These should be updated but if you have any other questions please reach out or check on the District Travel Guidelines page that these were copied from. 

Please remember that prior to traveling, you must first complete the Out of County PL Prior Approval Form. **Upon approval, you must submit that form along with the conference agenda on your request for Professional Leave (Time and Attendance).** Once both of these items are approved, you will submit these approved forms with your reimbursement request once travel has occurred.

If you are expecting to take a hotel check with you, you must be sure that you follow the proper procedures in order to obtain that check in a timely manner. All requests/POs for checks must be submitted by Monday for a check to be issued on Thursday of the same week. If those timelines are not met, then you will be expected to pay for the hotel on your own and request reimbursement after travel has occurred.

Please be sure that all mileage and per diem amounts are totaled at the bottom of the form. The GL funding code is required. If you are not sure of the GL funding code, please check with whomever approved and/or submitted your conference registration. Do not assume that Finance knows all of the details surrounding any and all GSCS travel. All travel reimbursements must be approved by your direct supervisor before you submit it to Finance for reimbursement.

The following attachments are required before reimbursement will be released for payment (Finance does not have access to these documents unless provided by the employee):

1 - Out of County PL Prior Approval Form

2 - Professional Leave Approval (AESOP Absence Entry)

3 - Detailed Conference Agenda

4 - Receipts for Lodging/Other (in your name)

Frequently Asked Questions

What forms do I need to take with me when traveling?

You will need to take both the Hotel Exemption Form and the Sales Tax Exemption form. Both of these forms are available on the Finance Department website as well as the reimbursement request forms.

https://www.gscs.org/documents/departments/finance/important-documents/442867 

Can I use Airbnb or VRBO?

Lodging rentals obtained through vacation rental marketplaces such as Airbnb, HomeAway, and Vrbo are not considered commercial lodging facilities and should not be used while in travel status. 

Can I stay additional nights before or after a conference?

If you choose to add additional days before or after a conference, then you must book and pay for the room up front using your own personal payment method. Please note that you will only be reimbursed for the days specifically related to the conference based on your conference agenda. You would not submit a requisition for this.

If I want to take my family, can I pay the difference?

If you choose to take your family and upgrade your room, then you must book and pay for the room up front using your own personal payment method.  Please note that you will only be reimbursed at the block rate (rate provided by the conference hotel) or the reasonable rate. You would not submit a requisition for this.

How do I determine what the reasonable rate is?

A conference is a business-related event where you would choose a single-standard hotel room with the lowest rate at or as close to the business venue as possible. Reasonable lodging means that you have called multiple places within three to five miles of the conference and obtained the lowest possible hotel/motel rate for a single-standard room. You must be able to provide documentation proving reasonable lodging if staying outside of the conference hotel. This would also apply to travel where the conference does not take place at a specific hotel.

Can I receive a per diem advance?

No advances will be given for per diems. Per diem is done on a reimbursement basis only.

Can I pay for multiple coworkers meals and receive reimbursement?

You will only receive reimbursement for your personal per diem. There is no way to verify whose meals were paid for; therefore this will not be reimbursed.

If I share a room with another employee, can I still be reimbursed?

The room must be in your name in order to be reimbursed. If one employee pays for the room, then that employee may request reimbursement.

If the school system is paying for a flight, may I choose to drive instead?

You may choose to drive instead of flying. However, you will be reimbursed the lesser of the two options whether it is the flight or mileage to the related conference. You will not be reimbursed for gas (if driving), only mileage.

Can I check more than one bag on flights?

Most airlines are now charging for checked luggage and for curbside check-in. In the event there is a charge for checking the employee’s first piece of luggage, the GSCS will reimburse for that charge. GSCS will not reimburse for anything other than the 1st piece of luggage.

Can I change my travel arrangements once they are made?

Once the hotel and/or flight has been reserved with the GSCS Credit Card, you cannot change the travel arrangements.

When do I book my flight?

Once travel dates have been confirmed, all flights should be booked at least 14 days, but no more than 30 days in advance, when practical. 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.

If I am off contract, do I still need to enter the leave into Frontline?

