{"687350":{"#nid":"687350","#data":{"type":"news","title":"Travel Q\u0026A with Kim Toatley: Navigating Georgia Tech\u2019s Travel Policy Changes ","body":[{"value":"\u003Cdiv\u003E\u003Cp\u003ELast May, Georgia Tech introduced \u003Ca href=\u0022https:\/\/finance.gatech.edu\/2025-05\/important-updates-georgia-tech-travel-policies\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003Etravel policy updates\u003C\/a\u003E. 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.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003EShared 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\u0026amp;A below, Kim Toatley, vice president for Finance and Planning and chief financial officer, explains the reasons behind the updated policy, what\u2019s required, and where to find resources to help faculty and staff navigate Institute travel smoothly and confidently.\u0026nbsp;\u003C\/p\u003E\u003Cp\u003E\u003Cstrong\u003E1. What influenced Georgia Tech\u2019s updated Air Transportation Policy, and what are the main goals behind these changes?\u003C\/strong\u003E\u0026nbsp;\u003C\/p\u003E\u003Cp\u003EIn fiscal year 2025, we spent approximately $25 million 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\u2019s 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 \u003Ca href=\u0022https:\/\/www.usg.edu\/business_procedures_manual\/section3\/c1137\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003E\u003Cstrong\u003EUniversity System of Georgia (USG) Business Procedures Manual\u003C\/strong\u003E\u003C\/a\u003E as well as state and federal compliance requirements.\u0026nbsp;\u003C\/p\u003E\u003Cp\u003E\u003Cstrong\u003E2. How does the Institute respond to concerns about higher airfares through Travel Inc. compared to booking directly with airlines?\u003C\/strong\u003E\u003C\/p\u003E\u003Cp\u003EWe understand that travelers may sometimes find lower fares elsewhere. However, Travel Inc.\u0027s fares reflect contracted rates that include important protections, such as refund and exchange options, duty-of-care coverage, and compliance reporting \u2014 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\u2019t offer the flexibility or safeguards required for Institute travel. Georgia Tech\u2019s 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.\u0026nbsp;\u003C\/p\u003E\u003Cp\u003E\u003Cstrong\u003E3. Can you explain how flexibility and traveler support through Travel Inc. may offset the perception of higher airfare costs?\u003C\/strong\u003E\u0026nbsp;\u003C\/p\u003E\u003Cp\u003ETravel 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.\u0026nbsp;\u003C\/p\u003E\u003Cp\u003E\u003Cstrong\u003E4. What options are available if a preferred flight cannot be found through Travel Inc.?\u003C\/strong\u003E\u0026nbsp;\u003C\/p\u003E\u003Cp\u003EIf a preferred flight isn\u2019t available through Travel Inc., travelers may contact Travel Inc. agents by phone at \u003Cstrong\u003E770.291.5190\u003C\/strong\u003E, Monday \u2013 Friday, 8:30 a.m. \u2013 5:30 p.m., or \u003Cstrong\u003E1.877.548.2996\u003C\/strong\u003E after hours. Travelers can also send an email support request for individual trips to \u003Ca href=\u0022mailto:travel.requests@travelinc.com\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003E\u003Cstrong\u003Etravel.requests@travelinc.com\u003C\/strong\u003E\u003C\/a\u003E, and group travel (10 or more individuals traveling to the same destination) to \u003Ca href=\u0022mailto:gtpcorporate@travelinc.com\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003E\u003Cstrong\u003Egtpcorporate@travelinc.com\u003C\/strong\u003E\u003C\/a\u003E. If the issue remains unresolved, it can be escalated through \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\u003E\u003Cstrong\u003EServiceNow\u003C\/strong\u003E\u003C\/a\u003E 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\u2019s policies. We also expanded the escalation process to ensure that unresolved issues are reviewed, allowing recurring concerns to be addressed at a systemic level.\u003C\/p\u003E\u003Cp\u003E\u003Cstrong\u003E5. How does the policy accommodate special cases, such as gift-funded travel, group travel, or travel for non-employees?\u003C\/strong\u003E\u0026nbsp;\u003C\/p\u003E\u003Cp\u003EWe 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 \u003Ca href=\u0022https:\/\/procurement.gatech.edu\/sites\/default\/documents\/SingleTripDirectBillAirfareForm12-25.xlsx\u0022\u003E\u003Cstrong\u003ESingle Trip Direct Bill Airfare Form\u003C\/strong\u003E\u003C\/a\u003E.