Your support staff is here to answer your questions and help you arrange your travel.
For students, your faculty advisor or the person funding the trip must provide written approval for you to travel, along with the account that should be charged for the expenses.
Once you have the above information, please submit a request to [email protected] with a copy of the approval email, the conference name, dates of travel, and any other pertinent information.
A Faculty Support Coordinator will reach out to you to assist with your plans and submit a Spend Authorization, which permits you to travel. The Spend Authorization must be done prior to any travel taking place.
We are now required to book airfare through GT's travel agency, Travel Inc. Do NOT book airfare yourself or you will not be reimbursed.
You may go ahead and book your conference hotel yourself. The use of AirBnB, VRBO, or other home sharing services is not permitted in the United States. Such services can only be used for international travel.
If you are sharing a room with someone else, you must request your charges to be separated when you check in. Each person's expenses must be under their own name.
You may arrive a day before the conference begins, but you cannot stay beyond the date the conference ends unless for some reason there are no flights out the day the conference is over (written documentation required in that case).
You will need to book your own conference registration and submit the receipt with your expense report upon your return. You cannot be reimbursed for registration until the conference is over. This includes virtual conferences.
Allowable expenses: registration, hotel room charges and tax, airfare, baggage charges, transportation (with tip as needed), and meals. For meals, if the conference provides a meal you cannot claim that as an expense on that day, even if you choose not to eat it.
A conference agenda must be included with your expense report.
Unallowable expenses: room service charges, minibar, movies at the hotel, and any purchases that would be considered personal in nature (i.e. toothpaste or a hairbrush).
Keep all receipts for expenses while traveling. Receipts must show PAID.
Expense reports must be submitted within 10 days of the date of return from the trip.
For any other travel related questions and submission of post-trip expense reports, please email [email protected]