{"682411":{"#nid":"682411","#data":{"type":"news","title":"Important Updates to Georgia Tech Travel Policies ","body":[{"value":"\u003Cdiv\u003E\u003Cdiv\u003E\u003Cp\u003EEffective immediately,\u003Cstrong\u003E two updates\u003C\/strong\u003E to Georgia Tech\u2019s travel policies have been implemented to strengthen compliance, improve accountability, and align Institute operations with state and internal audit requirements.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003EThese measures will remain in effect while a comprehensive policy review is underway.\u202f\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003E\u003Cstrong\u003E1.\u202fMandatory Use of Travel Inc. for Airfare Bookings\u003C\/strong\u003E\u0026nbsp;\u003Ca href=\u0022https:\/\/www.policylibrary.gatech.edu\/business-finance\/air-transportation\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003E\u003Cstrong\u003E(Air Transportation Policy 6.6)\u003C\/strong\u003E\u003C\/a\u003E\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003EAll campus units are now required to book airfare through\u202f\u003Cstrong\u003ETravel Inc.\u003C\/strong\u003E, Georgia Tech\u2019s contracted travel management company, regardless of the funding source.\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003EThis change addresses audit findings and ensures compliance with the University System of Georgia (USG) Business Procedures Manual. Other benefits of this requirement include:\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003ECompliance with Georgia Tech, State Accounting Office (SAO) and USG travel policies.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EAccess to exclusive airfare discounts.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EImproved audit readiness and risk management through traceable bookings.\u0026nbsp;\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp lang=\u0022EN-US\u0022\u003E\u003Cstrong\u003EBooking Process and Requirements\u003C\/strong\u003E\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp lang=\u0022EN-US\u0022\u003ETo book air travel, employees must request access to\u202fConcur, Georgia Tech\u2019s travel booking platform, by submitting the \u003Ca href=\u0022https:\/\/procurement.gatech.edu\/sites\/default\/documents\/ConcurTravelAccessAndRecurringDirectBillForm05-25.xlsx\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003E\u003Cstrong\u003EConcur Travel Access and Recurring Direct Bill Form\u003C\/strong\u003E\u003C\/a\u003E\u003Cstrong\u003E, \u003C\/strong\u003Evia \u003Ca href=\u0022http:\/\/gatech.service-now.com\/financials?id=sc_cat_item\u0026amp;sys_id=51832479db39b740fc9efe8d0f96191f\u0026amp;sysparm_category=e0af3e80dbf3ef00fc9efe8d0f961993\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003EExpenses ServiceNow\u003C\/a\u003E\u003Cstrong\u003E. \u003C\/strong\u003EThese changes apply Institute-wide across both academic and administrative units.\u202f\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp lang=\u0022EN-US\u0022\u003EDepartments are responsible for managing travel arrangements for \u003Cstrong\u003Enon-employee travelers\u003C\/strong\u003E, including students, guests, and visitors, who do not have access to Concur. To facilitate these bookings, the coordinating unit must complete the \u003Ca href=\u0022https:\/\/procurement.gatech.edu\/sites\/default\/documents\/SingleTripDirectBillAirfareForm05-25.xlsx\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003E\u003Cstrong\u003ESingle Trip Direct Bill Airfare Form\u003C\/strong\u003E\u003C\/a\u003E.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003E\u003Cstrong\u003EPayment Methods Available\u003C\/strong\u003E\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003EWhile the use of Travel Inc. is mandatory, direct billing is an optional payment method. Travelers may choose to use a personal credit card to earn reward points. Frequent flyer program information (e.g., Delta SkyMiles ID) should be added during booking to ensure that points are credited.\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cdiv\u003E\u003Cp\u003E\u003Cstrong\u003E2.