6.14 Retreats and Campus Workshops for Faculty and Staff

Updated 10/1/06

Policy

Institute funds (State or Sponsored) may not be used for food and lodging for employees, except as noted below, unless the employee has traveled beyond a 50 mile radius from both their home office and residence.

Contracts for conferences must be signed by Procurement Services or the Office of Legal Affairs.

Day Workshops

The noon meal is allowable for an intra-institutional meeting or training session provided it continues through lunch (and employee does not leave the meeting site premises), the session is at least six hours in length, and is held more than 30 miles from the office.

A copy of the workshop agenda should be submitted with an approved invoice or Check Request Form and forwarded to Accounts Payable for payment. If a single invoice is provided from the conference location, the payment may be classified as a registration, using object code 727100.

Workshops That Include Overnight Lodging

Training sessions or workshops that include overnight travel are allowable if the workshop location is over 30 miles from the employee's home office and residence.

If an invoice from the conference location itemizes lodging and/or meals by person, reimbursement of travel expenses will be processed using the Travel Expense Statement for each employee. Employees should pay for lodging and meal s and submit a TES for reimbursement. Daily meal limits must be adhered to if the invoice is itemized. (See section 6.4)

If an all-inclusive meeting price is billed on a summary invoice, that invoice is to be approved and submitted to Accounts Payable with the following documentation:

·          Copy of the workshop agenda, including time of arrival/departure.

·          List of participants

·          Classify the total, all-inclusive meeting expense as a registration, account code 727100 .

Reimbursement for Lodging and Meals within the 50 Mile Radius of Home or Office

On occasion, Georgia Tech sponsors conferences, trade shows, and other functions which require personnel to work at the event. Also on occasion, Georgia Tech may sponsor employee retreats that require groups of employees to be present at an off-site location. In many cases, the employees involved in these activities reside or work less than 50 miles from the schedule event site.

The Associate-Vice President of Financial Services is authorized to approve overnight travel for such persons who are engaged in activities as described above, provided the affected employees are required to conduct business activities at the site the following day. In addition to lodging, affected employees may be reimbursed for meals and mileage in accordance with the provisions of the Statewide Travel Regulations.

A completed and approved Travel Authority Request (TAR) or the same level of detail provided in an email must be directed to Associate-Vice President of Financial Services prior to the event.

It should be noted that this provision only applies to conferences and other Institute sponsored events that occur. This provision does not authorize persons to claim travel reimbursement for activities which are part of their normal responsibilities. In addition, this provision would not apply to persons who are required to attend evening meetings as part of their normal responsibilities.