Expense Statement Format Excel 32333 | Outofstatetravelexpensestatementwaddendums06jan2020

Partial file snippet.

Sheet 1: Instructions

	
	
	
	
	
	
	
	
	
		

		

		

		

		

		

		

		

		

		

		
 
		
		

	
	
		Georgia State University Travel Expense Statement Instructions
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		October, 2016
		

		

		

		

	
	
		Purchase Order Number (PO #):
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		The purchase order number is required.  When a Travel Authorization (TA) is entered into PantherMart, the TA entry generates a PO number.  In Panthermart, the PO # begins with the letters PM.  Important Note:  A Travel PO should encumber funds in the same fiscal year in which the travel engagement begins.
		

	
	
		Purpose of the Trip:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		Purpose for the travel is a required field.  Provide as much detail as possible to identify the business purpose for the travel engagement. 
		

	
	
		Address:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		Provide the home address of the traveler.  Ensure the address is the same address as shown in Spectrum.
		

		

		

		

		

		

		

		

		

		

	
	
		Vendor/Panther Number:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		Provide the vendor number on the Travel Expense Statement.  This helps to ensure that the report is linked to the right individual (We have multiple employees and students with the same or similar names).
		

	
	
		Campus Location:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		Select the campus location. If 'Other' is applicable - explain in Purpose box.
		

		

		

		

		

		

		

		

		

		

	
	
		 Memo required:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		 -
		Travel Expense Statement (TES) being submitted 30 days or more after the trip ended – Whenever a TES arrives in Disbursements more than 30 days after the date of return, there must be a memo attached to explain/justify the late submission.
		

	
	
		

		 -
		Memo of justification required (signed by Unit Chair or CAO) when lodging exceeds allowable per diem.
		

	
	
		

		 -
		Reminder - TES submitted  60 days or more after the trip ended, if reimbursed, will be included in the Traveler's W-2 [annual earnings]
		

	
	
		

		 -
		Memo of justification required (signed by Unit Chair or CAO) when a provided meal is claimed on TES. If agenda meal is not provided, explain in memo.
		

	
	
		Agendas are required:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		Reviewers rely on the agenda for provided meals. If concurrent sessions are involved, provide details in Purpose box.
		

	
	
		Meal Per Diem when traveling within Georgia:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		(Receipts are not required). To find meal reimbursement rates for Georgia, only, access the Statewide Travel Regulations, see:  link to the State of Georgia Meal Allowances, in Section 4.2: 
		

	
	
		

		 link to the State of Georgia Meal Allowances, in Section 4.2
		

	
	
		

		 link to the State of Georgia Meal Allowances Schedule
		

	
	
		

		Notice 2 sets of rates: Standard in-state per diem rates & High cost in-state rates.  
		

		

		

		

		

		

		

		

		

		

	
	
		

		Note:  Tips for meals are not reimbursable.  Section 4.2 of the Statewide Travel Regulations states:  Employees traveling within the State of Georgia will be paid a per diem amount designed to cover the cost of meals (including taxes and tips), based on the number of meals per day for which the traveler is eligible.
		

	
	
		Meal Per Diem when traveling outside of Georgia:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		(Meal Receipts are not required). To find meal reimbursement rates for US States (excluding GA), log on to the U.S. General Services Administration website (GSA):  
		

	
	
		

		

		http://www.gsa.gov/portal/content/104877
		

	
	
		

		

		Important Note: Use the GSA site for GA Lodging per diem.  For GA Meal per diem, see above:  Meal Per Diem when traveling in GA).  
		

	
	
		

		The following is an example of how to record the meal per diem for the location Tallahassee, Florida. Important to note, Georgia State agencies must us the (Federal) GSA webpage as a guide, only.  Georgia does not allow travelers to use the $5 incidental fee in any calculations.
		

