✈️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 [e-mail]. 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

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Post-Travel

Submit Expense Report

In Workday, search for and select "Create Expense Report" task. For Creation Options, select "Create New Expense Report from Spend Authorization" and the corresponding spend authorization. The rest of the content will autofill. Select "OK" to continue.

Expense Report Header

• Contents should be autofilled

• Update Memo with purpose of travel

• Once finished with the report, select "Final Expense Report"

Attachments

• Add schedule of event

Expense Report Lines

Add receipts to "Attachments" for each Expense Item Line (except for meals).

Expense Item: Airfare - Employee - Paid by GT - Direct Bill

• Total Amount

• Budget Date: end date of travel

• Memo: "[name] had to fly to [destination] where [event] took place."

• Worktags

  • Grant: ask lab manager

  • Gift: travel scholarship

• Item Details

  • Airline: Delta

  • Arrival & Departure Date

  • Origination (Atlanta) & Destination

  • Business Reason: "[name] had to fly to [destination] where [event] took place."

• Itemization

  • Select "Add Line"

    • Enter the total amount

    • Select "Personal Expense"

Expense Item: Lodging - Employee - Domestic or International

• Quantity: # of nights

• Total Amount

• Budget Date: end date of travel

• Memo: "[name] stayed at a hotel in [destination] where [event] took place."

• Worktags

  • Grant: ask lab manager

  • Gift: travel scholarship

• Item Details

  • Hotel

  • Arrival & Departure Date

  • Destination

  • Business Reason: "[name] stayed at a hotel in [destination] where [event] took place."

Expense Item: Meals Per Diem - Employee - Domestic or International (Expense Report Only)

• Quantity: # of travel days

• Total Amount: autofills once Quantity # and Destination are entered

• Budget Date: end 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."

• Itemization

  • For the first and last day of travel (first and last itemization line):

    • Select "Half Day" for Eligibility

Expense Item: Ground Transportation - Employee - (Domestic or International)

• Total Amount

• Budget Date: start date of travel

• Memo: "[name] took an Uber/Lyft/taxi to get from the airport to the hotel in [destination] where [event] took place."

• Worktags

  • Grant: ask lab manager

  • Gift: travel scholarship

• Item Details

  • Business Reason: "[name] took an Uber/Lyft/taxi to get from the airport to the hotel in [destination] where [event] took place."

Expense Item: Ground Transportation - Employee - (Domestic or International)

• Total Amount

• Budget Date: end date of travel

• Memo: ""[name] took an Uber/Lyft/taxi to get to the airport from the hotel in [destination] where [event] took place."

• Worktags

  • Grant: ask lab manager

  • Gift: travel scholarship

• Item Details

  • Business Reason: "[name] took an Uber/Lyft/taxi to get to the airport from the hotel in [destination] where [event] took place."