Student Travel

What is Student Travel?

Travel is considered “Student Travel” if the person participating has paid Student Activity Fees, is an active student, and is on the trip as a student, regardless if the student is employed with the University (e.g. Graduate Assistant).

Travel expenses include conference registrations and entry fees. If these items are to be paid with Student Activity Fee Funding, the Dean of Students Business Office will check that students incurring these expenses have paid their Student Activity Fees.

Steps for Individual Travel

1. Once travel is approved per the organization’s internal travel policies (travel pre-approval varies by organization), the DOSBO Student Travel Form must be submitted to the Dean of Students Business Office TWO WEEKS PRIOR to travel (send via email to DOSBO@uga.edu).
   • If the DOSBO Student Travel Form is not submitted 2 weeks prior to travel, reimbursements may not be able to be processed.
   • The form must be filled out completely and have all required signatures.
2. Once travel is approved by the Dean of Students Business Office, the traveler will receive an email confirmation.
   • Approval depends on whether the student has paid activity fees and if expenses fall within the 10% of allocated funds allowed for travel.
3. The student requesting reimbursement for travel should get registered as a supplier. No reimbursements can be paid until an individual has a Supplier ID/Vendor Number.
   • Guide to Registering as a Supplier
   • The Supplier ID assigned after registration will go on the Non-Employee Payment Form as the “University Assigned Vendor Number.”
4. Within 30 days after travel, the following travel documents must be sent as a PDF to the Dean of Students Business Office at DOSBO@uga.edu.
   1. Non-Employee Payment Form
   2. DOSBO Student Travel Form
   3. Copy of all itemized receipts being reimbursed
      • The amount specified on the Non-Employee Payment Form must coincide with the total amount of receipts, unless, the traveler is only asking for a partial payment of receipt total.
      • All reimbursements must be submitted no more than 30 days after travel. Any travel submitted after the grace period will also require a letter of justification from the group advisor. The student will also need to ensure that funds that were previously approved for the travel are still available.
      • If your travel includes receipts that do not reflect your name as the consumer (e.g. shared hotel reservations or meal receipts), you are NOT able to receive reimbursement for those purchases. The person listed must submit separate paperwork seeking payment.
5. If everything is correct, the Dean of Students Business Office will process your travel documents and submit a reimbursement for the traveler registered as a supplier.

Steps for Group Travel

1. Once travel is approved per the organization’s internal travel policies (travel pre-approval varies by organization), the DOSBO Student Travel Form and the Group Travel Attachment must be submitted to the Dean of Students Business Office TWO WEEKS PRIOR to travel (email DOSBO@uga.edu).
   • For group travel, only one traveler needs to complete a DOSBO Student Travel Form.
   • The Group Travel Attachment must include every student participating. Their printed name, signature, and 81X number must be present in order to receive approval.
   • The forms must be filled out completely and have all required signatures.
   • If the forms are not submitted 2 weeks prior to travel, reimbursements may not be able to be processed.
2. Once travel is approved by the Dean of Students Business Office, the individual that submitted the DOSBO Student Travel Form will receive a confirmation email.
   • Approval depends on whether the student has paid activity fees and if expenses fall within the 10% of allocated funds allowed for travel.
3. Any individual(s) requesting reimbursement for student travel must register as a supplier.
   • Guide to Registering as a Supplier
   • If you are attending the travel and do not need a reimbursement, you do not need to be registered as a supplier. Only the person(s) within the group that is paying travel expenses will need to be registered as a supplier.
4. Within 30 days after travel, the following travel documents must be sent as a PDF to the Dean of Students Business Office at DOSBO@uga.edu.
   1. Non-Employee Payment Form (required for each individual requesting reimbursement)
   2. DOSBO Student Travel Form (only 1 required per travel group, but a copy should be included with each reimbursement)
   3. Group Travel Attachment (only 1 required per travel group, but a copy should be included with each reimbursement)
   4. Copy of all itemized receipts being reimbursed
      • If a group travels and several students accept financial responsibility (by paying out of pocket for travel expenses), each of those students will fill out their own Non-Employee Payment Form. They can attach copies of the group’s DOSBO Student Travel Form and Group Travel Attachment. They will need to submit their own reimbursements separately to the Dean of Students Business Office.
      • If a group travels and only one person pays travel expenses for the entire group, that person must complete a DOSBO Student Travel Form with a Group Travel Attachment included. It can be submitted as a single reimbursement for the one individual.
      • Students who travel with a group without taking any financial responsibility or paying any travel expenses should not submit reimbursements. Any students listed on the Group Travel Attachment will be included as an approved traveler, but they may not all need reimbursements.
      • The Group Travel Attachment must include every student participating. Their printed name, signature, and 81x number must be present in order to receive approval.
      • The amount specified on the Non-Employee Payment Form must coincide with the total amount of receipts, unless, the traveler is only asking for a partial payment of receipt total.
      • All reimbursements must be submitted no more than 30 days after travel. Any travel submitted after the grace period will also require a letter of justification from the group advisor. The student will also need to ensure that funds that were previously approved for the travel are still available
      • If your travel includes receipts that do not reflect your name as the consumer (e.g. shared hotel reservations or meal receipts), you are NOT able to receive reimbursement for those purchases. The person listed must submit separate paperwork seeking payment.

Additional Travel Notes

1. Travelers must ensure that any funds spent are available in their organization’s account and approved for reimbursement prior to any travel.
2. All student travel expenses must be paid prior to submission for reimbursement.
3. If your organization has an Agency Account with no Student Activity Fee Allocations, travelers must be registered students, but the spending is not limited to 10% like allocated organizations.
4. The DOSBO Student Travel Form must be submitted for all conference fees and processed the same as actual travel. However, conference fees do not count towards the ten percent allowed for travel. If you choose to have conference fees paid by P-Card request prior to attendance, a completed DOSBO Student Travel Form is still required.

Questions?

Email DOSBO@uga.edu or June Windate at jwind@uga.edu.