Spend Authorizations
A Spend Authorization is used to request approval for business travel before expenses are incurred.
Key requirements
- Required for out-of-state and international travel
- Not required for travel within Georgia or the traveler’s home location
- Must be approved prior to the first day of travel
Travel Policy Overview
Georgia Tech travel policies align with requirements from:
- Internal Revenue Service (IRS)
- State Accounting Office (SAO)
- University System of Georgia (USG)
Key policy highlights
- Travel must support an official Georgia Tech business purpose
- Expenses must be reasonable and documented
- Itemized receipts are required for all expenses of $25 or more, except meal per diem expenses
- Airfare must be purchased in the most cost-effective manner using coach fares whenever possible
- Airfare bookings must be made through the Institute’s contracted travel agency, Travel Inc.
Non-Employees
If a traveler does not have a Georgia Tech ID or system access (such as a student or guest traveler), airfare can still be arranged.
Departments should:
- Submit the Single Trip Direct Bill Form
This allows airfare to be arranged while maintaining compliance with Georgia Tech travel policies.
Group, Personal, and Family Travel
Travel Inc. can assist with travel arrangements for groups of 10 or more travelers through dedicated group travel support.
Personal Travel Combined with Business Travel
If personal travel is combined with business travel:
- Only business-related expenses are reimbursable
- Cost comparisons may be required to document airfare pricing
Family Travel
Family members may travel with Georgia Tech travelers but:
- Cannot use Georgia Tech negotiated travel discounts
- Cannot be paid through Georgia Tech direct billing
Travelers should clearly identify the Georgia Tech traveler and family members when booking reservations.
Travelers should:
- Submit a Spend Authorization in Workday before travel
- Follow all documentation and reconciliation requirements
- Submit an Expense Report in Workday after travel to reconcile expenses
Departments should consult their financial administrator or submit a ServiceNow request for guidance on GTRC travel advances.
Travel Advances – Georgia Tech Research Corporations (GTRC)
Travel advances may be available for certain Georgia Tech Research Corporation (GTRC) travel activities.
Travelers should:
- Submit a Spend Authorization in Workday before travel
- Follow all documentation and reconciliation requirements
- Submit an Expense Report in Workday after travel to reconcile expenses
Departments should consult their financial administrator or submit a ServiceNow request for guidance on GTRC travel advances.