration fees cannot be prepaid if the amount is less than $25. Refer to the Check Request Procedure, Administrative Policy and Procedure Section 1.2.05 for detailed instructions. 10.3 Reimbursement cannot be made for optional assessments or fees or personal memberships. 10.4 Any part of registration fee applicable to meals, where shown separately, shall be reported as meal expense and not as registration fee. 10.5 Expenses for official telephone, fax, and telegraph messages which must be paid by the traveler are allowable. Examples of allowable communications include calls to confirm meeting times, calls to faculty or staff at home or office on Institution business, and calls to one's own home requesting communication with office on MCG business. Reimbursement claims shall indicate the number called, the person contacted, and justification for the communication. 10.6 Tips rendered in response to services, such as baggage handling, provided an employee while on travel status are not reimbursable as they are considered to be included in the daily per diem for meals and incidental expenses. 10.7 Expenditures for entertainment, laundry, valet service, and other similar personal expenses cannot be reimbursed. 11.0 EXPENSE REPORTING 11.1 Prompt travel expense declarations are required of traveling employees prepared in accordance with published instructions. The expense declarations must include only the specific expenses of the employee performing the travel and may not include any expenses for any other individuals or employees. The use of the form, "Travel Expense Statement," is required for compliance with the Institution's Travel Policy. 11.2 Forms can be obtained from the Warehouse to be used by employees in requesting authority to travel at Institutional expense and for declaring expenses incurred in performance of authorized travel. 12.0 EXPENSE REPORTING - TRAVELER 12.1 Prepare "Travel Request" form providing all information specified, along with authorized signatures.
12.2 Channel the completed form in accordance with the routine printed in the lower section of the form for trip to be reimbursed by MCG. For trips not to be reimbursed by MCG, a copy of the approved Travel Request form must be on file in the traveler's department for 18 months after the completion of the trip. 12.3 Contact one of the travel agencies listed in Exhibit III, Item 4 if services are desired in making airline reservations and designate whether MCG travel, Personal travel, or PPG travel. Instruct the travel agency to deliver the airline tickets to the MCG Travel Office where you can pick them up. Notify, in writing, the MCG Travel Office of any changes or cancellations. 13.0 EXPENSE REPORTING - TRAVEL OFFICE 13.1 Receive approved "Travel Requests" and retain copies as follows:
14.0 EXPENSE REPORTING - TRAVEL AGENCY 14.1 Arrange for transportation and other travel assistance as requested by the Traveler and deliver airline tickets to MCG Travel Office. 15.0 EXPENSE REPORTING - TRAVELER 15.1 Pick up airline tickets from MCG Travel Office. 15.2 Prepare "Travel Expense Statement" promptly upon completion of authorized travel and attach necessary receipts. Failure to comply with the following are the most frequent causes of delay:
16.0 OFFICIAL AUTHORIZED TO APPROVE TRAVEL EXPENSES 16.1 Review "Travel Expense Statement" to verify Approved/Travel Expense items as follows:
17.0 TRAVEL OFFICE 17.1 Receive approved "Travel Expense Statements," stamp date, and match with Encumbrance Copy of "Travel Request." 17.2 Perform pre-audit routine of expense statements. 17.3 Communicate with Traveler and/or Approval Authority to obtain any additional information or receipts as determined during pre-audit. 17.4 Process statements for payment. Ordinarily, the checks for reimbursement will be mailed within 120 hours of receipt of properly completed expense statement. 18.0 INSTRUCTIONS FOR PREPARING TRAVEL EXPENSE FORM (MC 394) The Travel Expense Statement is available as a 2 page interactive PDF form*
18.1 Complete upper portion of "Travel Expense Statement" in full. The check will be mailed to campus address. 18.2 Under column marked "Date" - Use month and day. 18.3 Under "Time Departed/Arrived" - Use time departed and time arrived at destination for each portion of trip. 18.4 "Location/Points Visited" - use cities in which expenses were incurred. 18.5 "Details of Subsistence" - Show expenditures for meals and hotels. 18.6 "Common Carrier" - Record any transportation charges, including point-to-point description. Enter airfare only when purchased through other than MCG Travel Office. Show total on front page. 18.7. "Miscellaneous" - Record any registration fees, phone calls, and tips (tips for meals should be included with meals). Show total on front page. 18.8 "Automobile Mileage Record" - Fill in date of departure and date of return, also State and License Tag Number of car. If more than one car is used, make separate report for each. Show city of departure and city or cities visited (or locations visited within one city when significant), recording speedometer readings on leaving one city and arriving at next one. Record actual miles for State use only. State and License Tag Number of car must be given in this section if any personal vehicle expenses (parking, tolls, etc.) are claimed. 18.9 Determine "Grand Total" on front page. Sign statement and obtain proper approval. Attach all receipts (i.e., passenger's coupon of airline ticket, hotel, registration) to original copy only and send to the Travel Office. 18.10 Refer to completed Expense Statement (Exhibit I) for illustrations.
Date: 1 July, 1972 | Rev. No: 95-4 | Rev. Date: 1 November 1996 | No. 1.2.03 | |
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Medical College of Georgia |
Administrative Policies
& Procedures March 15, 2007 |