Last May, Georgia Tech introduced travel policy updates. While the changes may seem primarily procedural, they actually reflect a broader commitment to compliance, traveler safety, and fiscal responsibility. Even so, it is understandable that policy changes can feel restrictive, especially when they differ from what people are used to.  

Shared governance is an important part of how Georgia Tech makes policy decisions, and leadership is committed to listening to faculty and staff and communicating openly. In the Q&A below, Kim Toatley, vice president for Finance and Planning and chief financial officer, explains the reasons behind the updated policy, what’s required, and where to find resources to help faculty and staff navigate Institute travel smoothly and confidently. 

1. What influenced Georgia Tech’s updated Air Transportation Policy, and what are the main goals behind these changes? 

In fiscal year 2025, we spent approximately $25 million annually on Institute-related travel, making it essential to manage these resources responsibly. To strengthen compliance and improve efficiency, the Air Transportation Policy was updated to require centralized booking through Travel Inc., Georgia Tech’s contracted travel management company. This update applies to all Institute Colleges and non-Colleges, regardless of funding source. While several mitigation strategies were explored before the changes, they did not resolve the audit findings and compliance risks. We believe this centralized approach will help address noncompliance and encourage strong stewardship with the University System of Georgia (USG) Business Procedures Manual as well as state and federal compliance requirements. 

2. How does the Institute respond to concerns about higher airfares through Travel Inc. compared to booking directly with airlines?

We understand that travelers may sometimes find lower fares elsewhere. However, Travel Inc.'s fares reflect contracted rates that include important protections, such as refund and exchange options, duty-of-care coverage, and compliance reporting — protections that are often not included in those lower fares. Basic economy fares, which are often nonrefundable and nontransferable, are excluded from comparison because they don’t offer the flexibility or safeguards required for Institute travel. Georgia Tech’s arrangement with Travel Inc. also allows the Institute to match or beat comparable fares when presented with identical flight details. If a traveler finds a comparable flight with a lower fare, all they need to do is talk to a Travel Inc. agent. We also heard concerns about fare visibility in Concur. In response, we worked with Travel Inc. to improve access to published fares and refine search filters, among other things. 

3. Can you explain how flexibility and traveler support through Travel Inc. may offset the perception of higher airfare costs? 

Travel Inc. offers flexibility for changes and cancellations, which can significantly reduce penalties and administrative costs. Early data suggests that, while fares may sometimes appear higher, the overall cost is often lower when considering avoided change fees and improved traveler support. We are continuously collecting and reviewing data to ensure that our travel program delivers compliant options, such as low fares, with minimal administrative burden. 

4. What options are available if a preferred flight cannot be found through Travel Inc.? 

If a preferred flight isn’t available through Travel Inc., travelers may contact Travel Inc. agents by phone at 770.291.5190, Monday – Friday, 8:30 a.m. – 5:30 p.m., or 1.877.548.2996 after hours. Travelers can also send an email support request for individual trips to travel.requests@travelinc.com, and group travel (10 or more individuals traveling to the same destination) to gtpcorporate@travelinc.com. If the issue remains unresolved, it can be escalated through ServiceNow for direct support from the Georgia Tech Travel and Expense team. We are committed to helping travelers find solutions that meet their needs while remaining compliant with the Institute and USG’s policies. We also expanded the escalation process to ensure that unresolved issues are reviewed, allowing recurring concerns to be addressed at a systemic level.

5. How does the policy accommodate special cases, such as gift-funded travel, group travel, or travel for non-employees? 

We strive to provide clear guidance and support for these special cases. Gift-funded travel is permitted as long as it complies with Institute policies and limitations. For group and student travel, Travel Inc. has a dedicated Group Travel Team to help manage large bookings and reduce the administrative workload. Non-employees on official Georgia Tech business can have travel arranged by the coordinating unit using the Single Trip Direct Bill Airfare Form.

6. What steps has Georgia Tech taken to ensure that faculty and staff concerns are heard and addressed, even if the policy itself will not change?

We value the feedback received from faculty and staff during the open comment period and through ongoing conversations, and we remain committed to transparency and collaboration. Feedback has already informed several improvements, including the booking timeline and fare visibility in Concur.  

To better support the campus, the Travel and Expense team has shared travel updates through campuswide announcements and published detailed guidance in the Policy Library. Additionally, the Know Before You Go travel resource guide is available on the Procurement website. The Fundamentals of Travel training is undergoing a system upgrade and will be relaunched in early 2026, along with a redesigned travel website for an improved user experience.

The Travel and Expense Team will continue to work with Travel Inc. to incorporate user feedback, improve fare competitiveness, and enhance the booking experience. Our goal is to communicate clearly and provide resources that help everyone navigate the Air Transportation Policy and other related policies.

7. What resources and support are available to help faculty and staff navigate the updated travel policy?

Faculty and staff have access to a range of travel resources, including the Georgia Tech Travel section of the Procurement and Business Services website, the Concur online booking tool, which integrates with Travel Inc., and dedicated support teams. For additional assistance, travelers can create a ServiceNow ticket. We encourage everyone to take advantage of these resources to help ensure a smooth and hassle-free travel experience.