\u202fUpdated Travel Authorization Requirements\u003C\/strong\u003E\u0026nbsp;\u003Ca href=\u0022https:\/\/www.policylibrary.gatech.edu\/business-finance\/authorization-travel\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003E\u003Cstrong\u003E(Authorization of Travel Policy 6.2)\u003C\/strong\u003E\u003C\/a\u003E\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003EPolicy updates have been made to address audit findings related to insufficient documentation and oversight. Travelers are responsible for the following:\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EClear justification and documentation for all travel.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003ERequired cost comparisons and detailed descriptions when business and personal travel overlap.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EAssurance that all travel complies with Georgia Tech, SAO, and USG policies.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003E\u003Cstrong\u003EThese Updates Support\u003C\/strong\u003E\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EIncreased accountability in the use of Institute funds.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003EEnhanced financial stewardship.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cul\u003E\u003Cli\u003ETimely and accurate travel approvals.\u0026nbsp;\u003C\/li\u003E\u003C\/ul\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003EAll individuals involved in initiating, preparing, or approving travel requests are responsible for adhering to these updated requirements.\u0026nbsp;\u003C\/p\u003E\u003Cp\u003E\u003Cstrong\u003ENext Steps\u003C\/strong\u003E\u202f\u0026nbsp;\u003C\/p\u003E\u003Cp\u003EAdditional guidance, forms, and training materials will be provided by Business and Procurement Services\u0026nbsp;to support your transition to these updated policies. Your cooperation is vital in ensuring Georgia Tech\u2019s continued compliance and stewardship of resources.\u202f\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003E\u0026nbsp;For questions or support, please contact Travel and Expense Manager \u003Ca href=\u0022mailto:mailto:xrichards6@gatech.edu\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003EXinia Richards\u003C\/a\u003E or submit an \u003Ca href=\u0022http:\/\/gatech.service-now.com\/financials?id=sc_cat_item\u0026amp;sys_id=51832479db39b740fc9efe8d0f96191f\u0026amp;sysparm_category=e0af3e80dbf3ef00fc9efe8d0f961993\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003EExpenses ServiceNow\u003C\/a\u003E ticket.\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003C\/div\u003E","summary":"","format":"limited_html"}],"field_subtitle":"","field_summary":[{"value":"\u003Cp\u003EGeorgia Tech has issued travel policy updates requiring all airfare to be booked through Travel Inc. Travel authorization procedures have also been strengthened to improve compliance, documentation, and oversight.\u003C\/p\u003E","format":"limited_html"}],"field_summary_sentence":[{"value":"Georgia Tech has introduced two updates to its travel policies to enhance compliance, increase accountability, and ensure alignment with both state regulations and internal audit standards."}],"uid":"36461","created_gmt":"2025-05-15 18:00:51","changed_gmt":"2025-07-21 19:58:49","author":"imaul3","boilerplate_text":"","field_publication":"","field_article_url":"","location":"Atlanta, GA","dateline":{"date":"2025-05-15T00:00:00-04:00","iso_date":"2025-05-15T00:00:00-04:00","tz":"America\/New_York"},"extras":[],"hg_media":{"677079":{"id":"677079","type":"image","title":"GettyImages-1489123986-2.jpg","body":null,"created":"1747332060","gmt_created":"2025-05-15 18:01:00","changed":"1747332060","gmt_changed":"2025-05-15 18:01:00","alt":"Two travelers at the airport. Plan in background taking off.","file":{"fid":"260943","name":"GettyImages-1489123986-2.jpg","image_path":"\/sites\/default\/files\/2025\/05\/15\/GettyImages-1489123986-2.jpg","image_full_path":"http:\/\/hg.gatech.edu\/\/sites\/default\/files\/2025\/05\/15\/GettyImages-1489123986-2.jpg","mime":"image\/jpeg","size":7702321,"path_740":"http:\/\/hg.gatech.edu\/sites\/default\/files\/styles\/740xx_scale\/public\/2025\/05\/15\/GettyImages-1489123986-2.jpg?itok=-NouVJzH"}}},"media_ids":["677079"],"groups":[{"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\u003Cbr\u003EInstitute Communications\u003Cbr\u003EGeorgia Institute of Technology\u003C\/p\u003E","format":"limited_html"}],"email":["india.maul@gatech.edu"],"slides":[],"orientation":[],"userdata":""}}}