	
	
		

		
 
		
		
	
		

		
	
		

		
 
		
		
	
		

		 -
		Effective 10/01/2016: When meals are provided, First/Last day meal per diem will be reimbursed at 75% of the total meal per diem LESS the full amount of any provided meal. AGENDA REQUIRED. 
		

	
	
		

		 -
		DAILY MEALS SHOULD BE BROKEN DOWN BY MEAL TYPE [Breakfast; Lunch; Dinner]. This includes FIRST/LAST days.
		

	
	
		Lodging Per Diem (when traveling anywhere in the US, including GA:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		(Lodging Receipts are required. Reasonable lodging expenses are reimbursed at actual cost). To find lodging reimbursement rates for all US States (including Georgia), log on to the U.S. General Services Administration website (GSA): 
		

	
	
		

		

		http://www.gsa.gov/portal/content/104877
		

	
	
		

		See the example for Tallahassee, above.  The printout from the GSA webpage includes the per diem lodging rates for Tallahassee.  For example: Tallahassee lodging per diem rate for May, 2014, is $83. 
		

	
	
		

		Conference lodging (lodging at the hotel where the conference takes place) may exceed allowable per diem.  It is important to notate if the lodging is taking place at the conference site.  Clearly state this in the “Purpose of the Trip” area, and/or attach a brief memo to explain. 
		

	
	
		

		

		Lodging – Tax Exemption (County and Municipal Excise Tax (including occupancy tax)). See Statewide Travel Regulations, Section 3.3, Page 15.  When lodging in the State of Georgia, Employees and Students are exempt from:  County and Municipal Excise Tax.  However, travelers are required to submit a copy of the Hotel Exemption Occupancy Form upon registration at the hotel/motel. If the hotel refuses to accept the form at check-in, the traveler should attempt to resolve the issue with hotel management before checking out at the end of their stay. If the matter is not resolved by check-out time, the traveler should pay the tax.  
		

	
	
		

		

		Link to State Form
		

	
	
		

		

		Link to GSU Form
		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

	
	
		Tips:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		Tips for meals may not be claimed.
		

		

		

		

		

		

		

		

		

		

	
	
		Miscellaneous Expense:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		 -  If paid, reasonable tips may be claimed for transportation and lodging. 
		

		

		

		

		

		

		

		

		

		

	
	
		

		

		o   Per the Statewide Travel Regulations, Section 4.1:  In general, actual incidental expenses are reimbursed separately and include: fees and tips given to porters, baggage carriers, bellhops, hotel housekeeping, stewards or stewardesses, and hotel staff.
		

	
	
		

		Receipts are required for reimbursement of Miscellaneous Travel Expenses of $25 or more.
		

		

		

		

		

		

		

		

		

		

	
	
		Approval for Travel Expense Statement:
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		 -
		See “Approval for Travel”
		

	
	
		

		

		Be sure to provide the printed name of the approver, along with the signature. 
		

		

		

		

		

		

		

		

		

	
	
		

		 -
		See “Important Information about Travel Expense Statement Reporting, Including Roles and Responsibilities”
		

	
	
		

		Office of Disbursements
		

		

		

		

		

		

		

		

		

		

	
	
		

		accountspayable@gsu.edu
		

	
	
		

		GSU Travel Webpage
		

	

 




Sheet 2: Travel Expense Statement

	
	
	
	
	
	
	
	
	
	
	
	
	
		

		
 
		
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		Georgia State University Travel Expense Statement
		Travel Team Use Only - Voucher ID
		

		

		

	
	
		

		

		

		

		EFFECTIVE - JANUARY 1, 2020
		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		

		OUT-OF-STATE TRAVEL EXPENSE STATEMENT - EMPLOYEE AND STUDENT
		

		

	
	
		

		View State of GA-Statewide Travel Policy Here (Travel Policy Revised 10/01/2017)
		

		

	
	
		

		Indicate Status
		
 
		
		Purchase Order # (required)
		

		

		

	
	
		

		Today's Date (mm/dd/yyyy)
		

		Does this report represent the FINAL Payment/Report?
		
