General Guidelines
Authorized travel should be made via the most economical mode of transportation, consistent with the purpose of the travel. A careful analysis of the distance, timeliness, and overall cost factors of a trip should be considered.
Use of Private Vehicle for Campus Travel
Mileage reimbursement for on-campus travel is unallowable. Employees are expected to use transportation systems (Stinger and Trolley) or a Georgia Tech vehicle for transportation on the main Georgia Tech campus.
Use of Private Vehicle for Out-of-state Travel
Travel outside the State will be reimbursed on the basis of the lower of the lowest available airfare (State contract fare) or the actual mileage rate.
Meals and lodging en route to the destination may not be claimed for reimbursement during the period when the traveler would not be en route if he/she were traveling by common air carrier.
Use of Private Vehicle for Travel to Airport
Reimbursement for the use of a personal car to travel to the home airport may be made for mileage reimbursement for one round-trip to and from airport and parking. Mileage is calculated from home or headquarters (whichever is closer) on regular workdays. If the employee is dropped off at the airport, only a one-way mileage reimbursement (from home or headquarters) may be claimed on day of departure and day of return. Mileage from GT headquarters is a maximum of 15 miles on a workday. GTRI's Cobb county facility is a maximum of 25 miles.
On weekends and holidays mileage may be reimbursed from the actual point of departure.
Transportation expenses incurred for use of personally owned automobiles will be reimbursed at the rate per mile as provided by the U.S. General Services Administration (GSA). Reimbursement will only be allowed for actual miles traveled in the performance of official duties.
The official State of Georgia rate is tied to the U.S. General Services Administration (GSA). The current mileage reimbursement rate for personally owned automobiles can be found at: State Accounting Office Mileage Policy Memo
If an employee departs from headquarters, mileage is calculated from headquarters to the destination point. If an employee departs from his/her residence, mileage is calculated from the residence to the destination point, with a reduction for normal one-way commuting miles. For the return trip, if an employee returns to headquarters, mileage is calculated based on the distance to such headquarters. If an employee returns to his/her residence, mileage is calculated based on the distance to the residence, with a reduction for normal one-way commuting miles.
Actual odometer reading (not the trip meter), to the nearest whole mile, and license number of vehicle must be reported. Personal mileage should be excluded from determining the mileage to be reimbursed.
Claims for mileage in excess of the most direct route from the point of departure to destination (due to field visits, picking up passengers, etc.) must be explained on the TES.
If the date of departure is a weekend or holiday, the initial departure point will be the employee's actual point of departure.
If the date of departure is during an employee's normal work week, the initial point of departure shall be the individual's residence or headquarters, whichever is nearer the destination.
Shuttle service, taxi or trolley fares may be reimbursed when actually incurred in connection with common carrier transportation to and from railroad, plane, bus terminals or meeting places if necessary.
Taxi expenses related to personal business and travel are not reimbursable.
Although receipts are recommended, employees are not required to submit receipts for travel by mass transportation, taxi, or airport vans. However, a point- to- point explanation is required for each item reimbursed . All transportation expenses should be itemized on the employee Travel Expense Statement .In addition to the mileage reimbursement, an employee may be reimbursed for costs associated with official use of the vehicle. These costs include:
· Tolls - Actual toll expenses may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be made on the expense statement for these items.
· Parking - Actual parking fees may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be made on the expense statement for these items.
Only reasonable amounts of actual expenses incurred may be reimbursed.
If receipts are not available, a point-to-point explanation must be given for each such item requested for reimbursement.