Important Travel and Reimbursement Information

Wednesday, April 26, 2023

The UGA Accounts Payable and Travel team is committed to serving and supporting faculty and staff travel for university purposes. Please share this important travel information with all faculty and staff in your departments, schools, and colleges. The main goal is to protect UGA faculty and staff traveling on university business against the risk of incurring expenses that cannot be reimbursed or paid directly by UGA. These travel and expense requirements apply to both UGA employees and non-employees traveling for UGA-related activities.

• Airbnb, HomeAway, VRBO, etc. should not be used for domestic lodging per state travel policy: All travelers need to be aware of this state of Georgia policy and that neither UGA nor USG has the authority to grant exceptions. For UGA to reimburse lodging expenses, travelers must stay at a hotel or motel. For travel reimbursement purposes, all 50 U.S. states are considered domestic travel. The 16 U.S. territories and commonwealths, including Puerto Rico and the U.S. Virgin Islands, are also considered domestic travel. Please note that “international travel” may be defined differently for other functions. This is how the State of Georgia defines international travel for the purpose of lodging and travel reimbursements.
  
  

• Comprehensive Travel Review: To help protect individuals in your unit who may be traveling, consider encouraging them to complete this brief comprehensive travel review course. This new resource covers all UGA travel policy and procedures in detail. 
  
  

• Approver Responsibilities: Consider encouraging anyone in your unit who approves travel to complete the approver responsibilities review course. This new resource takes less than 10 minutes to complete. Approvers hold joint responsibility for ensuring that travel expenses follow state and university policies and guidelines. 
  
  

• Additional Resources: Approver checklists and other resources are available on the travel website. The travel policy is available here. 
  
  

 Each unit has one or more expense managers available to assist your faculty and staff. You are encouraged to contact these individuals with questions. The Accounts Payable and Travel team is also available to assist at onesource@uga.edu.  

A campus-wide message regarding this travel information will be distributed later this week. Please share this message among your team members.

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Administrative Memos are coordinated through the Office of the Senior Vice President for Academic Affairs and Provost. For more information, contact Mike Wooten at mwooten@uga.edu.