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Consultant Travel Expense Statement - Georgia Public Library Service

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					                         Procedures for employees for official business purpose
                      Travel Expense Form, Out of State Travel and Travel Advance

                                            Travel Expense Form

Step One     A Travel Expense Form is required for all reimbursements.
             Authorize travel reimbursements:
                Meals incurred during overnight lodging and for certain circumstances when
                there is no overnight lodging. Reimbursement for meals is limited to a maximum
                per day which includes tax and tips;
                Lodging expenses;
                Mileage for use of personal vehicle or aircraft;
                business telephone calls, fax, stationery, supplies, postage, all with receipts
                accompanying the travel expense form;
                Transportation expenses, including parking and toll fees; and
                Certain miscellaneous expenses associated with travel.


Step Two     The actual form is located on the next two worksheet tabs called "Travel Expense
             Form Part 1 and Travel Expense Form Part 2"

             Complete appropriate items on the form.

             Some unallowable expenses includes laundry, valet services, theater,
             entertainment and alcohol. To review other, unallowable and allowable expense
             items, please review the Statewide Travel Regulations located at:
               http://www2.state.ga.us/Departments/AUDIT/m&lg/trvlpg.htm

             The completed Travel Expense Form should be submitted to your immediate
Step Three
             supervisor for approval.

             The immediate supervisor will submit the form to the Front Office Administrative
Step Four    Assistant. If the Administrative Assistant is not at the desk, please place the form
             in the tray that is labeled "Incoming Travel Forms".
                         Procedures for employees for official business purpose
                      Travel Expense Form, Out of State Travel and Travel Advance


                                              Out of State Travel

             All out-of-state travel must be authorized by your immediate supervisor prior to
Step One
             each trip.

             The actual form is located on the third worksheet tab called "Out of State Travel
Step Two
             Approval".

             Review the list of "High Cost Areas" as designated by the federal guidelines, the
             maximum amount may exceed the State maximum amount to determine your
             reimburseable per diem. Estimate the cost of the entire trip using the current travel
             regulation guidelines. Complete appropriate items on the form.

             Submit a copy of the information you have received from the sponsor of the
             meeting/conference concerning dates and location.

             The completed Out of StateTravel Form and documentation should be submitted to
Step Three
             your immediate supervisor for signature.

             The immediate supervisor will submit the documents to the Front Office
Step Four    Administrative Assistant. If the Administrative Assistant is not at the desk, please
             place the form in the tray that is labeled "Incoming Travel Forms".

             You may call our travel agency to book the airline ticket (the travel agency will
             conveniently bill the office for the airfare and you will not include the charge on your
             expense form) at 1-800-226-1164. You may choose to obtain your ticket by
             alternate means using your American Express corporate card. Please note that the
Step Five
             State of Georgia has a contract with airlines for fares to specific destinations.
             Check the internet for pricing. Reimbursement will be made along with other
             expenses on the Travel Expense Form . Please note: An employee should
             search for the lowest airfare rate available before booking a flight.
                    http://www2.state.ga.us/Departments/DOAS/PROCURE/contracts/S-090643.pdf

             Make the trip. Collect receipts for hotel stays overnight, parking fees, tolls,
Step Six
             transportation (mass transit, taxi or airport vans).

           Upon your return to work, complete the Travel Expense Form, attach all orginal
Step Seven receipts, complete the procedures for submitting a Travel Expense Form and
           resubmit a copy of your Approved Out of State Travel Form.

                                        Travel Advance Authorization
                       Procedures for employees for official business purpose
                    Travel Expense Form, Out of State Travel and Travel Advance



Step One    A request for Travel Advance should only be submitted if you do not have a
            Corporate American Express Card from BOR.

            The actual form is located on the fourth worksheet tab called "Travel Advance
Step Two    Authorization". The Travel Advance Authorization must be submitted at least three
            weeks prior to your departure.

           Submit the form to the Front Office Administrative Assistant. If the Administrative
Step Three Assistant is not at the desk, please place the form in the tray that is labeled
           "Incoming Travel Forms".
                                   Board of Regents of Univ ersity System of Georgia
                                        Consultant Trav el Expense Statement



Name

                  Last                    First                M.I.              SS# / FEIN
Address                                                                          GPLS

City, State,Zip                                                                    Date From                             To

                    TIME                                              DETAILS OF SUBSISTENCE                                     Do Not W rite
                   Departed                                             (Attach Lodging Receipts)                                in This Space

     Day           Arrived       Location/Points Visited    B'fast     Lunch         Dinner         Lodging       TOTAL          ACCT. Dept.


                                                                                                                       $0.00

                                                                                                                       $0.00

                                                                                                                       $0.00

                                                                                                                       $0.00

                                                                                                                       $0.00

                                                                                                                       $0.00

                                                                                                                       $0.00

                                                                                                                       $0.00

                                                                                                                       $0.00

                                                                                                                       $0.00

                                                                                                                       $0.00

                                                                                                                       $0.00

                                                                                                                       $0.00

                                               TOTALS                                                                  $0.00
EXPLAIN ANY UNUSUAL AMOUNT S FOR SUBSIST ENCE




STATE USE
                            0 MI L E S                      0.485      CENT S    PER                MILE
MILEAGE:                        @
(Must be supported by automobile mileage record on reverse side)
                                                                                                                       $0.00
COMMON CARRIER, TAXI/LIMOUSINE (Explain in section on reverse side)

                                                                       TOTAL TRAVEL


MISCELLANEOUS EXPENSES (Explain in section on reverse side)                                                            $0.00

                                                                                GRAND TOTAL
       I do solemnly swear, under criminal penalty of a felony for false statements subject to punishment by not less than one year nor more
than twenty years of penal servitude, that the above statements are true and I have incurred the described expenses and the State
use mileage in the discharge of my official duties for the State.


APPROVED                                                   Signed                                                     DATE
                                                             AUTOMOBILE MILEAGE RECORD


  GEORGIA LICENSE NO. OF CAR                                                            PERIOD                                1/0/1900




Day                                       DAILY TRAVEL                                        ODOMETER READING                          MILES TRAVELED
                                          (Points Visited)                                                                      Miles       Personal   State
                                                                                             Starting          Ending           Daily         Use      Use


         From:                                    To:
         Points
         Visited:


         From:                                    To:
         Points
         Visited:


         From:                                    To:
         Points
         Visited:


         From:                                    To:
         Points
         Visited:


         From:                                    To:
         Points
         Visited:


         From:                                    To:
         Points
         Visited:

                                                                                               T OT A L     T R A V EL
                                                                                               M I L ES     ED
            Transfer total State use miles to travel expense section (front side) for computation of amount at the prescribed State mileage rate.



                    PURPOSE OF TRIP: (Attach prior approv al form if applicable)




If traveling under a standing authorization please check




                    Common Carrier, Taxi/Limousine                                                                      Miscellaneous
          (Explain, attach receipts for common carrier)                                                         (Explain, attach receipts except for
Day                                                                   Amount                   Day                                                     Amount




                 TOTAL AMOUNT (Enter in appropriate                                                             Total Amount (Enter in appropriate
                    line of abov e expense section)                                                               line of above expense section)

				
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