 
		
		

		

	
	
		

		Last Name of Traveler
		

		

		If this report represent a PARTIAL Payment/Report, should we expect a final reporting at a later date?
		
 
		
		

		

	
	
		

		First Name of Traveler
		

		

		

		

	
	
		

		Residence Address

City, State, Zip
		

		CITY, STATE      Purpose of the Trip and Comments
		

		

		

	
	
		

		

		

		

		

		

	
	
		

		City, State, Zip
		

		

		

	
	
		

		Vendor/Panther Number
		

		

		

		

	
	
		

		Campus Location 
		

		

		

	
	
		

		Traveler's Email Address
		

		

		Date of Departure (mm/dd/yyyy)
		

		

		

	
	
		

		Dept. Contact Name/Phone
		

		Date of Return (mm/dd/yyyy)
		

		

		

	
	
		

		Is Travel Expense Statement being submitted more than 30 days after the return of travel? (If yes, attach a memo to explain the late submission, signed by the approver)
		
 
		
		

		

	
	
		

		If traveling with a group of students, attach a listing of student participants.
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		

		Meal Per Diem Out of State
		

		

	
	
		

		Note 1: View GSA Per Diem Rates Here (for travel outside of GA) 
		

		(DO NOT Include Incidentals)
		

		

		

		

	
	
		

		As of 07.01.2018: Meal per Diem is no longer provided during NON-Overnight travel.
		

		

	
	
		

		OVERNIGHT TRIPS ONLY: For reference, enter meal breakdown in YELLOW fields before entering your claims. REPORT EACH NON-PROVIDED MEAL SEPARATELY.  With the YELLOW fields data and the claimed meals, the TES will calculate the reimbursement correctly. Meals shown on agenda will be deducted from per Diems without a Memo of Justification. Agenda required. 
		

		

	
	
		

		DAILY per Diem MAX
		Date
(MM//DD//YYYY)
		Location /Point Visited
		Max Breakfast Per Diem $
		Max Lunch Per Diem $
		Max Dinner Per Diem $
		Total First/Last  Day Meal
Per Diem MAX $
		

		

	
	
		

		0.00
		0.00
		

		

		

		

		0.00
		

		

	
	
		

		First day=75%
		

		

		

		

		

		 0.00 
		

		

	
	
		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		Last day=75%
		

		

		

		

		

		 0.00 
		

		

	
	
		

		

		

		

		

		

		

		

		

		 Total Meal Per Diem  =  
		$0.00
		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		

		Lodging Expense
		

		

	
	
		

		View GSA Per Diem Rates Here (Note: State of GA lodging rates are same as shown on GSA site)
		

		

	
	
		

		Enter 'Per Diem Amount for Location Visited' & 'Number of Nights' in the YELLOW fields  to see Total Allowance. Attach Memo of Justification [MoJ] for lodging expense which exceeds allowance. 
		

		

	
	
		

		Location Visited
		$ Per Diem Rate Amount $
		Number of Nights
		Total Lodging Allowance
		       Check HERE if CONFERENCE HOTEL was used. With checked box, no MoJ required.
		

		

	
	
		

		Date (MM/DD/YYYY)
		

		

		$0.00
		Lodging Expense [Attach Itemized Receipt]
		

		

	
	
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		

	
	
		

		

		

		

		

		

		

		

		
	
		

		

		

		

		

		
 
		
		
 
		
		

		

		

		

		

		

	
	
		

		 CHECK HERE IF LODGING WAS PRE-PAID by GSU
		

		

		

		

		Total Lodging Expense = 
		

		$0.00
		

		

	
	
		

		

		Traveler Name:
		 , 
		

		

		

		Purchase Order Number:
		

		PM00000000
		

		

		

	
	
		

		

		

		

		

		

		

		

		

		

		

		

		

	
	
		

		Miscellaneous Travel Expenses
		

		

	
	
		

		* Receipt required for expense $25 or greater.
		

