Reimbursement of Expenses
Travel Arrangements and Reimbursement of Expenses
Georgia State University will provide airfare and accommodations for each external reviewer for the site visit to Atlanta. The University will purchase the airline tickets, and the hotel will directly bill the University for the hotel accommodations. The University reserves a hotel for two evenings, beginning the evening (typically Sunday) before the first day of the scheduled visit, with departure late on the second day of the visit (typically Tuesday).
External reviewers will also be reimbursed for other expenses (e.g., meals, transportation between the airport and campus, parking) incurred during travel and the site visit. As non-employees, they should submit a completed GSU SUBSTITUTE W-9 & VENDOR AUTHORIZATION FORM.
External reviewers are not subject to the standard per diem amounts for travel, although expenses should be kept within a reasonable range. Non-employees may not purchase alcohol for reimbursement with state funds.
Please retain itemized receipts for meal and travel reimbursement. All items must be listed on the receipt separately (line by line). Accounts Payable needs to be able to verify that alcohol or any other unauthorized purchases are not listed on the receipt. The receipt should also include the total amount of the purchase and type of payment (credit card, check, cash).
Please remember that the hotel is not required to provide copies of lost receipts. If a guest loses a receipt, the hotel prefers that the guest call and request a copy of the receipt. If a non-employee wishes to be compensated for mileage, a printed copy of MapQuest, etc., that shows the destination mileage is required.
Reimbursement requests should be completed within 30 days of the trip. Receipts may be submitted by email (firstname.lastname@example.org) or by mail to
Office of Institutional Effectiveness
Attn: Director of Academic Program Review
Post Office Box 3985
Georgia State University
Atlanta, GA 30302-3985
External reviewers should keep copies of all receipts until they receive their reimbursements.