If reimbursement is being paid directly to an organization due to one or more individuals attending an event as representatives of that organization, the following documents are required:
- An invoice on the organization’s letterhead.
- The UGA Supplier Form (completed online at https://suppliers.uga.edu).
- A copy of the Southern SARE Scholarship Travel Expense Statement, or an itemized list of each traveler’s name and expenses.
- E-mail all original receipts (except for meals and mileage). All receipts must be in the name of the attendee, and be clear and legible. NOTE: Meals are not included in travel scholarship reimbursements without prior SSARE approval.
- If meals have been pre-approved, refer to the SARE Scholarship Travel Guidelines to calculate your reimbursement.
- A copy of the event agenda, or event flyer showing the name, location and dates of the event.
The documents and original receipts may be e-mailed. However, all travel forms and receipts MUST BE CLEAR AND LEGIBLE. If any documents are deemed illegible, they will be returned for correction, which will delay reimbursement processing time. Errors, missing/incorrect information, and missing receipts will also delay the processing of reimbursement. ALL reimbursement requests must be submitted within 20 days of the close of the event. Reimbursement requests will not be accepted after 20 days. Send all travel reimbursement forms and receipts to:
Kayla Martin
kayla.martin2@uga.edu
Southern SARE
University of Georgia – Griffin Campus
1109 Experiment St.
Stuckey Building, Room 203
Griffin, GA 30223-1731
We recommend you make copies of the forms and receipts and keep them in your files for 3 years.
Refer to UGA's Non-Employee Travel Policy for more guidelines.
The State of Georgia has mandatory statewide contracts with specified car rental suppliers for travel within the Continental U.S. UGA requires renting vehicles from these providers when renting a vehicle is the preferred or most advantageous mode of transportation. For more information, visit UGA's website.
NOTE: Per University of Georgia policy, only hotels/motels are allowable lodging establishments for reimbursement. Businesses, such as Airbnb, Vrbo, HomeAway, condos/townhomes, or similar vacation rentals are not allowable lodging services. All travelers need to be aware of this State of Georgia policy and that neither UGA nor USG has the authority to grant exceptions. For UGA to reimburse lodging expenses, travelers must stay at a hotel or motel. For travel reimbursement purposes, all 50 U.S. states are considered domestic travel. The 16 U.S. territories and commonwealths, including Puerto Rico and the U.S. Virgin Islands, are also considered domestic travel.
International travel is not allowed.