Travel in the Peach State

  • When an overnight stay is required.

    Mileage expenses do not require an approved travel request unless the traveler's department requires the form.

  • State employees traveling for business in Georgia are exempt from local (county, city, municipal) occupancy taxes regardless of the pay method used.

    If the payment is issued directly from the University (i.e. check or P-Card), they are also exempt from state sales tax.

    Travelers should provide the hotel/motel tax exemption form to the hotel when checking in to receive the exemption.

  • If you are traveling on a normal workday (Monday – Friday), yes.

    Concur will complete this for you in the mileage calculator.  Check the box in the bottom left to deduct one-way commute miles, or the box located next to your home address to deduct round trip mileage.

  • The State of Georgia does not use the GSA rates for in-state travel. The rate is published as the State of Georgia Meal Allowance. 

    The per diem rates for Georgia are $28 per day in low cost counties.   

    This increases to $36 per day in the following high cost counties: Chatham, Cobb, DeKalb, Fulton, Glynn, and Richmond.

    You will receive 100% of the applicable per diem for the first and last day of travel, which differs from out of state per diem.
     

  • No, Board of Regents does not allow single day meal per diems.
  • All in state vehicle rentals should be completed through Enterprise or Hertz. Reservations must be made in Concur for the rental to be direct billed to the University and to be under the state liability insurance coverage.

  • Lodging within 50 miles of your primary work location and residence require prior approval from the President’s Office. Request for exceptions should be sent to kennesaw.service-now.com/ofs for processing.

    A hotel stay for a conference in Atlanta requires prior approval. 

  • All employees are required to make reservations through Concur or Travel Inc. per statewide Travel Policy. 

    Submit any Exception requests prior to the trip start date.  You must send an email to the Travel Inbox at kennesaw.service-now.com/ofs for review and approval. Provide a clear business purpose for the exception. 

  • Yes, state policy does allow lodging reservations outside of Concur when obtaining a conference rate.
  • Yes, this is allowable, if you are a qualifying employee whose annual salary is $50,000 or less. The cash advance request should be submitted through Concur.
  • Expenses should be submitted within 10 days of your trip completion, but no later than 45 days. Expenses submitted 60 days or more from the trip completion will be considered taxable income.
  • Any available expenses should be imported into the expense report for the trip where the expenses were incurred.
  • No, these are not entered on your expense report. Reporting in Concur would create a duplicate entry on your department’s budget, as they were paid by another method.
  • Your default manager will automatically be included. You should add your business manager. If you have expenses allocated to a different speed chart/budget, you should include the approvers for that budget as well. The request or report may be delayed if they are not added prior to review by the Travel Team.

Travel in U.S.A.

  • A travel request must be approved prior to any travel outside the State of Georgia. If only mileage is reported for in-state travel, a travel request is not required.
  • Combining business and personal travel is allowable, if the personal travel does not cause the University additional cost. Cost comparisons should be done at the time of booking. A search should be done in Concur for the business travel only. Screenshots or printouts of these pages must be kept as documentation of the cost. The cost comparison should be attached to the travel request. Personal travel also requires written pre-approval from your supervisor. Travel arrangements must be made to accommodate the business duties of the traveler and not personal preference. Rental vehicles may only be used for official State business. The state liability policy is only in effect while the employee is using the rented vehicle for official State business. Friends, family members or pets are prohibited from riding in a State rented vehicle.
  • All employee airfare and rental vehicles should be booked in Concur or by calling Travel Inc. at 770-291-5190 or 877-548-2996. Lodging should be booked through Concur with the exception of conference travel. If you are able to obtain a conference rate for lodging by booking directly with the hotel, this is allowable.
  • Yes, you are still required to follow all State of Georgia, Board of Regents and Kennesaw State Travel Policies. If it is determined, that your travel caused an additional cost to the University, you will be asked to return the funds to the Bursar’s Office.

  • All employees are required to make reservations through the Concur or Travel Inc.  per statewide Travel Policy. 

    Address any Travel Policy Exceptions prior to the trip start date. You must send an email to the department manager requesting approval and provide clear business purpose for the exception.  Forward the manager’s approval email to the Travel Inbox at kennesaw.service-now.com/ofs for review.