		

	
	
		

		Date
(MM/DD/YYYY)
		Airfare or Car Rental $
		Parking $
		Tips for 
Transportation $
		Tips for 
Lodging $
		Carrier/Taxi
Shuttle $ 
		BAGGAGE FEES $ (Limited to 1 Bag/Trip) 
		Other Trvl Misc. Expense $
		Identify  Other Misc Expense from  previous column ( Internet, Toll...)
		Total $
		

		

	
	
		

		

		

		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		

		

		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		

		

		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		

		

		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		

		

		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		

		

		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		

		

		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		Misc. Totals
		 $-   
		 $-   
		 $-   
		 $-   
		 $-   
		 $-   
		 $-   
		

		 $-   
		

		

	
	
		

		CHECK HERE IF AIRFARE OR CAR RENTAL WAS PRE-PAID by GSU:
		

		

		

		
 
		
		
 
		
		

		

		 Total Misc. Expense  =  
		$0.00
		

		

	
	
		

		MILEAGE RECORD/REIMBURSEMENT **Total Daily or CONSECUTIVE DAYS Business Miles up to 50 miles: EXEMPT from CRCC**
		

		

	
	
		

		Personally Owned Auto
		Car Rental Cost Comparison [CRCC]
		

		Campus to Campus Predetermined Mileage Chart
		

		

	
	
		

		NEW RULE! Use the Mileage Addendum forms if this TES contains TIER 1 AND TIER 2 claims. You must enter the addendum totals [TOTAL MILES and COMMUTE MILES] on the respective Tier rows below. No CRCC when required? Reimbursement at Tier 2 rate.
		

		

	
	
		

		ALL trips must have BEGINNING and ENDING locations with mileage based upon ACTUAL traveled miles. Include normal commute/personal miles, accordingly.
		

		

	
	
		

		Date
		Points Visited
		REPORT MILEAGE DAILY
		Miles Traveled
		

		

	
	
		

		(MM/DD/YYYY)
		From
		To
		Starting Odometer Reading -OR Zero/Blank if using Mapquest
		Ending Odometer Reading OR MapQuest Miles
		Total Miles
		Commute/Personal Miles
		State Use / Business Miles
		

		

	
	
		

		

		

		

		

		0.0
		0.0
		

		0.00
		

		

	
	
		

		

		

		

		

		0.0
		0.0
		

		0.00
		

		

	
	
		

		

		

		

		

		0.0
		0.0
		0
		0.00
		

		

	
	
		

		Tier 1 Mileage Addendum Totals [see attached]
		

		0.0
		0.0
		

		0.00
		

		

	
	
		

		Tier 2 Mileage  Addendum Totals [see attached]
		

		0.0
		0.0
		

		0.00
		

		

	
	
		

		Attach CRCC results.
		

		If rental vehicle is recommended, mileage will be reimbursed at $0.20/mile
		

		 Total Reimbursable Miles = 
		0.0
		

		$0.000
	
	
		

		Current Reimb Rate ( Automobile Rate)

		

		

		$0.575
		0.000 
		$0.17
		 $-   
		

		*Mileage Reimbursement  =
		 $-   
		

		

	
	
		

		SUMMARY OF REIMBURSEMENT
		

		

	
	
		

		Food
		 $-   
		

		

	
	
		

		Lodging (Paid by Traveler): Attach Hotel Receipt and Proof / Method of Payment
		 $-   
		

		

	
	
		

		Miscellaneous Travel Expenses
		 $-   
		

		

	
	
		

		Mileage Reimbursement
		 $-   
		

		

	
	
		

		TOTAL TRAVEL EXPENDITURE
		

		

		

		

		

		

		

		

		 $-   
		

		

	
	
		

		LESS  ADVANCE  - Travel Advance / Study Abroad Travel Advance  - (where applicable)
		

		

		

	
	
		

		LESS  Airfare OR Car Rental - Paid directly by the University [ATTACH INVOICE]
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		LESS  Pre-Paid Lodging [ATTACH FOLIO]
		

