State policy states that Travel Expense Statements should be submitted to the Travel Office no later than 45 days after the travel has occurred. IRS regulations state that Travel Expense Statements that are submitted more than 60 days after the conclusion of the travel or event become taxable income to the traveler. Therefore, these reimbursements will be processed in the traveler's next paycheck, and taxes will be withheld on the reimbursement. Please note, that these reimbursements will process with a 5xxxxx account. For more information, see the State Travel Policy section 7.2.
State policy specifically limits lodging to businesses that offer lodging to the general public (hotel or motel) The utilization of a private residence is prohibited by Section 3.1 of the State Travel Policy. The State Accounting Office has given further clarification that VRBO, Home-Away or another private residence is prohibited.
Tier 1 Rate: Automobile $0.535 per mile
Motorcycle $0.505 per mile
Aircraft $1.15 per mile
Tier 2 Rate: $0.17 per mile - Rate used to reimburse employees, if they used personal vehicle over 400 miles (see Note under Rental Car).
Note: Car Rental cost Comparison is only required if round-trip mileage exceeds 400 miles. For round-trip mileage 400 miles or less, traveler has the option of driving their POV (Privately Owed Vehicle ) or renting a car.
Hertz Corporation - (Out-of-State Only) Call 1-888-444-8500
Give Hertz your Corporate Discount Number (CDP) of: 2018740
Hertz does NOT direct-bill to Augusta University. Rentals will be an expense reimbursement
Enterprise Rental Car (In-State Only) (Direct Bill)
Select Augusta University Employee (N54059) OR
GCHC Employee (L264274)
Enterprise and Hertz are the co-suppliers of the In-state car rental services - see Rental Rate Comparison
NOTICE: Effective January 23, 2007, U.S. Citizens and citizens of Canada, Mexico and Bermuda traveling by air between the U.S., Canada, Mexico, Central and South America, the Caribbean, and Bermuda are required to present a valid passport to enter (or re-enter) the United States. Passports are not a reimbursable expense for AU employees. Please check your passport for accuracy before booking your travel plans, as emergency passports have cost individuals approximately $700. For more information, please see documentation regarding the Western Hemisphere Travel Initiative.