Scene in an airport with plane and suitcase.

Travel Policies

All travelers on Emory University business must have a corporate travel card issued by Emory University. Please see Denika Gilmore for details on how to obtain the travel card. Except for mileage, all expenses relating to the trip are to be charges to the travel card. This eliminates the need for out-of-pocket expenses. Please review the Emory Travel and Expense Reimbursement Policy prior to the use of your travel card, making purchases or any arrangements that would be charged to the card.

Prior to traveling

Obtain prior approval from your direct supervisor, preferably via email. Forward a copy of the approval to Denika Gilmore at denika.warwell@emory.edu

Upon approval of your trip, begin preparing by doing the following:

  1. If your trip requires airfare, you are strongly encouraged to use Emory’s preferred travel agency. That information can be found here: https://finance.emory.edu/home/procurement/travel/index.html
  2. Purchase your registration
  3. Secure hotel deposits

Copies of itineraries, registration, hotel deposits or any pertinent charges for your upcoming trip should be forwarded to denika.warwell@emory.edu along with the Travel Expense Report

After the Completion of your Trip

  • Complete a Travel Expense Report worksheet. The form is also located on the DAR website, https://www.cores.emory.edu/dar/index.html under the Forms tab.
  • Please attach all receipts for expenses incurred during the trip. Tape small receipts to a plain sheet of paper, grouped by type then in date order, i.e., meal receipts together, ground transportation, baggage claim receipts, etc.
    1. Alcoholic beverages are allowed but only with meals. When submitting these receipts, please highlight the alcoholic beverage on the receipt before scanning. There is a field on the Travel Expense worksheet to list alcoholic beverages as well.
    2. When submitting receipt(s) for group meals (more than one person dining), please list the attendees and their affiliation.
  • Once completed, the Travel Expense form should be reviewed, approved and signed by your supervisor then scanned to Denika Gilmore.
  • Your Travel Expense report and receipts should be submitted within 10 days after you have returned from your trip. Accounts payable will continue the process and any reimbursements due to you will be directly deposited into the account used for your payroll.

Websites for Purchasing Airfare Online

It is highly recommended to arrange your air travel using Emory preferred agencies. These agencies are set up to provide a balance between overall cost effectiveness while taking full advantage of corporate emergency travel services as a benefit to faculty and staff. You are encouraged to plan accordingly and arrange air travel early enough to take advantage of lower rates. Information of the preferred agencies is in the link below.

https://finance.emory.edu/home/procurement/travel/index.html

To request a Travel Card:

Denika Gilmore

Phone: 770.364.4926

Email: Denika.warwell@emory.edu 


Travel Forms:

Mileage Travel Log Procedures

Mileage travel logs are required to document the use of a personal vehicle for University business. Employees are reimbursed for the actual miles traveled. Supporting documentation—such as a MapQuest or Google Maps printout—must be submitted with the Travel Expense Report. This documentation should show the mileage from the starting address to the destination and back.

The mileage reimbursement rate covers all costs associated with operating the vehicle, including maintenance and fuel; therefore, fuel receipts should not be submitted. However, receipts for tolls may be included for reimbursement.

Mileage reimbursements will be handled in the same manner as mentioned above with direct deposit.

Mileage reimbursement rates are periodically updated by the IRS. The most current standard mileage rates are available at https://www.irs.gov/tax-professionals/standard-mileage-rates