Travel Policies and Procedures
T and E ModuleContact Information:
Phone: 478.757.2549 or 478.757.3602
Fax: 478.471.2097
Reimbursement of Travel
Reimbursement for travel includes, but is not necessarily limited to, per diem for meals, reimbursement for lodging, transportation (both personal vehicle and common carrier), parking, taxi, and other appropriate miscellaneous expenses.
| Travel Reimbursement Deadlines | ||
|---|---|---|
| Per the State of Georgia Travel Policy, all travel should be submitted immediately after completion of the trip or event, ideally within 10 days. | ||
| Submitted within 45 days | Qualifying expenses are reimbursable and excluded from traveler's taxable income. | |
| Submitted over 45 days | May be considered non-reimbursable by Budget Manager and/or Office of Finance. Additional approvals may be required if reimbursed. | |
| Submitted over 60 days | If reimbursed, becomes taxable income per IRS regulations, and will be included in the traveler's IRS Form W-2. | |
| Submitted over 75 days | Non reimbursable per MGA Travel Policy. | |
Maximum Intercampus Mileage Reimbursements:
| Intercampus Travel | One Way Mileage |
|---|---|
| Macon → Cochran | 48 miles |
| Macon → WR | 22 miles |
| Macon → Dublin | 60 miles |
| Macon → Eastman | 68 miles |
| Macon → MDA | 18 miles |
| Cochran → WR | 30 Miles |
| Cochran → Eastman | 20 miles |
| Cochran → Dublin | 32 miles |
| Cochran → MDA | 36 miles |
| WR → Eastman | 50 miles |
| WR → Dublin | 50 miles |
| WR → MDA | 27 miles |
| Dublin → Eastman | 34 miles |
| Dublin → MDA | 48 miles |
| Eastman → MDA | 56 miles |
The current per diem rates for meals is as follows:
| Number of Meals Reimbursed | Meals Reimbursed | Maximum Allowable Expense (1) |
|---|---|---|
| 3 meals per day | breakfast/lunch/dinner | $28.00 |
| 2 meals per day | breakfast/lunch | $13.00 |
| breakfast/dinner | $21.00 | |
| lunch/dinner | $22.00 | |
| 1 meal per day | breakfast | $6.00 |
| lunch | $7.00 | |
| dinner | $15.00 |
The following areas of Georgia are considered high cost and meal expenses may be reimbursed at a higher amount than those listed above. Please note that both the Travel Authorization Form and the Expense Report will automatically populate the higher amount when one of these high cost areas is listed.
- Chatham County
- Cobb County
- Dekalb County
- Fulton County
- Glynn County
- Richmond County
| Number of Meals Reimbursed | Meals Reimbursed | High Cost Area Allowable Expense |
|---|---|---|
| 3 meals per day | breakfast/lunch/dinner | $36.00 |
| 2 meals per day | breakfast/lunch | $16.00 |
| breakfast/dinner | $27.00 | |
| lunch/dinner | $29.00 | |
| 1 meal per day | breakfast | $7.00 |
| lunch | $9.00 | |
| dinner | $20.00 |
When traveling, please use the Hotel/Motel Tax Exempt Form and the Sales and Use Tax Certificate of Exemption. Complete the forms and present them to the front desk when checking in.
These forms can be downloaded below.
- Hotel/Motel Tax Exempt Form
- Sales Tax Certificate of Exemption
- W-9 Request for Taxpayer Identification Number and Certification
- Petty Cash Voucher
For a complete discussion of travel regulations, review the Travel section of the University System of Georgia's Business Procedures Manual.
For travel outside the State of Georgia, Middle Georgia State University uses the Federal per diem rates.
The per diem rates for foreign travel are located here.