{"675391":{"#nid":"675391","#data":{"type":"news","title":"Important Updates for Travel and Expenses","body":[{"value":"\u003Cdiv\u003E\u003Cp\u003EAs part of Georgia Tech\u2019s commitment to institutional compliance and adherence to government issued travel-related policies, Procurement and Business Services is\u0026nbsp;sharing several updates to essential travel-related\u0026nbsp;policies and procedures as well as clarifying common procedures to help ensure travelers understand how to complete their expense reports accurately and in a timely manner. Travelers who do not comply with these requirements will have their expense report returned, delaying\u0026nbsp;reimbursement. \u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Ch5\u003EExpense\u202fmemo and business reason now mandatory effective July 1\u003C\/h5\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003EThe \u003Cstrong\u003Ememo field in the header of the expense report\u003C\/strong\u003E must now provide the purpose of the expense request, describing how it benefits Georgia Tech. \u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003E\u003Cp lang=\u0022EN-US\u0022\u003ENote the who, when,\u0026nbsp;where, what and why (the benefit to Georgia Tech). \u0026nbsp;\u003C\/p\u003E\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003E\u003Cp lang=\u0022EN-US\u0022\u003EMake sure that the travel dates on the expense report match the travel dates of the business travel on the spend authorization.\u0026nbsp;\u003C\/p\u003E\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003E\u003Cp lang=\u0022EN-US\u0022\u003ESee exhibit A below for an example of how to complete the\u0026nbsp;memo field. \u0026nbsp;\u003C\/p\u003E\u003C\/li\u003E\u003C\/ul\u003E\u003Cdiv\u003E\u003Cdiv\u003E\u003Cp\u003EThe \u003Cstrong\u003Ememo field for the ground transportation expense item\u003C\/strong\u003E must also provide the purpose of the ground transportation. Examples include airport to hotel, hotel to customer\u2019s office for meeting, etc.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003E\u003Cp lang=\u0022EN-US\u0022\u003ETravelers may be reimbursed for the mileage incurred from one point of departure to travel destinations..\u0026nbsp;\u003C\/p\u003E\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003E\u003Cp lang=\u0022EN-US\u0022\u003EIf a traveler departs from their normal work location (headquarters), mileage is calculated from normal work location (headquarters) to the destination point on regular workdays. If a traveler departs from their residence during regular workdays, mileage is calculated from the residence to the destination point, with a reduction for normal (i.e. residence to headquarters) one-way commuting miles.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003E\u003Cp lang=\u0022EN-US\u0022\u003EIf a traveler returns to normal work location (headquarters), mileage is calculated based on the distance to such normal work location (headquarters). If a traveler returns to their residence, mileage is calculated based on the distance to the residence, with a reduction for normal (i.e. headquarters to residence) one-way commuting miles.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp lang=\u0022EN-US\u0022\u003E\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Ch5\u003EWhile the policy-driven procedures below are not new, there will be no exceptions\u0026nbsp;beginning July 1, 2024. \u0026nbsp;\u003C\/h5\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003E\u003Cstrong\u003ESpend Authorizations:\u003C\/strong\u003E\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003ESpend authorizations must be \u003Cem\u003Efully approved\u003C\/em\u003E before the start of\u202ftravel. If authorization is granted on or after the first day of\u202ftravel, justification is required in the header of the spend authorization.\u202f\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EOnce travel dates have been confirmed and fully approved, per state policy, \u0022\u003Cstrong\u003Eall flights \u003C\/strong\u003E\u003Cem\u003E\u003Cstrong\u003Eshould\u003C\/strong\u003E\u003C\/em\u003E\u003Cstrong\u003E be booked at least 14 days, but no more than 30 days in advance, when practical.\u003C\/strong\u003E Flights booked within 30 days of travel help manage agency cash flow and reduce the risk of potential change fees and administrative costs related to any subsequent change in travel plans.