		

		

		

		

		

		

		

		

		

		

	
	
		

		NET REIMBURSEMENT DUE TO TRAVELER: 
---If a credit, see the Business Manager for deposit instructions. Attach receipt from deposit---
		 $-   
		

		

	
	
		

		Disbursements Use, Only - Amount Reimbursed
		

		

		

	
	
		

		SIGNATURES & SWORN STATEMENT
		

		

	
	
		

		Statement & Signature of Traveler
		

		

	
	
		

		I do solemnly swear, under criminal felony penalty for false statements subject to punishment by a fine of up to $1,000 or by imprisonment for not less that 1 year or more than 5 years, or both, that the above statements are true and the described expenses, per diem and mileage, were incurred in the discharge of official duties for the State and have not been reimbursed. I have not and will not file for reimbursement of these sums from any other source.
		

		

	
	
		

		

		

	
	
		

		

		

	
	
		

		

		

		

		

		

	
	
		

		Signature of Traveler (Above)
		                                         Print Name on Above Line
		

		

		

		

		Date (MM/DD/YYYY)
		

		

		

	
	
		

		

		

		

		

		

		

		

	
	
		

		Signature of Authorized Budget Approver
		                                         Print Name on Above Line
		Date (MM/DD/YYYY)
		

		

		

	
	
		

		

		

		

		

		

		

		

	
	
		

		Signature of Approver 
		                                        Print Name on Above Line
		Date (MM/DD/YYYY)
		

		

		

	
	
		

		

		

		

		

		

		

		

	
	
		

		Signature of P.I. Approver  (If Applicable)
		

		

		                                       Print Name on Above Line
		

		Date (MM/DD/YYYY)
		

		

		

	

 
 
 
 
 




Sheet 3: Tier 1 Mileage Addendum

	
	
	
	
	
	
	
	
	
	
	
	
		BEST VALUE: PERSONAL VEHICLE -  Mileage Record Addendum TIER 1 ONLY 
		

		

		

		

		

		

	
	
		If the Car Rental Cost Comparison [CRCC] determines that the Best Value option is a rental car, use the TIER 2 [$0.17] Addendum. Do NOT  include Tier 1 and Tier 2 claims on the same Mileage Addendum. 
		

		Campus Locations:
		
	
		Traveler
		

		

		

		PO #   
		

		

		Campus Location
		

		

		

		ALP
		Alpharetta
	
	
		

		

		

		

		

		

		

		

		

		

		

		

		ATL
		Atlanta
	
	
		Report all Actual miles traveled and applicable commute/personal miles based on odometer readings OR online mapping service [i.e., MapQuest] by day.
		

		

		

		

		

		

		

		

		

		

		

		BKH
		Buckhead
	
	
		       Use Campus2Campus Mileage Chart in lieu of MapQuest. Support MapQuest miles with online MapQuest trip summary for non Campus2 Campus trips. 
		

		

		

		

		

		

		

		

		

		

		

		CKS
		Clarkston
	
	
		Car Rental Cost Comparison [CRCC]
		

		Campus2Campus Mileage Chart
		

		

		

		

		

		

		

		DEC
		Decatur
	
	
		Date mm/dd/yy
		Start Loc
		Visited Loc
		Ending Loc
		Purpose
		Total Miles MapQuest
		Odometer Start
		Odometer Ending
		Odometer Total 
		Commute Miles
		Business Miles
		

		DUN
		Dunwoody
	
	
		01/07/20
		ATL
		CKS
		

		SITE VIST roundtrip
		34
		

		

		0
		

		34
		

		NWT
		Newton
	
	
		01/09/20
		Home
		DUN - CKS
		Residence
		SITE VIST 
		38
		

		

		0
		11
		27
		

		ONL
		Online
	
	
		01/10/20
		ATL
		CKS
		Residence
		SITE VIST 
		32
		

		

