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Registered Student Organizations (RSOs) may request reimbursement for eligible travel expenses incurred in connection with approved organization activities. Travel expenses must comply with Georgia Tech, Student Government Association (SGA), University System of Georgia (USG), and applicable State of Georgia requirements.

Travel reimbursement is an approved reimbursement method for eligible RSO travel. Reimbursement requests must be supported by appropriate documentation and submitted after the entire trip has been completed.

Before You Travel

Before making travel arrangements or incurring expenses:

  1. Confirm that funds are available.
    • Your organization must have an approved budget allocation or a supplemental bill that has passed the SGA vote.
    • Do not spend SGA funds before the applicable funding has been approved.
  2. Confirm that the travel is eligible.
    • Travel must be related to an approved organization activity.
    • The travel and expenses must comply with applicable SGA funding rules and Georgia Tech policies.
    • Only eligible travelers and expenses may be charged to the applicable funding source.
  3. Plan travel in advance.
    • Organizations should contact SOFO before making travel arrangements if they are unsure whether an expense is allowable.
    • Required approvals should be obtained before travel or before expenses are incurred.

Air Transportation

Air Travel

Georgia Tech's current Air Transportation Policy requires most Georgia Tech air travel to be booked through the Institute's designated travel management company. Registered Student Organizations are specifically exempt from this requirement.

Therefore, RSO travelers may arrange airfare outside of Georgia Tech's designated travel management company, subject to applicable RSO funding and reimbursement requirements.

Airfare should be:

  • The most cost-effective option consistent with the travel schedule.
  • Generally coach/economy class.
  • Supported by an itinerary showing the dates of travel, traveler, and fare.
  • Supported by the payment receipt or other acceptable proof of payment.

Georgia Tech's Air Transportation Policy states that travel must be conducted in the most cost-effective manner and use the lowest possible coach fare consistent with scheduling requirements.

Airfare Documentation

For reimbursement, provide:

  • Flight itinerary
  • Payment receipt
  • Proof of payment
  • List of travelers
  • Any required documentation supporting an exception or unusual travel circumstance

Do not seek reimbursement from Georgia Tech for airfare that has already been reimbursed by another organization, department, sponsor, conference, or third party.

Ground Transportation

Personal Vehicle

When using a personal vehicle for approved RSO travel:

  • Provide the required mileage documentation.
  • Include gas receipts when applicable.
  • Provide documentation supporting the business purpose of the trip.
  • Reimbursement is subject to the applicable Georgia Tech/State mileage requirements.

Rental Vehicle

For rental vehicles, submit:

  • Rental agreement/receipt
  • Itemized rental charges
  • Gas receipts, when applicable
  • Proof of payment
  • Documentation supporting the business purpose of the rental

Lodging

Lodging expenses must be reasonable, necessary, and related to approved organization travel.

Submit:

  • Itemized hotel folio/receipt
  • Proof of payment
  • Dates of lodging
  • Name of traveler
  • Documentation identifying the organization activity or event

Only eligible lodging expenses should be submitted for reimbursement. The State Accounting Office prohibits the use of domestic lodging in any private residence including AirBnB (Air Bed and Breakfast), VRBO (Vacation Rent By Owner) and/or similar services as a lodging option even when it presents cost savings, and regardless of the funding source. Travelers on international travel status are exempt from this requirement, provided there is not actual or perceived conflict of interest.

Meals

Meal reimbursement must comply with applicable Georgia Tech and State of Georgia travel requirements.

Conference and Meeting Registration

Conference and meeting registration fees are an allowable reimbursement category when the registration is required for participation in an approved conference, workshop, seminar, or similar activity.

Registration expenses should be supported by:

  • Conference or event name
  • Conference flyer
  • Dates of the conference/event
  • Registration form, confirmation, or brochure
  • Registration cost
  • Paid receipt or other proof of payment

Fees for activities such as sightseeing, or field trips are not automatically reimbursable and must be supported by an appropriate business purpose when applicable.

Required Documentation

A complete travel reimbursement request should include, as applicable:

  • Travel Expense Reimbursement Form
  • List of travelers
  • Travel itinerary
  • Business purpose
  • Event/conference information
  • Dates of travel
  • Itemized receipts
  • Proof of payment
  • Mileage documentation
  • Airfare itinerary and receipt
  • Rental vehicle documentation
  • Lodging Documentation
  • Conference registration documentation
  • Other supporting documentation required to establish the eligibility and reasonableness of the expense

SOFO may request additional documentation when necessary to verify the allowability, business purpose, funding source, or reasonableness of an expense.

Georgia Tech's updated travel policy specifically places responsibility on travelers and approvers to ensure appropriate authorization, business purpose, reasonableness, travel class, and supporting documentation.

Submitting a Travel Reimbursement

After the entire trip has been completed:

  1. Complete the Travel Expense Reimbursement Form (within 15 days).
  2. Gather documentation from all eligible travelers.
  3. Attach itemized receipts and proof of payment.
  4. Include the travel itinerary and list of travelers.
  5. Submit the completed request to SOFO through the designated process.

Do not submit a travel reimbursement request until the entire trip has been completed.

Travel Reimbursement Form

Important Reminders

  • Confirm funding before making travel arrangements.
  • Do not spend SGA funds before the applicable budget or bill has been approved.
  • Keep all itemized receipts and proof of payment.
  • Travel must have an appropriate organization-related business purpose.
  • Only eligible travelers and expenses may be reimbursed.
  • Do not request reimbursement from Georgia Tech for an expense already reimbursed by another source.
  • Do not claim the same meal expense twice when meals are included in registration or otherwise provided.
  • Use the most economical travel option consistent with the approved travel requirements.
  • Submit reimbursement after the entire trip has been completed.
  • When in doubt about an expense, contact SOFO before incurring the expense.