Q: How do I include the internet charge from the hotel on the hotel expense?

A: Select expense type Telecom – Internet on the ‘Other Expenses’ tab.

Q: I’m not ready to submit the travel expense but I filled out some of the fields, how do I save it so I can return to it?

A:  Fill in any required fields (marked with ‘*’), specify a project ID and enter at least one expense line.  You will then be able to click the SAVE button.  

The system will issue a 10 digit report ID.  You will then be able to retrieve the report to view and modify information. 

Q: What expense type do I use for Amtrak train or the Greyhound bus?

A:  There is an expense type called Ground - Public Trans-Domestic.

Q; How do I estimate expenses for a trip that has multiple cities on the travel authorization? Should I include multiple lines for per diem and multiple hotel amounts?

A: Multiple lines for per diem and hotel amounts should be added to the TA in order to get a cost estimate.

Q: What city do I select if the city I’m traveling to is not listed in the advanced search?

A: The new per diem load now contains counties.  

Look up the county for the city to which you are traveling and search by county (enter the county name in the city field).

q: Where I can find the most up-to-date travel policies for the State of Georgia and Georgia Tech? Which one has the precedence of how I submit travel expenses?

A:  GT travel policies are based upon the State of Georgia travel policies, and have been customized to address issues specific to GT travelers. 

The GT travel policies can be found in the Business and Finance Manual, section 6.0 http://admin-fin.gatech.edu/business/index.php

Q: How do I perform a budget check on the expenses before submitting the expense report?

A: Run your expense ledger.

Q: My Supervisor has been out on an extended leave. How do I get my expense report forwarded to the next approver?

A: Send an email to travel.ask@business.gatech.edu which identifies the current supervisor and the replacement supervisor.  

The technical team will need to manually update the data tables with the replacement supervisor.

Q: What do I do if my project number is not available on the accounting distribution panel?

A:  Send an email to travel.ask@business.gatech.edu which states that the project ID is not available on the accounting distribution panel.  

A Business Analyst will then verify and contact the GL team to activate the project ID.

Q: How do I create travel authorizations and expense reports for faculty members in my office?

A: Contact your Travel & Expense Administrator and arrange to have yourself set up as a Preparer for the faculty member(s).

Q: I made a mistake on my travel expense report, how do I retrieve it to enter the correct information?

A: Corrections can only be made when the report status = pending.  If it is already in workflow, the approver needs to send it back.  The report status will change back to pending and then corrections can be made.