		0
		11
		21
		

		OTH
		Other
	
	
		01/11/20
		ATL
		CKS
		

		SITE VIST roundtrip
		34
		

		

		0
		

		34
		

		

		

	
	
		01/12/20
		Residence
		Atlanta H.S.
		Residence
		SITE VIST roundtrip
		50
		

		

		0
		

		50
		

		

		

	
	
		07/15/20
		ATL
		CKS
		

		SITE VIST roundtrip
		34
		

		

		0
		

		34
		

		

		

	
	
		07/16/20
		ATL
		CKS
		

		SITE VIST roundtrip
		34
		

		

		0
		

		34
		

		If reporting odometer
		

	
	
		07/17/20
		ATL
		CKS
		

		SITE VIST roundtrip
		34
		

		

		0
		

		34
		

		readings, attach commute
		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		mileage printouts, if applicable.
		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		

		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		When entering the BUSINESS
		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		MILES on the CRCC, you  can now
		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		enter '0' [zero] commute mileage 
		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		in the COMMUTE MILEAGE box, when applicable.
		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		

		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		

		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		

		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		

		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		

		

	
	
		

		

		

		

		

		

		

		

		0
		

		0
		

		

		

	
	
		ENTER TOTAL REIMBURSABLE MILES  on TES Page 2; [Mileage Section - Tier 1 Line]
		

		

		

		

		290
		

		

		0
		22
		

		

		

		

	
	
		

		

		

		

		

		Total Reimbursable Miles
		268
		

		

		

	
	
		Once Mileage Totals are entered on TES - *Mileage Reimbursement updates.
		

		

		

		

		Reimbursement @ Tier 1 Rate
		0.575
		

		 $154.10

The words contained in this file might help you see if this file matches what you are looking for:

...Sheet instructions georgia state university travel expense statement october purchase order number po the is required when a authorization ta entered into panthermart entry generates in begins with letters pm important note should encumber funds same fiscal year which engagement purpose of trip for field provide as much detail possible to identify business address home traveler ensure shown spectrum vendorpanther vendor on this helps that report linked right individual we have multiple employees and students or similar names campus location select if other applicable explain box memo tes being submitted days more after ended ndash whenever arrives disbursements than date return there must be attached explainjustify late submission justification signed by unit chair cao lodging exceeds allowable per diem reminder reimbursed will included s w provided meal claimed agenda not agendas are reviewers rely meals concurrent sessions involved details traveling within receipts find reimbursement...

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Georgia State University Travel Expense Statement Instructions
			October, 2016
Purchase Order Number (PO #):
	The purchase order number is required. When a Travel Authorization (TA) is entered into PantherMart, the TA entry generates a PO number. In Panthermart, the PO # begins with the letters PM. Important Note: A Travel PO should encumber funds in the same fiscal year in which the travel engagement begins.
Purpose of the Trip:
	Purpose for the travel is a required field. Provide as much detail as possible to identify the business purpose for the travel engagement.
Address:
	Provide the home address of the traveler. Ensure the address is the same address as shown in Spectrum.
Vendor/Panther Number:
	Provide the vendor number on the Travel Expense Statement. This helps to ensure that the report is linked to the right individual (We have multiple employees and students with the same or similar names).
Campus Location:
	Select the campus location. If 'Other' is applicable - explain in Purpose box.
Memo required:
	-	Travel Expense Statement (TES) being submitted 30 days or more after the trip ended – Whenever a TES arrives in Disbursements more than 30 days after the date of return, there must be a memo attached to explain/justify the late submission.
	-	Memo of justification required (signed by Unit Chair or CAO) when lodging exceeds allowable per diem.
	-	Reminder - TES submitted 60 days or more after the trip ended, if reimbursed, will be included in the Traveler's W-2 [annual earnings]
	-	Memo of justification required (signed by Unit Chair or CAO) when a provided meal is claimed on TES. If agenda meal is not provided, explain in memo.
Agendas are required:
	Reviewers rely on the agenda for provided meals. If concurrent sessions are involved, provide details in Purpose box.
Meal Per Diem when traveling within Georgia:
	(Receipts are not required). To find meal reimbursement rates for Georgia, only, access the Statewide Travel Regulations, see: link to the State of Georgia Meal Allowances, in Section 4.2:
	link to the State of Georgia Meal Allowances, in Section 4.2
	link to the State of Georgia Meal Allowances Schedule
	Notice 2 sets of rates: Standard in-state per diem rates & High cost in-state rates.
	Note: Tips for meals are not reimbursable. Section 4.2 of the Statewide Travel Regulations states: Employees traveling within the State of Georgia will be paid a per diem amount designed to cover the cost of meals (including taxes and tips), based on the number of meals per day for which the traveler is eligible.
Meal Per Diem when traveling outside of Georgia:
	(Meal Receipts are not required). To find meal reimbursement rates for US States (excluding GA), log on to the U.S. General Services Administration website (GSA):
		http://www.gsa.gov/portal/content/104877
		Important Note: Use the GSA site for GA Lodging per diem. For GA Meal per diem, see above: Meal Per Diem when traveling in GA).
	The following is an example of how to record the meal per diem for the location Tallahassee, Florida. Important to note, Georgia State agencies must us the (Federal) GSA webpage as a guide, only. Georgia does not allow travelers to use the $5 incidental fee in any calculations.



