Travel
Before any travel is undertaken on behalf of UGA-College of Pharmacy it must be approved by the Department Head. UGA requires its employees to process a Request for Authority to Travel on Official University Business form (travel authority) for out-of-state or international travel. Non-employees need to fill out the Request for Authority to Travel if reservation for air travel is being made through a UGA travel agency. This must be approved by the Department Head and forwarded to the Business Office and the Dean’s Office for approval. In-state travel requires the approval of the Department Head only.
Complete information on travel regulations and procedures are available online at UGA Travel Policy. However, for your convenience, we have provided some information here. Please note that travel regulations now permit a higher rate of reimbursement for expenses in high-cost areas in Georgia, including metropolitan Atlanta, Brunswick, and Savannah. The second table below lists limits for meal reimbursement in these areas.
Reimbursement for in-state meals and lodging may not exceed $135.00 for any one day without letter of justification from the traveler and Department Head attached to the Travel Expense Statement.
When processing an e-TA or travel reimbursement, please note under itemized estimate of cost--the per-diems for your travel may be viewed by clicking on the link. Please make sure you are within the per-diem for your travel.
The mileage reimbursement rate is currently $0.585 per mile. This rate is set by Travel & Encumbrances based on directive from the Internal Revenue Service. Per UGA policy the employee will be reimbursed at$0.285 for use of personal vehicle if a state vehicle was available. Due to budget constraints all employees must request use of state vehicles assigned to the College of Pharmacy using the Vehicle Reservations page before deciding to use their personal vehicle. Depending on the availability of vehicle the Business Office will e-mail an approval or disapproval. Please refer to the Vehicle Policies and Procedures page for more details.
UGA policy says that employees planning to undertake International travel must have their travel authority approved by the Office of International Education (OIE).
Based on IRS rules, UGA Travel policy follows an accountable plan for travel reimbursement. Therefore, UGA requires its employees and others to settle accounts and claim re-imbursement within 60 days of return from your trip. The employee must provide justification if the delay is more than 60 days.
On return the traveler must complete a Travel Expense Statement and submit to the Department to process an e-check request. Please use your UGA MYID to log into this form.