1.5 Advance Booking
Once travel dates have been confirmed, all flights should be booked at least 14 days, but no more than 30 days in advance, when practical. Flights booked within 30 days of travel help manage agency cash flow and reduce the risk of potential change fees and administrative costs related to any subsequent change in travel plans.
Flights booked with less than 14 days advanced purchase are more expensive and require that a written explanation for the booking delay be provided to the approver.
Non-TTE Agency: Approvers may deny charges and/or additional costs that result from last minute airline booking.
TTE Agencies: The TTE supervisor is notified by the TTE system via email at the time travel reservations are made by an employee. If the reservation is not in compliance with this policy, the supervisor is to advise the employee via email. The employee currently has 24 hours from the time of booking the reservation to void it with no additional fee from the airline vendor.
The revised travel policy clarifies the approval process for Non-TTE Agencies and TTE Agencies. For Non-TTE Agencies (Clayton State University) the approver may deny charges and/or additional costs that result from last minute airline booking.
Example: A faculty member has been accepted to present at a conference in Los Angeles, CA. The faculty person is given a 45 day notice. The faculty member buys their ticket 10 days before the dates of travel. The faculty member must provide a written explanation justifying purchasing the ticket less than 14 days before the date of travel. The approver has the authority to approve or deny any additional cost incurred from the delay in booking the flight.
2.3 Ground Transportation and Car Rental
A State employee is only authorized to use his or her personally-owned vehicle, when: 1) no temporary fleet vehicle is available and the personally-owned vehicle is the least expensive option (See Section 2.2, above.); OR, 2) the supervisor determines in writing that use of the least expensive option is clearly not efficient. Travelers should secure supervisory authorization for use of a personally-owned vehicle in advance of such use.
Reimbursement for business use of a personally-owned vehicle is calculated per mile, from point of departure after deduction for normal commuting mileage, based on the current reimbursement rate, which can be found on the SAO Travel website, by viewing the Mileage Reimbursement Rates Policy. The employee and supervisor must determine if mileage reimbursement should be made using Tier 1 or Tier 2 rates, as described below. Any reimbursement of mileage claims paid to an employee in excess of rates stipulated in this Policy (e.g., Tier 2 versus Tier 1 rates) must be refunded to the State or characterized as taxable compensation to the employee.
By law, the State mileage reimbursement rates follow the published General Services Administration (GSA) rates and are as follows:
Tier 1 Rate: When a fleet (government owned) vehicle is not available and it is determined that a personal motor vehicle is the least expensive form of travel, the employee will be reimbursed for business miles traveled based on the applicable GSA Tier 1 rates.
Tier 2 Rate: If a fleet (government owned) vehicle is available, BUT a personal motor vehicle is used, the employee will be reimbursed for business miles based on the applicable GSA Tier 2 Rate.
The standard per-mile reimbursement rate includes gas, oil, repairs and maintenance, tires, insurance, registration fees, licenses, and depreciation attributable to the business miles driven. If you request reimbursement for mileage, you will not be reimbursed separately for those costs.
In addition, normal commuting miles must be deducted when calculating total mileage reimbursement. Mileage travelled by State travelers between their Residence and Primary Work Station (See Appendix D for definitions) is considered “commuting miles”. Commuting costs are not reimbursable.
The revised policy changes the verbiage used in the Tier 1 and Tier 2 rates. The revised verbiage is now termed (Government Owned) vehicles. Also, the DOAS Car Cost Comparison Tool has been removed from the Travel Policy. Use of the DOAS Cost Comparison Tool is at the discretion of each Agency. Clayton State University will continue to use the DOAS Cost Comparison Tool to determine the most cost effective method for determining whether to use a rental car or using a personal vehicle.
A staff member is scheduled to attend a two day meeting in Augusta, GA. The total mileage round trip is more than 100 miles from Clayton State University to the meeting place. A university vehicle is not available. The staff member is required to use the DOAS Cost Comparison Tool to determine the most cost effective method of travel. If the DOAS cost comparison indicates a rental vehicle is the most cost effective method of travel. The employee is required to use the rental vehicle. If the staff member elects to use their personal vehicle, the Tier 2 rate is the rate which will be reimbursed. If the DOAS cost comparison indicates driving their personal vehicle is the most cost effective method of travel, and the staff member elects to use their personal vehicle. The staff member will be reimbursed at the Tier 1 rate.
TeamWorks Travel & Expense (TTE) system travelers are required to utilize the TTE system for booking lodging arrangements, or the State’s Travel Management Company (TMC) for agent assisted transactions; Refer to the SAO Travel website for relevant contact numbers.
Arrangements associated with a conference where you have to book directly with the hotel to obtain a conference rate, or your agency is hosting a conference and providing for direct billing arrangements, should be handled accordingly. (Non-TTE system users should use the hotel booking process established in their agency.)
Consistent with the DOAS Statewide Purchasing Card Policy, TTE agencies may not link DOAS Statewide Purchase Cards to a TTE Traveler profile to be used to hold hotel reservations.
The revised policy adds verbiage concerning TTE agencies which does not apply to Clayton State University.
Moved to Other Meals and Incidental Expense for Authorized Non-State Employee Policy
4.7 Employee Group Meals
4.8 Non-Employee Group Meals
4.9 Special Meals
There has been no substantive change in the individual policies only the sections have been condensed into a separate policy.
5.0 Miscellaneous Travel Expenses
Non-reimbursable expenses include, but are not limited to, the following:
Two new non reimbursable expenses have been added to the list.
7.8 Provisions for Authorized Non-State Individuals Including Volunteers
There has been no substantive change in the individual policy only the section has been condensed into a separate policy.
Added Appendix E: Airlines
When a cancellation for a Southwest Airlines reservation is required, the TTE traveler must call the airline to cancel the reservation and call the TMC to report the cancellation information.
A TTE traveler must call the TMC to use a credit for a previously cancelled Southwest Airlines reservation. Booking the flight online in TTE will not allow the options of using the airline credit.
This only applies to TTE Agencies. This does not apply to Clayton State University.
Added Appendix F: Ground Transportation
Personal Vehicle: When using your personal vehicle to perform official State of Georgia duties the employee is covered under the State of Georgia Liability insurance.
The Statewide Travel Policy indicates family members are not allowed to ride in a State rental car. However, if a State employee fails to follow this rule and an accident occurs, is the employee still covered for liability under the State policy?
The Employee would be covered under the State Liability policy if an accident occurred if they were performing the official duties and functions of their employment at the time of the incident. Failure to comply with the State policy that family members are not allowed to ride in a State rental car would not preclude their coverage. However, injuries to the family member would not be covered by any of the State insurance coverage.
The table above clarifies when to purchase additional car insurance for rental cars used for state business.