	-	Effective 10/01/2016: When meals are provided, First/Last day meal per diem will be reimbursed at 75% of the total meal per diem LESS the full amount of any provided meal. AGENDA REQUIRED.
	-	DAILY MEALS SHOULD BE BROKEN DOWN BY MEAL TYPE [Breakfast; Lunch; Dinner]. This includes FIRST/LAST days.
Lodging Per Diem (when traveling anywhere in the US, including GA:
	(Lodging Receipts are required. Reasonable lodging expenses are reimbursed at actual cost). To find lodging reimbursement rates for all US States (including Georgia), log on to the U.S. General Services Administration website (GSA):
		http://www.gsa.gov/portal/content/104877
	See the example for Tallahassee, above. The printout from the GSA webpage includes the per diem lodging rates for Tallahassee. For example: Tallahassee lodging per diem rate for May, 2014, is $83.
	Conference lodging (lodging at the hotel where the conference takes place) may exceed allowable per diem. It is important to notate if the lodging is taking place at the conference site. Clearly state this in the “Purpose of the Trip” area, and/or attach a brief memo to explain.
		Lodging – Tax Exemption (County and Municipal Excise Tax (including occupancy tax)). See Statewide Travel Regulations, Section 3.3, Page 15. When lodging in the State of Georgia, Employees and Students are exempt from: County and Municipal Excise Tax. However, travelers are required to submit a copy of the Hotel Exemption Occupancy Form upon registration at the hotel/motel. If the hotel refuses to accept the form at check-in, the traveler should attempt to resolve the issue with hotel management before checking out at the end of their stay. If the matter is not resolved by check-out time, the traveler should pay the tax.
		Link to State Form
		Link to GSU Form

Tips:
	Tips for meals may not be claimed.
Miscellaneous Expense:
	- If paid, reasonable tips may be claimed for transportation and lodging.
		o Per the Statewide Travel Regulations, Section 4.1: In general, actual incidental expenses are reimbursed separately and include: fees and tips given to porters, baggage carriers, bellhops, hotel housekeeping, stewards or stewardesses, and hotel staff.
	Receipts are required for reimbursement of Miscellaneous Travel Expenses of $25 or more.
Approval for Travel Expense Statement:
	-	See “Approval for Travel”
		Be sure to provide the printed name of the approver, along with the signature.
	-	See “Important Information about Travel Expense Statement Reporting, Including Roles and Responsibilities”
	Office of Disbursements
	accountspayable@gsu.edu
	GSU Travel Webpage

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