Travel information

Travel Application forms and Travel Expense Forms can be accessed by CSU staff in CougarNet, under the Administrative section of the Forms channel. CSU's travel guidelines include:

• A department head or supervisor must approve in advance travel required of faculty and staff in the performance of official duties.
• Only one travel application must be completed, even when more than one department is sharing expenses. Account numbers of the departments listed on the travel application should be listed with approximate amounts to be covered by each department.
• If you are staying in a Georgia hotel or motel, you must provide the innkeeper with a tax exempt form, which may be obtained in the Business Services office in Richards Hall.
• Registration costs exceeding $50 may be prepaid by using your Visa card or by purchase order if Visa is not accepted.
• Each faculty member and staffer who travels on a regular basis must complete a standing authorization form.
• Employees who have traveled must submit a Travel Expense Statement to Accounting Services within five working days after a trip in order to be reimbursed. A copy of the approved travel application must be attached to the travel expense report along with paid receipts for registration, lodging or commercial transportation to support the claimed expenditures.
• If airline travel is to be prepaid by CSU, faculty or staff should contact Columbus Travel, 706-323-6471, to make reservations. A travel application should be submitted to Business Services, which contacts the travel agency with approval to issue the ticket. Academic departments need to contact the Vice President for Academic Affairs office for approval before forwarding the application to Business Services. An e-ticket will be e-mailed to the individual traveling and a copy of the itinerary will be forwarded to Business Services.

More information on state travel expenses and procedures are available online from the state auditor.

Travel quick facts:

• Employees may be reimbursed for use of their personal vehicles at $0.585 per mile.
• The cost of meals rate will be reimbursed at the actual cost of meals, up to $28 a day, including tax and tips.
• Charges for three meals in excess of $28 per day will be permitted if they involve a meal as part of a scheduled meeting, but an explanation must be offered on the travel expense statement.

Reimbursement of claims for fewer than three meals per day will be subject to these limits:

Within Georgia (general rule)

Breakfast    $6
Lunch          $7
Dinner         $15
Total            $28

Within Georgia (high-cost areas such as Atlanta, Savannah, see detailed list below)

Breakfast    $7
Lunch          $9
Dinner         $20
Total            $36

Other states, USA (high-cost areas and international)

Breakfast    $8
Lunch          $10
Dinner         $24
Total            $42

A high-cost area is defined as an area where meal expenses may be reimbursed at a higher amount than limits that otherwise apply to travel within Georgia (general rule). Employees are considered traveling in high-cost areas when their official responsibilities must be performed at a location in the high-cost area. Employees who are not working and spend the night in lodging in a designated high-cost area are subject to the general meal limits.

High cost areas in Georgia include:  Chatham County (Bloomingdale,  Garden City, Isle of Hope Dutch Island, Montgomery, Pooler, Port Wentworth, Savannah, Skidaway Island, Thunderbolt, Tybee Island, Vernonburg, Whitemarsh Island, Wilmington Island), Cobb County (Acworth, Austell, Kennesaw, Marietta, Powder Springs, Smyrna), DeKalb County (Avondale Estates, Chamblee, Clarkston, Decatur, Doraville, Lithonia, Pine Lake, Stone Mountain), Fulton County (Alpharetta, Atlanta, College Park, East Point, Fairburn, Hapeville, Johnscreek, Milton, Mountain Park, Palmetto, Roswell, Sandy Springs, Union City), Glynn County (Brunswick, County Club Estates, Dock Junction, Everitt, Jekyll Island, Sea Island, St. Simons Island, Sterling, Thalman), Gwinnett County (Berkeley Lake, Buford, Dacula, Duluth, Grayson, Lawrenceville, Lilburn, Loganville, Norcross, Snellville, Sugarhill, Suwanee).

Reimbursement for breakfast is allowed if departure time is before 6:30 a.m. and for dinner if return is after 7:30 p.m. The noon meal is not reimbursable unless:

• Overnight lodging is required.
• The meals are an integral part of a scheduled meeting.
• The meal is not part of a registration fee.
• Or the employee is away from home on a work assignment for more than 13 hours.

Receipts are not required when requesting reimbursement for meals within the state limits.

Student travel

Student travel applications are processed by Accounting Services and should be submitted to Cindy Relford.