Georgia Correctional Healthcare and Department of Juvenile Justice Travel Office


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Travel expense statements

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.

LODGING

Direct-bill hotels are under contract with GCHC-DJJ ONLY. If you are using a direct-bill hotel, please make sure that it is on the GCHC-DJJ approved direct-bill hotel listing. At the time of check-in, please provide the tax exempt forms. When checking out, please verify that the taxes have been removed from your hotel bill. 

If you are using a non-direct-bill hotel, 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.

Transportation

    • Transportation cost include: gasoline, public transportation, taxi, trains, and tolls
    • If you are using a personal vehicle (POV), prior approval is required for travel 400 miles or over by Lynn Bill or Sandi Loy. Also, for all personal vehicle travel, a Rental Car Variance Form is required.
    • Mileage Rate Update: Effective January 1, 2018

Tier 1 Rate:  Automobile   $0.545 per mile
                       Motorcycle    $0.515 per mile
                       Aircraft          $1.21 per mile
Tier 2 Rate:   $0.18 per mile - Rate used to reimburse employees, if they used personal vehicle over 400 miles (see Note under Rental Car).

Note: Mileage Rate Effective January 1, 2017-January 31, 2017

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).

Rental Car

Note: If a rental car or van is used within Georgia or outside Georgia, a Request for Rental Car form is required to be pre-approved through the travel office prior to travel.

  • Mandatory In-state Car Rental Statewide Contracts (Do not purchase additional insurance)

Enterprise Rental Car (In-State Only)  (Direct Bill)
GCHC Employee (L264274)  OR

DJJ Employee (L264395)

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

Air Travel

Other Travel Expenses

    • Miscellaneous cost includes baggage and other travel expense such as business needs; copying, data ports, etc. No personal items are permitted.
    • Parking cost includes airport, hotel. venues, etc ( This will not cover Valet Parking, unless mandatory)