You still need to enter leave into Frontline and complete the Out of County PL Prior Approval Form.

Please see the Georgia State Travel Policy Highlights below to address some of the main topics related to travel.

 https://sao.georgia.gov/travel/state-travel-policy

D.  Internal Revenue Service Requirements

Policy requires that Travelers submit expenses via manual expense reimbursement forms substantiating the amount, date, use and business purpose, ideally within 10 days, but no later than 45 calendar days after completion of the trip or event. Expenses submitted in excess of 60 calendar days may not be reimbursed. Expenses submitted more than 60 calendar days after completion of the trip or event, if reimbursed, should be included in the Traveler’s IRS Form W-2 as taxable income. 

3.1  Lodging (Reference page 18 in the attached)

The Traveler should select the least expensive option available taking into consideration proximity to the business destination and personal safety. The Traveler or the travel arranger must inquire about the government rate availability, or the conference lodging rate, and select the lowest available rate. When the hotel or motel is the conference or convention site, reimbursement will be limited to the conference rate, if available.

Travelers on state business are allowed lodging expenses when their destination is located more than 50 miles from their Residence AND they are away for more than twelve (12) hours.  

All lodging claims must be documented with receipts and must be at a business that offers lodging to the general public, such as a hotel or motel, NOT a private residence. Lodging rentals obtained through vacation rental marketplaces such as Airbnb, HomeAway, and Vrbo are not considered commercial lodging facilities and should not be used while in travel status. 

When lodging is shared, the Traveler paying for the lodging seeks reimbursement for the full expense.

Upgraded room accommodations that incur an additional charge are not allowed.

4.3  Meal Per Diem: In-State Georgia  (Reference page 22 in the attached)

Travelers traveling within the State of Georgia are eligible for up to $50.00 of per diem to cover the cost of three (3) meals per day. Incidentals are not included in the per diem rate. The per diem rate applies to all cities in Georgia. Per Diem Allowances are set forth by the Statewide Travel Policy and will follow the “Standard” GSA per diem rates, based on approval from SAO/OPB. 

Breakfast = $13.00 

Lunch = $14.00 

Dinner = $23.00

https://sao.georgia.gov/travel/state-travel-policy#:~:text=Mileage%20Rate%20Update%202023

4.4  Meal Per Diem During OVERNIGHT Travel (Reference page 22 in the attached)

Travelers traveling overnight, either in-state or out-of-state, are eligible for 75% of the total per diem rate on the first and last day of travel. For example, if the per diem rate allows a $50 total reimbursement, $37.50 would be allowable on a travel departure or return day ($50 x .75 = $37.50). As a result, the time of departure and time of return are not considerations for calculating the Meal Per Diem when associated with overnight travel. 

When meals are provided to a Traveler in conjunction with out-of-state travel events on a travel departure or return day, the meals per diem reimbursement rate is reduced by the amount of the provided meal(s) after the 75% proration. For example, if the per diem allows a $50 total reimbursement, and lunch was provided at no cost on a travel departure or return day, the total allowable reimbursement for that day would be $23.50 [$50 *.75= $37.50 less $14 lunch = $23.50]. 

The per diem allowance for Georgia is $50. Out-of-State per diem allowances follow the GSA rates. 

For trips involving multiple travel destinations, base the reduction on the per diem rate in effect where the night was spent, as follows:

• Departure Day: Where the Traveler spends that night.

• Return Day: Where the Traveler spent the night before returning to their Residence or Primary WorkStation.

As a reminder, the time of departure and time of return are not considerations for calculating the Meal Per Diem when associated with overnight travel.

4.5  Meal Per Diem During NON-OVERNIGHT Travel (Reference page 23 in the attached)

Travelers on state business who travel more than 50 miles from their Residence on a work assignment, AND are away for more than twelve (12) hours, may receive the total eligible per diem allowance for that day, even when there is no overnight lodging. The per diem allowance must, however, be adjusted for any meals provided to the Traveler, as stated in Sec. 4.2, above. 

For travel without an associated overnight stay, the meal per diem rate will be determined by the location of the last business stop of the date of travel. Mileage should still be reimbursed.