✈️Travel
Pre-Travel
Submit Spend Authorization
In Workday, search for and select "Create Spend Authorization" task. Add the following information to each section. Submit your spend authorization at least one month before travel.
Spend Authorization Information & Details
Start & End Date of Travel
Description: event title
Business Purpose: event type
Justification: short description of travel purpose
Attachments
Add schedule of event
Spend Authorization Lines
Expense Item: Airfare - Employee - Paid by GT - Direct Bill
Total Amount (estimate)
Budget Date: start date of travel
Memo: "[name] will need to fly to [destination] where [event] takes place."
Worktags
Grant: ask lab manager
Gift: travel scholarship
Item Details
Airline: Delta
Arrival & Departure Date
Origination (Atlanta) & Destination
Business Reason: "[name] will need to fly to [destination] where [event] takes place."
Expense Item: Lodging - Employee - Domestic or International
Quantity: # of nights
Total Amount (estimate or actual)
Budget Date: start date of travel
Memo: "[name] will need to stay at a hotel in [destination] where [event] takes place."
Worktags
Grant: ask lab manager
Gift: travel scholarship
Item Details
Hotel
Arrival & Departure Date
Destination
Business Reason: "[name] will need to stay at a hotel in [destination] where [event] takes place."
Expense Item: Meals Per Diem - Employee - Domestic or International (Spend Authorization Only)
Quantity: # of travel days
Total Amount: [ 2 x (proportional meal cost) ] + [ (travel days - 2) x (local meal cost) ]
Use DoD Per Diem Calculator to find meal costs by location
Budget Date: start date of travel
Memo: "[name] will need meals while traveling for [event]. Food will not be provided at the event."
Worktags
Grant: ask lab manager
Gift: travel scholarship
Item Details
Arrival & Departure Date
Destination
Business Reason: "[name] will need meals while traveling for [event]. Food will not be provided at the event."
Expense Item: Ground Transportation - Employee - (Domestic or International)
Total Amount (estimate)
Budget Date: start date of travel
Memo: "[name] will need take an Uber/Lyft/taxi to get from the airport to the hotel in [destination] where [event] takes place."
Worktags
Grant: ask lab manager
Gift: travel scholarship
Item Details
Business Reason: "[name] will need take an Uber/Lyft/taxi to get from the airport to the hotel in [destination] where [event] takes place."
Expense Item: Ground Transportation - Employee - (Domestic or International)
Total Amount (estimate)
Budget Date: end date of travel
Memo: "[name] will need take an Uber/Lyft/taxi to get to the airport from the hotel in [destination] where [event] takes place."
Worktags
Grant: ask lab manager
Gift: travel scholarship
Item Details
Business Reason: "[name] will need take an Uber/Lyft/taxi to get to the airport from the hotel in [destination] where [event] takes place."
Reserve Flights with Travel Inc.
Send the following information to travel.requests@travelinc.com. Spend authorization must be generated before reserving flights.
Passenger Information
Passenger
Email
Phone
Date of Birth
Delta SkyMiles #
Spend Authorization #
Business Purpose
Departure Flight
Flight #
ATL to [Destination] on [Date]
Departure & Arrival Time
Nonstop or Connecting Flight
Return Flight
Flight #
[Destination] to ATL on [Date]
Departure & Arrival Time
Nonstop or Connecting Flight