\u0022 The policy adds, \u201cFlights booked with less than 14 days advanced purchase are more expensive and require that a written explanation for the booking delay be provided to the approver.\u0022 Approved explanation\/justification must be attached to the expense report.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003E\u003Cstrong\u003EExpense Reimbursement Submission Timeliness:\u003C\/strong\u003E\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003ETravelers should submit all expenses for reimbursement and reconciliation within 10 days of the \u003Cem\u003Ecompletion\u003C\/em\u003E of the trip or event but no later than 45 calendar days.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EExpenses submitted more than 60 calendar days after completion of the trip or event, 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\u202ffor further details.\u0026nbsp;\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EExpense reports submitted in excess of one calendar year after the date of\u202fthe trip or event\u202fmay not be reimbursed.\u202f\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003E\u003Cstrong\u003EReceipts and Supporting Documentation:\u003C\/strong\u003E\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EAttach the conference agenda\/schedule\/itinerary\/program to the expense report when the Expense Item: \u003Cem\u003EConference\/Seminar\u003C\/em\u003E is selected.\u202fLinks to the conference websites and web pages are \u003Cem\u003Enot\u003C\/em\u003E acceptable. Please make sure to upload the copies as a .pdf attachment.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EAll single expenditures of $25 or greater require receipts. \u202fProof of payment should reflect the form of payment (i.e. paid by cash, check, or credit card).\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EReceipts for meals related to per diem are not required.\u0026nbsp;\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EIf the receipt is for a group meal, the business purpose for the meal and list of participants, if less than 15, is required.\u202fAdditional requirements apply based on the funding used.\u0026nbsp; \u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003E\u003Cp lang=\u0022EN-US\u0022\u003E\u003Cem\u003ERecommendation for non-reimbursable\u0026nbsp;conference registration:\u003C\/em\u003E If a conference registration is paid via supplier invoice request (SIR) or P-Card and is not reimbursable to the traveler, it is recommended that the employee include the expense\u0026nbsp;and clearly identify the item as a \u0022personal expense\u0022 on the expense report. This helps ensure all travel-related expenses are accounted for. \u0026nbsp;\u003C\/p\u003E\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003E\u003Cstrong\u003EConversion Rates for Expense Reports:\u003C\/strong\u003E\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EExpense reports in Workday can convert\u202fcharges from foreign currency to U.S. dollars.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EIf a foreign currency\u202fexpense item is claimed in U.S. dollars, submit documentation that supports the currency exchange rate matching the date the expense was incurred.\u202f\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003E\u003Cstrong\u003EExpense\u202fReporting and Dates:\u003C\/strong\u003E\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EEach expense line should be reported individually.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EExpense dates must match the date the expense was incurred.\u202f\u200bIf multiple payments were incurred for the same expense item, use the date the final payment was incurred.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003ELodging expense, including any applicable deposits and final billing, must reflect the check-out\u202fdate.\u200b\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EAirfare\u202fexpenses\u202fmust reflect the return flight date.\u0026nbsp;If credits or exchanges are used, enter the return date of the flight and provide all supporting documentation.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EToll fees should reflect the date the toll was incurred within the travel period.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EConference registration should reflect the last day of the conference\u0026nbsp;(related to the business trip). If the traveler requests reimbursement for the conference fee before departure, create a spend authorization (estimating all other travel-related expenses) if applicable and expense the conference fee linking the expense report to the appropriate spend authorization.