\u003C\/p\u003E\u003Cp\u003E\u003Cstrong\u003E6. 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?\u003C\/strong\u003E\u003C\/p\u003E\u003Cp\u003EWe 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.\u0026nbsp;\u0026nbsp;\u003C\/p\u003E\u003Cp\u003ETo better support the campus, the Travel and Expense team has shared travel updates through campuswide announcements and published detailed guidance in the \u003Ca href=\u0022https:\/\/policylibrary.gatech.edu\/business-finance\/travel?utm_source=newsletter\u0026amp;utm_medium=email\u0026amp;utm_content=Travel%20Policies%20and%20Procedures\u0026amp;utm_campaign=Financial%20News%20Bulletin%20September%202025\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003EPolicy Library\u003C\/a\u003E. Additionally, the \u003Ca href=\u0022https:\/\/s4.procurement.gatech.edu\/resource-guides\/know-before-you-go\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003EKnow Before You Go\u003C\/a\u003E 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.\u003C\/p\u003E\u003Cp\u003EThe 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.\u003C\/p\u003E\u003Cp\u003E\u003Cstrong\u003E7. What resources and support are available to help faculty and staff navigate the updated travel policy?\u003C\/strong\u003E\u003C\/p\u003E\u003Cp\u003EFaculty and staff have access to a range of travel resources, including the Georgia Tech \u003Ca href=\u0022https:\/\/procurement.gatech.edu\/travel\u0022 rel=\u0022noreferrer noopener\u0022 target=\u0022_blank\u0022\u003ETravel section of the Procurement and Business Services website\u003C\/a\u003E, the Concur online booking tool, which integrates with Travel Inc., and dedicated support teams. For additional assistance, travelers can \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\u003E\u003Cstrong\u003Ecreate a ServiceNow ticket\u003C\/strong\u003E\u003C\/a\u003E\u003Cstrong\u003E.\u003C\/strong\u003E We encourage everyone to take advantage of these resources to help ensure a smooth and hassle-free travel experience.\u003C\/p\u003E\u003C\/div\u003E\u003Cdiv\u003E\u003Cp\u003E\u0026nbsp;\u003C\/p\u003E\u003C\/div\u003E","summary":"","format":"limited_html"}],"field_subtitle":"","field_summary":[{"value":"\u003Cdiv\u003EKim Toatley answers key questions on the updated Air Transportation Policy, aimed at improving compliance, safety, and fiscal stewardship through centralized booking.\u003C\/div\u003E","format":"limited_html"}],"field_summary_sentence":[{"value":"Kim Toatley answers key questions on the updated Air Transportation Policy, aimed at improving compliance, safety, and fiscal stewardship through centralized booking."}],"uid":"36461","created_gmt":"2026-01-15 17:23:43","changed_gmt":"2026-01-20 13:42:13","author":"imaul3","boilerplate_text":"","field_publication":"","field_article_url":"","location":"Atlanta, GA","dateline":{"date":"2026-01-15T00:00:00-05:00","iso_date":"2026-01-15T00:00:00-05:00","tz":"America\/New_York"},"extras":[],"hg_media":{"679009":{"id":"679009","type":"image","title":"Screenshot-2026-01-15-at-12.03.50-PM.png","body":null,"created":"1768497831","gmt_created":"2026-01-15 17:23:51","changed":"1768497831","gmt_changed":"2026-01-15 17:23:51","alt":"Kim Toatley Headshot","file":{"fid":"263120","name":"Screenshot-2026-01-15-at-12.03.50-PM.png","image_path":"\/sites\/default\/files\/2026\/01\/15\/Screenshot-2026-01-15-at-12.03.50-PM.png","image_full_path":"http:\/\/hg.gatech.edu\/\/sites\/default\/files\/2026\/01\/15\/Screenshot-2026-01-15-at-12.03.50-PM.png","mime":"image\/png","size":1840532,"path_740":"http:\/\/hg.gatech.edu\/sites\/default\/files\/styles\/740xx_scale\/public\/2026\/01\/15\/Screenshot-2026-01-15-at-12.03.50-PM.png?itok=klLIh6nQ"}}},"media_ids":["679009"],"groups":[{"id":"220261","name":"Finance and Planning"},{"id":"660359","name":"Procurement and Business Services"}],"categories":[],"keywords":[],"core_research_areas":[],"news_room_topics":[],"event_categories":[],"invited_audience":[],"affiliations":[],"classification":[],"areas_of_expertise":[],"news_and_recent_appearances":[],"phone":[],"contact":[{"value":"\u003Cdiv\u003E\u003Cstrong\u003EIndia Maul\u003C\/strong\u003E\u003Cbr\u003ECommunications Program Manager | Institute Communications\u003Cbr\u003EGeorgia Institute of Technology\u003C\/div\u003E","format":"limited_html"}],"email":["india.maul@gatech.edu"],"slides":[],"orientation":[],"userdata":""}}}