  • Yes, state policy does allow lodging reservations outside of Concur when obtaining a conference rate.
  • Upgrades are not allowable for domestic travel. If you would like to upgrade for personal reasons, book your flight through Concur as usual. Once you have received confirmation of your flight, call the airline directly to upgrade your seat.
  • All vehicles should be rented through Concur or Travel Inc. Hertz must be used for all airport locations and out of state travel. Enterprise should not be used outside the State of Georgia unless Hertz does not have any vehicles available. If Hertz does not have any available vehicles, document this with a screenshot for your expense report. If you are required to use Enterprise for out of state travel, add the additional collision insurance.
  • Compact, Mid-size and Full size are the allowable vehicle classes. Vans can be rented if there are 4 or more travelers. Vans up to 12 passenger must be rented through Hertz or Enterprise.
  • No, any economy sharing lodging is not allowable and will not be reimbursed. This includes but is not limited to Airbnb, VRBO, and HomeAway.
  • The per diem rate is based on your location. You can find the current rates for your destination. You will only receive 75% on the first and last day of travel. State employees do not receive the $5.00 incidentals included in the per diem rate.
  • Yes, this is allowable, if you are a qualifying employee whose annual salary is $50,000 or less. The cash advance should be requested through Concur at least 5 days prior to travel but no more than 30 days.
  • Receipts must be kept for expenses $25.00 or more. Receipts are required for the following regardless of dollar amount: Airline fares, hotel expenses, rental car expenses, meals unless claiming per diem, rail fares, registration fees, and visa/passport fees. Receipts should show name and address of the vendor, date of service, description of goods/service and amount paid for each individual item.
  • A missing receipt form can be completed for expenses more than $25 where a receipt was lost or not received.
  • You should preferably submit your expenses within 10 days of your trip completion but no later than 45 days. Expenses submitted after 60 days from the trip completion will be considered taxable income.
  • Download the Expense Report to review the job aid for creating an expense report. If you need further assistance, contact the Travel team at 470-578-4394.
  • Any available expenses should be imported into the expense report for the trip where the expenses were incurred.
  • No, do not enter these expenses on your expense report. Since another accounts payable tool has already processed these expenses, reporting in Concur would create a duplicate entry on your department's budget.
  • Your default manager will automatically be included. You should add your business manager as well. If you have expenses allocated to a different speed chart/budget, you should include the approvers for that budget as well. All approvers should be entered before the back-office approval.
  • You should discuss the reason for cancelling with your approver. Cancelled airfare should be reported in Concur as soon as possible. When submitting the cancelled airfare, include an explanation for the cancellation. All cancelled airfare requires approval from the President’s Office which will be obtained by the Travel Department.

 

Travel the World

  • Combining business and personal travel is allowable, if the personal travel does not cause the University additional cost. Cost comparisons should be done at the time of booking. A search should be done in Concur for the business travel only. Screenshots or printouts of these pages must be kept as documentation of the cost. The cost comparison should be attached to the travel request. Personal travel also requires written pre-approval from your supervisor. Travel arrangements must be made to accommodate the business duties of the traveler and not personal preference. Rental vehicles may only be used for official State business. The state liability policy is only in effect while the employee is using the rented vehicle for official State business. Friends, family members or pets are prohibited from riding in a State rented vehicle.
     
  • All employee airfare and rental vehicles should be booked in Concur or by calling Travel Inc. Lodging should be booked through Concur with the exception of conference travel. If you are able to obtain a conference rate for lodging by booking directly with the hotel, this is allowable.
  • Yes, you are still required to follow all State of Georgia, Board of Regents and Kennesaw State Travel Policies. If it is determined, that your travel caused an additional cost to the University, you will be asked to return the funds to the Bursar’s Office.

  • All employees are required to make reservations through the Concur or Travel Inc.  per statewide Travel Policy.  Contact Travel Inc. for assistance with difficult international itineraries or assistance with finding the best price.

    Address any Travel Policy Exceptions prior to the trip start date.  You must send an email to the department manager requesting approval and provide clear business purpose for the exception.  Forward the manager’s approval email to the Travel Inbox at kennesaw.service-now.com/ofs for review.

  • Upgrades are allowable for international flights with prior approval from your manager and the President’s office. The Travel Department will facilitate the approval from the President’s Office. Send your request to kennesaw.service-now.com/ofs prior to booking the upgrade.
  • Airbnb, VRBO and HomeAway will be considered for international travel. Send your request to kennesaw.service-now.com/ofs
  • Yes, state policy does allow lodging reservations outside of Concur when obtaining a conference rate.
  • All vehicles should be rented through Concur or Travel Inc. Hertz must be used for all airport locations and out of state travel. Enterprise should not be used outside the State of Georgia unless Hertz does not have any vehicles available. If Hertz does not have any available vehicles, document this for your expense report. If you are required to use Enterprise for out of state travel, add the additional collision insurance.
  • Contact the Travel department at (470)-578-4394 for further assistance.
  • The per diem rate is based on your location. You can find the current rates for your destination. You will only receive 75% on the first and last day of travel. Incidentals will be included in your per diem amount.
  • Yes! There is no salary threshold for international travel. The cash advance should be requested through Concur at least 5 days prior to travel but no more than 30 days.
  • Receipts must be kept for expenses $25.00 or more. Receipts are required for the following regardless or dollar amount: Airline fares, hotel expenses, rental car expenses, meals unless claiming per diem, rail fares, registration fees, and visa/passport fees. Receipts should show name and address of the vendor, date of service, description of goods/service and amount paid for each individual item.
  • You should preferably submit your expenses within 10 days of your trip completion but no later than 45 days. Expenses submitted after 60 days from the trip completion will be considered taxable income.
  • Please review  the how-to guides and videos for creating an expense report. If you need further assistance, contact the Travel team at 470-578-4394.
  • Any available expenses should be imported into the expense report for the trip where the expenses were incurred.
  • No, do not enter these expenses on your expense report. Since another accounts payable tool has already processed these expenses, reporting in Concur would create a duplicate entry on your department's budget.
  • Your default manager will automatically be included. You should add your business manager as well. If you have expenses allocated to a different speed chart/budget, you should include the approvers for that budget as well. All approvers should be entered before the back-office approval.