\u202fDo NOT mark the expense report as final.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003EWhen entering an expense report, there is\u0026nbsp;helpful guidance text next to some fields in Workday (click on the question mark) to assist you in completing the expense reports (see Exhibit B for an example). \u202f\u003C\/p\u003E\u003Cp\u003EIf you have any questions or need clarification on any of these travel-related requirements, reach out via \u003Ca href=\u0022https:\/\/gatech.service-now.com\/home\u0022\u003EServiceNow\u003C\/a\u003E or to the Travel\u202fand Expense Manager \u003Ca href=\u0022mailto:xrichards6@gatech.edu\u0022\u003EXinia Richards\u003C\/a\u003E.\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003C\/div\u003E","summary":"","format":"limited_html"}],"field_subtitle":"","field_summary":[{"value":"\u003Cp\u003EAs part of Georgia Tech\u2019s commitment to institutional compliance and adherence to government issued travel-related policies, Procurement and Business Services is sharing several updates to essential travel-related\u0026nbsp;policies and procedures as well as clarifying common procedures to help ensure travelers understand how to complete their expense reports accurately and in a timely manner.\u003C\/p\u003E","format":"limited_html"}],"field_summary_sentence":[{"value":"Procurement and Business Services is sharing several updates to essential travel-related\u00a0policies and procedures."}],"uid":"27164","created_gmt":"2024-07-08 20:23:36","changed_gmt":"2024-07-17 15:45:51","author":"Rachael Pocklington","boilerplate_text":"","field_publication":"","field_article_url":"","dateline":{"date":"2024-07-08T00:00:00-04:00","iso_date":"2024-07-08T00:00:00-04:00","tz":"America\/New_York"},"extras":[],"hg_media":{"674323":{"id":"674323","type":"image","title":"Exhibit A: Completed Memo Field for Expense Reports.jpg","body":"\u003Cp\u003EExhibit A illustrates how to complete the memo field of a travel-related expense report in Workday.\u003C\/p\u003E","created":"1720543062","gmt_created":"2024-07-09 16:37:42","changed":"1720543276","gmt_changed":"2024-07-09 16:41:16","alt":"Screen shot of a completed memo field for an expense report","file":{"fid":"257821","name":"Completed Memo Field for Exp Reports.jpg","image_path":"\/sites\/default\/files\/2024\/07\/09\/Completed%20Memo%20Field%20for%20Exp%20Reports.jpg","image_full_path":"http:\/\/hg.gatech.edu\/\/sites\/default\/files\/2024\/07\/09\/Completed%20Memo%20Field%20for%20Exp%20Reports.jpg","mime":"image\/jpeg","size":43554,"path_740":"http:\/\/hg.gatech.edu\/sites\/default\/files\/styles\/740xx_scale\/public\/2024\/07\/09\/Completed%20Memo%20Field%20for%20Exp%20Reports.jpg?itok=aKFNNdW3"}},"674324":{"id":"674324","type":"image","title":"Workday help pop-up.jpg","body":"\u003Cp\u003EExhibit B illustrates the Workday help pop-up screen.\u0026nbsp;\u003C\/p\u003E","created":"1720543358","gmt_created":"2024-07-09 16:42:38","changed":"1720543358","gmt_changed":"2024-07-09 16:42:38","alt":"Screen shot of Workday help pop-up box","file":{"fid":"257822","name":"Benefit for Georgia Tech.jpg","image_path":"\/sites\/default\/files\/2024\/07\/09\/Benefit%20for%20Georgia%20Tech.jpg","image_full_path":"http:\/\/hg.gatech.edu\/\/sites\/default\/files\/2024\/07\/09\/Benefit%20for%20Georgia%20Tech.jpg","mime":"image\/jpeg","size":27438,"path_740":"http:\/\/hg.gatech.edu\/sites\/default\/files\/styles\/740xx_scale\/public\/2024\/07\/09\/Benefit%20for%20Georgia%20Tech.jpg?itok=FW2I4X38"}}},"media_ids":["674323","674324"],"related_links":[{"url":"https:\/\/sao.georgia.gov\/document\/publication\/sogstatewidetravelpolicy121517finalpdf\/download","title":"Statewide Travel Policy"},{"url":"https:\/\/www.usg.edu\/business_procedures_manual\/section4\/c1209 \u202f\u202f","title":"University System of Georgia Travel Policy and Procedures"},{"url":"https:\/\/policylibrary.gatech.edu\/business-finance\/reimbursement-travel-expenses-employees","title":"Georgia Tech Policy on Reimbursement for Travel Expenses"},{"url":"https:\/\/www.irs.gov\/pub\/irs-pdf\/p5137.pdf","title":"IRS Publication 5137: Fringe Benefit Guide"}],"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":[{"id":"71871","name":"Campus and Community"}],"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\u003Cbr\u003EInstitute Communications\u003Cbr\u003E\u0026nbsp;\u003C\/p\u003E","format":"limited_html"}],"email":["india.maul@gatech.edu"],"slides":[],"orientation":[],"userdata":""}}}