PROCESS: MCG Student Travel Request

Office of Academic Affairs

AWARD CRITERIA

All MCG students must submit their travel request following the process outlined below by the Office of Academic Affairs. 

  • First authors are awarded up to a maximum of $750 for travel.  
  • Co-authors are awarded up to a maximum of $350 for travel.  
  • Deadline for all travel requests: at least 30 days prior (no exceptions) 
  • Deadline for all foreign travel requests: at least 45 days prior (no exceptions) 
     
    *Please note: due to the processing time needed, any requests that do not meet the deadline will not be reviewed for funding.   

 

Jump to: Pre-Travel & Post-Travel  PLEASE READPrint Items before departureHelpful links

Pre-travel & Post Travel

  Pre-travel

You are required to complete a Travel Authorization Request form.

To get started:

*to see an example, click to view the Student Travel Request Example  (use this as a cheat while you complete your form)

Once your form is complete:

  • Next, you will complete the MCG Student Travel Request (2024-2025) Microsoft Form. This form requires you to upload the following documents before submitting:
    a. Your Travel Authorization Request form
    b. If you are driving, your cost comparison  (instructions are on the cheat sheet)
    c. Driving directions to include total miles driven (round-trip)
    (use MapQuest or Google Maps to document as a PDF).
    d. a PDF copy of the invitation you received from the conference (this must identify your role as a presenter or non-presenter)
    e. A copy of your abstract (this must identify your role as an author or co-author)
  • Once OAA receives and reviews your request, you will receive a response within 10-12 business days.

    *Please note:

If an expense(s) is not included on your travel authorization request form, it cannot be added to your travel expense statement when you request your reimbursement.

If you change your mode of transportation after OAA has processed your form, you must notify our office due to its impact on your reimbursement. If OAA is not notified of this change, your reimbursement rate for the travel could be significantly reduced in order to comply with state law. 

  Post-travel

Your post-travel tasks are almost identical to those prior to your travel.

Here is a quick explanation of the reimbursement process (followed by direct links for easy access):
All travelers seeking reimbursement must complete a Travel Expense Statement. To locate the form:

  • Open and download to your desktop a copy of the Student Travel Reimbursement Form – 2025 Prefilled. You must complete the form entirely.
    *to see an example, click to view the Student Travel Reimbursement Example (use this as a cheat sheet while completing your form)

  • Once your form is complete, you are ready to submit it.
     Next, you will complete the MCG Student Travel Reimbursement Request (2024-2025). This form requires you to upload the following documents before submitting:
    a. Your Travel Expense Statement form
    b. One (1) PDF document of all receipts that you are seeking reimbursement for.
    (please make sure that all receipts show the method of payment
    and a $0.00 balance).

    Your form and receipts are then routed to OAA for review and final signatures.

  • Next, OAA then sends your travel packet to the Travel and Accounts Payable office for processing. Their office will mail your reimbursement check to the home address you provided on your forms. Please allow their office 4-6 weeks to get this to you by mail. 

 

For all other inquiries, please e-mail:

 studenttravel@augusta.edu

PLEASE READ:

AU Travel Office Guidelines that may not be explicitly addressed in T&E policy 
 

  • Splitting travel causes additional issues. EX: Shared lodging or shared rental car. The person who incurred the expense is eligible for reimbursement, but we have split the expense against both EMPLIDS for open records reporting. 
  • Private residences/VRBO/AIRBNB/HomeAway style lodging is strictly prohibited in SAO/USG policy and will not be eligible for reimbursement.  
  • IRS ACCOUNTABLE PLAN 60 days – If the traveler doesn’t “account” for expenses within 60 days of incurring the expense, AU must treat the payment as income thru payroll and taxes have to be withheld. 
  • Statewide Mandatory Contracts for Rental Cars (Enterprise/HERTZ) 
  • Travel Authorizations are a budgeted plan, and they will not let you back out 75% meal deductions or commute miles.

Items to print before depature:

Sales Tax Exemption Form

This form can be used in Georgia to eliminate taxes on items strictly related to your travel needs. 

Sales Tax Exemption Form

Insurance Card

Keep this form in the vehicle you are driving.  If an incident occurs, you can provide this information as the insurance card.   

Insurance Card  

Hotel Exemption Form (for GA hotels only)

If you are traveling inside of Georgia, use this form to deduct taxes* from your stay. You must provide this upon arrival &/or checkout so it can be applied to your bill before payment is made.

Hotel Exemption Form (for Georgia hotels only)  

*In all scenarios, the state occupancy tax is not reimbursable.  All travelers are financially responsible for that cost. 

Other helpful links

 

AU travel homepage
(if you are confused about something, you can likely find it here). 

Statewide Travel Policy

If you do not submit your reimbursement within 45 days of your return date, you must complete the 46+ Day Exception Form. 

Cost comparison tool

Cost Comparison tool example

Request for Rental Car


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