Travel Reimbursement
Updates and Reminders
  • First time expense user: Employee will need to self-register before being able to create a travel reimbursement. Instructions on how to Self-Register for Expenses is located on the Business Services-Office of Accounting & Budgets website http://www.daltonstate.edu/accounting-and-budget/pdf/travel-how-to-self-register-for-expenses.pdf.
    • Once an employee has self-registered, he/she should contact the Office of Accounting and Budget to have their user profile updated.
  • Prior to an employee making air transportation arrangements, they should view the Board of Regents policy, which can be found on the DSC Business Services Travel website.
  • Anyone requesting “travel related” reimbursement for a non-employee must use the Travel Expense Statement form (i.e. students and candidates). For more details, please review the Reimbursement for Non-Employee under the travel section.
  • Anyone requesting “non-travel related” reimbursement for a non-employee must use the Purchasing Requisition form. (i.e. accreditation guest, speakers, officials, etc.)
  • If a change in an employee’s banking information (i.e. routing and/or account number) occurs; the employee is responsibility for notifying the Business Services-Office of Accounting & Budget so the information can be updated in the Expense module.
  • Remember that everyday commute miles must be included on your travel reimbursement whenever a personal vehicle is used. This does not include travel in which the employee is traveling on the weekend.
  • Review the “Rental of Motor Vehicle” section for policy details on renting a vehicle.
  • When booking hotel/motel, an employee should identify themselves as a state employee to receive the government rate, if applicable. Employees should provide proper identification to document their employment as a state or local government employee when they check in at the hotel/motel.
  • In the state of Georgia, employees should provide a hotel/motel tax-exemption form when he/she registers. All employees are responsible for printing and completing their own hotel/motel tax exemption form. The form is located on the Business Services-Office of Accounting & Budget website http://www.daltonstate.edu/accounting-and-budget/travel.html . If the hotel refuses to accept the hotel/motel tax-exemption form at check-in, the employee should attempt to resolve the issue with hotel management before checking out at the end of their stay. Employees should also review hotel/motel receipts prior to leaving the premises to ensure that taxes have been applied correctly to their lodging expenses in accordance with the state tax laws and regulations and resolve any potential problems and overcharges. If the matter is not resolved by the time the employee checks out, the employee should pay the tax. The employee should explain the payment of the tax as an unusual expense on their travel reimbursement (expense report).
  • If requesting the college to pay for lodging or registration on behalf of the employee, then the Payment Request Form must be completed along with a signed and dated W9 enclosed.
  • A Travel Reimbursement Requirements Checklist is available to assist employees when completing their travel.

As a reminder, all travel related forms can be found on the Fiscal Affairs/Business Services/Office of Accounting & Budget website under forms http://www.daltonstate.edu/accounting-and-budget/travel.html.

Lastly, all travel is now handled by Cindy Bearden and Pam Lane. If you have any questions contact either of these individuals.

Dalton State, 650 College Drive, Dalton, GA 30720
706.272.4436 • 1.800.829.4436 • www.daltonstate.edu