Southern SARE invites SARE members to travel throughout the region to attend events to promote the SARE program. SARE members include Administrative Council Members, State Ag Coordinators, and State Program Assistants.
Refer to the SSARE Travel Guidelines for details on reimbursements for airfare, hotel, meals, and miscellaneous expenses, including non-allowable reimbursement items. In order to have expenses reimbursed for SARE-related travel that is not associated with a funded grant project, the following documentation is required:
Reimbursement Guidelines
In order for AC members to be considered to travel on behalf of SSARE, a copy of the SSARE Event Form for AC members must be submitted and approved prior to any travel;
State Ag Coordinators and State Program Assistants must receive approval of travel reimbursement through the Professional Development Program before travel reimbursement can be processed. Contact David Redhage (dredhage@kerrcenter.com) for more information.
The UGA Supplier Form (completed online). NOTE: This form only needs to be completed one time. If you completed this form from prior travel reimbursements, do not complete another form;
A copy of the SSARE Travel Expense Reimbursement Form;
A copy of the SSARE Non-employee Payment Form;
An email of all original receipts (except for meals and mileage, which are paid via per diem). All receipts must be in the name of the traveler and be clear and legible;
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:
Send Travel Documents and Original Receipts Within 20 Days To:
Kayla Martin
Southern SARE
1109 Experiment St., Stuckey Building, Room 203
University of Georgia, Griffin Campus
Griffin, GA 30223-1731
Kayla.martin2@uga.edu
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.