Non-Employee and Group Travel Approval Form

Non-Employee and Group Travel Approval Form
This form should be used if you plan on traveling on university housing business or if requesting travel for a candidate/non-employee. Prior to filling this form, please make sure you have successfully completed the eLC course and are current on all UGA/University Housing Travel Policies. The policies can be found below.

UGA Non-Employee Travel Policy

Please contact the University Housing Business Office with any questions by email at hsg-business@uga.edu
Have you completed travel training module on e-Learning Commons?*

YesNo
To register for the module, an employee must send an email to request access to their direct supervisor and HBHR (HSG-Business@uga.edu). After approval, HBHR will then register the employee for the module and share access information with the employee.

The travel training module, https://uga.view.usg.edu/d2l/home, requirement is only for full-time staff, graduate residents, and doctoral interns. Student staff are not required to complete the module, as their advisors will be responsible for submitting all travel estimates on their behalf.
Employee Details
Full Name*

First Last
UGA Email*
example@uga.edu
Job Title*
Unit*
ex. RPS, EDO, ASC, Facilities
Peoplesoft SpeedType/Account Tag & Fiscal Year
ex. HSGRPS, 2022

Traveler(s) Details
Traveling from*
City, State
Traveling to*
City, State
If driving, what is the distance (one-way, in miles)?
Reason for travel:*
Departure Date*

MonthDayYear
Date
Return Date*

MonthDayYear
Date
Note: Meal per diem reimbursement is only eligible for overnight travel.
Number of Days Will be gone including Travel (For Meal Calculations) (AutoFilled)
Number of Hotel Nights (AutoFilled)
Type of Travel *
Note: If attempting to travel abroad, please contact the HBHR office directly for guidance.
How many individuals will be traveling?
Traveler One
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Two
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Three
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Four
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Five
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Six
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Seven
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Eight
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Nine
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Ten
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Eleven
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Twelve
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Thirteen
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Fourteen
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Fifteen
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Sixteen
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Seventeen
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Eighteen
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Nineteen
Full Name

First Last
Email
Phone Number
Mailing Address
Traveler Twenty
Full Name

First Last
Email
Phone Number
Mailing Address

Finance Details

How many individuals will be claiming meal per diems?
Link to meal costs for in state travel:

https://busfin.uga.edu/accounts_payable/instate_travel/

Link to meal costs for out of state travel:

https://www.gsa.gov/travel/plan-book/per-diem-rates
Cost of 1 Full day of Meals (AutoFilled)

Expense Table. Research and provide the most up-to-date costs associated with the shown categories below (if they are applicable)*

	Cost	Number of group members requiring this expense	List group members requiring this expense
Airfare (Needs quote attached if flying)
Parking
Luggage (Limited to one checked bag)
Airport Shuttle
Taxi (Only if flying)
Nightly Rate of Hotel
Registration Fee
Other expenses (If used, please explain charges in the "Comments" box at end of form)

Hotels with UGA Direct Billing

Air travel may only be booked 60 days or less in advance. If there are busy travel time where flights might quickly book, exception requests can always be made via the supervisory chain.
Travelers Preferred Method of Travel*
Do you plan to reimburse for mileage?

YesNo
Must include a rental car estimate price from Hertz/Enterprise to determine the preferred transportation total. Link to check rental car prices from Hertz/Enterprise:

Cost of rental car from Enterprise/Hertz

If personal vehicle is the preferred method of travel and is not deemed the most economical method of travel, miles will be reimbursed at a reduced per mile rate of $0.22 instead of $0.655.
DOAS Rental Vehicle Estimate*
Fleet Vehicle Car Size*

5 Passenger Sedan7 Passenger Mini Van12 Passenger Van
Fleet Vehicle Rental*
Best Rental Vehicle Rate
How many vehicles are needed?*
Personal Vehicle at Non-Reduced Mileage Rate
Comparison For Mileage Rate (Rental Vehicle+30)
Personal Vehicle at Reduced Mileage Rate
Best value of vehicle
Renting a vehicle from the UGA Automotive Center is the most advantageous form of travel.

The UGA Automotive center is open from 8:00am to 4:30pm Monday through Friday. Rental vehicle keys will need to be picked up during their hours of operation.
Renting a vehicle from Enterprise or Hertz is the most advantageous form of travel.
Traveler will receive the reduced mileage rate of $0.22 per mile due to driving a personal vehicle being more costly than renting a car from Enterprise, Hertz, or the UGA motor pool.
Transportation by personal vehicle is deemed to be more advantageous than a rental, mileage will be reimbursed at the full rate of $0.655 per mile.

Category Subtotals
Meal Total
Hotel Total
Preferred Transportation Total
Misc. Charges Total
Total Anticipated Cost
Total Cost
Please note that certian expenses are suitable for direct bill. Contact the University Housing Business Office, HSG-Business@uga.edu, for more information.
Total Amount to List on Travel Authorization
Note: Registration fees not included on OneSource Travel Authorization
Please enter any comments regarding this travel here:
ex. What other expenses are accounted for above
Upload All Other Supporting Documentation

ex. Per Diem Rates, Driving Directions, Airfare Quotes, etc.
Cancelof
By signing below, I certify that all information listed in this form is true and accurate. I will submit necessary documents as requested.
Employee Signature*

Clear
Date Signed*

MonthDayYear
Date
Should be Empty:

	Breakfast	Lunch	Dinner
Per Diem Rate ($)
Meals Provided by Conference/Activity (not UGA) (Enter number of meals provided, not cost)

Non-Employee and Group Travel Approval Form

Employee Details

Traveler(s) Details

Finance Details

Category Subtotals

Total Anticipated Cost