{"674688":{"#nid":"674688","#data":{"type":"news","title":"Adhering to Travel Policy Requirements","body":[{"value":"\u003Cp\u003EWhen traveling on behalf of the Institute, Georgia Tech employees are expected to comply with the travel policies set by the Internal Revenue Service (IRS), State Accounting Office, University System of Georgia, and Georgia Tech. To help ensure that expense reports are completed correctly and in compliance to these policies, Procurement and Business Services\u2019 (PBS) travel and expense team is providing the following detailed instructions for travel-related expenses. These requirements will be strictly enforced beginning July 1, 2024. \u0026nbsp;\u003C\/p\u003E\u003Cp\u003E\u003Cstrong\u003EExpense Dates:\u0026nbsp;\u0026nbsp;\u003C\/strong\u003E\u003C\/p\u003E\u003Cul\u003E\u003Cli\u003EEach expense line should be reported individually.\u0026nbsp;\u003C\/li\u003E\u003Cli\u003EIf multiple payments were incurred for the same expense item (e.g. lodging with a deposit and a final payment), use the last date the payment was incurred.\u0026nbsp;\u003C\/li\u003E\u003Cli\u003EExpense dates must match the date the expense was incurred.\u0026nbsp;\u0026nbsp;\u0026nbsp;\u003C\/li\u003E\u003Cli\u003ELodging expense should reflect the checkout date.\u0026nbsp;\u003C\/li\u003E\u003Cli\u003EAirfare expense should reflect the return flight date.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003Cp\u003E\u003Cstrong\u003EExpense Reimbursement Submission Timeliness:\u0026nbsp;\u003C\/strong\u003E\u003C\/p\u003E\u003Cul\u003E\u003Cli\u003ETravelers should submit all reimbursement and reconciliation expenses within 10 days of trip\u2019s completion but no later than 45 calendar days.\u0026nbsp;\u003C\/li\u003E\u003Cli\u003EYou will be asked to complete a late submission questionnaire if you submit an expense report 45 days after travel has been completed. Please note that the 45-day late justification is calculated from the employee\u2019s spend authorization end date to the date the expense report was submitted.\u0026nbsp;\u003C\/li\u003E\u003Cli\u003EExpenses submitted more than 60 calendar days after completion of the trip, if reimbursed, may be considered taxable income. See \u003Ca href=\u0022https:\/\/www.irs.gov\/pub\/irs-pdf\/p5137.pdf\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003EIRS publication 5137\u003C\/a\u003E for further details.\u0026nbsp;\u0026nbsp;\u003C\/li\u003E\u003Cli\u003EExpense reports submitted later than one calendar year after the travel date may not be reimbursed.\u0026nbsp;\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003Cp\u003E\u003Cstrong\u003EExpense Memo and\/or Business Reason:\u0026nbsp;\u003C\/strong\u003E\u003C\/p\u003E\u003Cul\u003E\u003Cli\u003EGround Transportation - a description of the expense\u0027s purpose must be provided in the memo field. Examples include: airport to hotel, hotel to customers office for meeting, etc.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003Cp\u003ETo assist employees with completing expense reports, text has been added to several fields (click on the question mark) to provide clarification.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003Cp\u003EAdditional resources are also available on domestic in-state, domestic out-of-state and international travel requirements. The \u0022Know Before You Go\u0022 documents outline important travel-related procedures and other information when preparing for travel. Click \u003Ca href=\u0022https:\/\/procurement.gatech.edu\/travel\/resources\u0022\u003Ehere\u003C\/a\u003E to learn more.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003Cp\u003EPBS will provide additional guidance and support in the coming weeks. Beginning July 1, expense reports that do not fully comply with the above procedures will be returned.\u0026nbsp;\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003Cp\u003EIf you have any questions or need clarification on this matter, please submit a request to ServiceNow or contact Travel and Expense Manager \u003Ca href=\u0022mailto:xrichards6@gatech.edu\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003EXinia Richards\u003C\/a\u003E.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003Cp\u003E\u0026nbsp;\u003C\/p\u003E\u003Cp\u003E\u0026nbsp;\u003C\/p\u003E","summary":"","format":"limited_html"}],"field_subtitle":"","field_summary":[{"value":"\u003Cp\u003EThe Procurement and Business Services travel and expense team is providing instructions for reporting travel-related expenses. These requirements will be strictly enforced beginning July 1, 2024.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\r\n","format":"limited_html"}],"field_summary_sentence":[{"value":"Procurement and Business Services urges adherence to Georgia Tech travel policy requirements."}],"uid":"36461","created_gmt":"2024-05-13 14:31:01","changed_gmt":"2024-08-19 16:33:21","author":"imaul3","boilerplate_text":"","field_publication":"","field_article_url":"","dateline":{"date":"2024-05-13T00:00:00-04:00","iso_date":"2024-05-13T00:00:00-04:00","tz":"America\/New_York"},"extras":[],"hg_media":{"673988":{"id":"673988","type":"image","title":"woman in airport.jpg","body":null,"created":"1715620556","gmt_created":"2024-05-13 17:15:56","changed":"1715620556","gmt_changed":"2024-05-13 17:15:56","alt":"Female traveler in airport.","file":{"fid":"257450","name":"woman in airport.jpg","image_path":"\/sites\/default\/files\/2024\/05\/13\/woman%20in%20airport.jpg","image_full_path":"http:\/\/hg.gatech.edu\/\/sites\/default\/files\/2024\/05\/13\/woman%20in%20airport.jpg","mime":"image\/jpeg","size":11300363,"path_740":"http:\/\/hg.gatech.edu\/sites\/default\/files\/styles\/740xx_scale\/public\/2024\/05\/13\/woman%20in%20airport.jpg?itok=RqlFr_On"}}},"media_ids":["673988"],"related_links":[{"url":"https:\/\/www.usg.edu\/business_procedures_manual\/section4\/c1209","title":"USG Business Procedures Manual"},{"url":"https:\/\/sao.georgia.gov\/document\/publication\/sogstatewidetravelpolicy121517finalpdf\/download","title":"Statewide Travel Policy"},{"url":"https:\/\/policylibrary.gatech.edu\/business-finance\/reimbursement-travel-expenses-employees","title":"Georgia Tech Reimbursement for Travel Expenses - Employees"}],"groups":[{"id":"64319","name":"Administration and Finance"},{"id":"220261","name":"Finance and Planning"},{"id":"660359","name":"Procurement and Business Services"}],"categories":[],"keywords":[{"id":"193717","name":"Travel and Expenses"}],"core_research_areas":[],"news_room_topics":[],"event_categories":[],"invited_audience":[],"affiliations":[],"classification":[],"areas_of_expertise":[],"news_and_recent_appearances":[],"phone":[],"contact":[{"value":"\u003Cp\u003E\u003Cstrong\u003EIndia Maul\u003C\/strong\u003E\u003Cbr\u003ECommunications Program Manager | Institute Communications\u003Cbr\u003EGeorgia Institute of Technology\u003Cbr\u003Eindia.maul@gatech.edu\u003C\/p\u003E","format":"limited_html"}],"email":["india.maul@gatech.edu"],"slides":[],"orientation":[],"userdata":""}}}