Travel policies, rules, and regulations established by the University of Georgia are available at the following resource:

Travel at UGA Information

In addition to university-wide requirements, the following Franklin College of Arts and Sciences policies and guidelines apply to faculty travel.

1. Travel While Teaching:

When classes are in session, faculty should avoid scheduling travel that would require them to miss assigned classes. If travel is necessary for legitimate work-related reasons and will result in missed classes, faculty must obtain approval from their Department Head. If the Department Head supports the request, they will seek approval from the Dean’s Office, following the applicable Travel Authorization (TA) submission deadlines outlined below.

Before departing, and with the approval of their Department Head, faculty must ensure that all affected classes are covered by qualified faculty substitutes.

When completing the “Trip Justification/Business Purpose” section of the TA Request Form, faculty must include the name and phone number of another faculty member who will serve as the designated contact person and ensure that classes and other work responsibilities are appropriately covered. 

Graduate students and staff members may not be listed as contact persons.

Department Heads may consult with the appropriate Associate Dean regarding requests for exceptions to these policies.

2.  Travel Authorization (TA) Requirements and Submission Guidelines:

***Effective November 15, 2024, all out-of-state business travel must have a fully approved TA on file before reimbursement can be issued, in accordance with Franklin College policy.***

In-state TAs are encouraged but not required.

To allow adequate time for processing and approval, employees should adhere to the following submission deadlines:

• Out-of-state domestic travel: TA requests must be submitted to the College at least two weeks prior to the intended departure date.
• International travel: TA requests must be submitted to the College at least four weeks prior to the intended departure date. International TAs require additional approval from the Office of Global Engagement (OGE) after being reviewed by our office.

No-Cost Travel Authorizations:

A "No Cost" TA may be submitted when a traveler does not anticipate requesting reimbursement from UGA or when the funding source is unknown at the time of submission.

Submitting a "No-Cost" TA ensures that an approved authorization is already on file should reimbursement from UGA become necessary at a later date.

Forms and Resources:

The Business Services Center (BSC) processes TAs on behalf of employee travelers.

Please visit the Forms & Resources web page for information. 

Travel Reimbursement Deadline and Submission Guidelines:

All travel reimbursement requests must be submitted and fully approved within 60 days of the traveler's return date. In accordance with Franklin College policy, travel expenses submitted after this 60-day period will no longer be eligible for reimbursement.

This policy change serves two important purposes:

• IRS Compliance: IRS regulations require reimbursements made more than 60 days after travel to be treated as taxable income. This policy helps ensure that travelers receive full reimbursement for eligible out-of-pocket expenses without incurring additional tax liability.
• Budget Management: The policy also helps ensure that the College maintains a balanced budget between the two categories for which it is required to report.

Receipt Submission and Processing:

The BSC prepares expense reports for employee travel reimbursements. To allow sufficient time for BSC to prepare and process expense reports and obtain the necessary approvals before the 60-day deadline, employees must submit all travel receipts within 30 days of their return date.

Please visit the Forms & Resources web page for information. 

Exceptions:

Exceptions to the TA and reimbursement deadline policies are permitted only in emergency situations. All emergency exceptions must be reviewed and approved by the Senior Director for Finance and Administration.

4.  Provost International Travel Funding Guidelines and Application Process:

The Provost’s Office provides up to $2,000 in matching funds for international travel requests submitted by full-time faculty. Franklin College will contribute up to $500 toward the match.

Departments are responsible for identifying the remaining funding needed to secure the Provost’s match, as well as covering any additional costs associated with the international travel request.

The departmental contribution may come from a combination of funding sources, including grants, indirect cost recovery (IDC) funds, First-Year Odyssey funds, professorship funds, support accounts, and the college’s departmental travel allocation.

Additionally, faculty may apply for up to $500 in supplemental funding to support a connected visit intended to develop joint research opportunities, recruit graduate students, or facilitate new institutional collaborations.

Funding Examples:

• For a $2,000 trip:  Department/College/Provost contributions would be $500/$500/$1,000, respectively. 
• For a $4,000 trip:  Department/College/Provost contributions would be $1,500/$500/$2,000, respectively. 

Application Process:
For all international travel funding requests, please visit OGE - Provost International Travel Fund to access the application form.

To ensure that requests are complete and can be processed in a timely manner, please make sure that:

• Questions 1 - 3 on the application form are fully completed.
• All required supporting documentation is included (e.g. invitation letter, acceptance notice, and/or conference program). 
• The application includes the appropriate Department Head/Director signature.

Once completed, the application form and all supporting documentation should be routed to April Hewell for processing. 

Review, Approval, and Funding Distribution:

1. Associate Dean Review: Requests are reviewed by the Associate Dean.
2. OGE Final Approval: Following review, approved requests are forwarded to OGE for final approval.
3. Funding Decision Notification: Once Franklin College receives the approved forms back from OGE, the faculty member, Department Head/Director, and FBSO will be notified by email of the final funding decision.
4. Funding Distribution: Upon approval, FBSO will transfer the awarded funds into the traveler's Department ID.

For questions or inquiries regarding Franklin College support for international travel, please contact April Hewell.