Travel

BAINBRIDGE COLLEGE

Effective October 1, 2006

The following contains a brief summary of travel information. Further details and information can be found in the Business Office, Administration Building or call 229-248-2520.

Authorization to Travel

• A Request to Travel form must be filled out, approved and submitted to the Business Office prior to travel.
• Forms can be obtained from the Business Office.

Meal Reimbursement

• Non-High Cost Areas: all areas in Georgia except those listed below.

• High Cost Areas – metropolitan Atlanta (Cobb, Dekalb, Fulton and Gwinnett Counties), Brunswick (Glynn County) and Savannah (Chatham County):

Note: Taxes and tips are allowable expenses, however, they should be included in the total expense for the meal.

• Travel outside of the State of Georgia should follow the Federal Per Diem rates, which can be found at: www.gsa.gov.

Lodging Expense

• Employees traveling more than 50 miles from their home office may be reimbursed for lodging expense.
• Employees are encouraged to use hotels that participate in the “Georgia Green Hotel Program” when cost-competitive. A listing of these hotels are at:
  http://www.greenseal.org/programs/lodging_properties.cfm
• A Hotel/Motel Tax Exempt Form must be submitted when registering at the hotel.

Travel by Vehicle

• Employees are encouraged to use campus vehicles whenever possible when traveling by car.
• Vehicles can be reserved by submitting a vehicle request form to Physical Plant.
• If a campus vehicle is not available the employee may use their personal vehicle and be reimbursed for mileage at a rate $0.485per mile.
• Employee must provide documentation (for example email from Melanie Murphy) stating that a college vehicle was not available.
• Please give sufficient notice to Plant.
• If a campus vehicle is available and the employee chooses to use their personal vehicle they will be reimbursed for mileage at a rate of $0.285 per mile.

Miscellaneous Travel Expenses

• Telephone/Fax Expenses – If these expenses are work related they are allowable and will be reimbursed on the employees expense report. No personal phone calls will be reimbursed.
• Stationary/Supplies/Postage/Duplicating Services – If work related, employees can be reimbursed for reasonable costs on their expense report for these items.
• Registration Fees

Unallowable Expenses

• Laundry
• Tipping for hotel concierge or maid services
• Valet service for parking when self parking is available
• Theater
• Entertainment
• Alcoholic Beverages
• Visa/passport fees
• Bank charges for ATM withdrawals

State Travel Regulations

Please visit the State Travel Regulations for more information.