Effective immediately, two updates to Georgia Tech’s travel policies have been implemented to strengthen compliance, improve accountability, and align Institute operations with state and internal audit requirements.  

These measures will remain in effect while a comprehensive policy review is underway.   

1. Mandatory Use of Travel Inc. for Airfare Bookings (Air Transportation Policy 6.6) 

All campus units are now required to book airfare through Travel Inc., Georgia Tech’s contracted travel management company, regardless of the funding source. 

This change addresses audit findings and ensures compliance with the University System of Georgia (USG) Business Procedures Manual. Other benefits of this requirement include: 

• Compliance with Georgia Tech, State Accounting Office (SAO) and USG travel policies. 

• Access to exclusive airfare discounts. 

• Improved audit readiness and risk management through traceable bookings.  

Booking Process and Requirements 

To book air travel, employees must request access to Concur, Georgia Tech’s travel booking platform, by submitting the Concur Travel Access and Recurring Direct Bill Form, via Expenses ServiceNow. These changes apply Institute-wide across both academic and administrative units.  

Departments are responsible for managing travel arrangements for non-employee travelers, including students, guests, and visitors, who do not have access to Concur. To facilitate these bookings, the coordinating unit must complete the Single Trip Direct Bill Airfare Form.  

Payment Methods Available  

While the use of Travel Inc. is mandatory, direct billing is an optional payment method. Travelers may choose to use a personal credit card to earn reward points. Frequent flyer program information (e.g., Delta SkyMiles ID) should be added during booking to ensure that points are credited. 

2. Updated Travel Authorization Requirements (Authorization of Travel Policy 6.2) 

Policy updates have been made to address audit findings related to insufficient documentation and oversight. Travelers are responsible for the following: 

• Clear justification and documentation for all travel. 

• Required cost comparisons and detailed descriptions when business and personal travel overlap. 

• Assurance that all travel complies with Georgia Tech, SAO, and USG policies. 

These Updates Support 

• Increased accountability in the use of Institute funds. 

• Enhanced financial stewardship. 

• Timely and accurate travel approvals. 

All individuals involved in initiating, preparing, or approving travel requests are responsible for adhering to these updated requirements. 

Next Steps  

Additional guidance, forms, and training materials will be provided by Business and Procurement Services to support your transition to these updated policies. Your cooperation is vital in ensuring Georgia Tech’s continued compliance and stewardship of resources.  

 For questions or support, please contact Travel and Expense Manager Xinia Richards or submit an Expenses ServiceNow ticket.