Travel & Reimbursement Procedures AY 27

DEpartmental Travel funding

Faculty requesting departmental travel funding must complete the annual Travel Survey by August 28, 2026 to indicate their intent to travel and receive a funding allocation.

  • Faculty who do not submit the survey by August 28 will not receive a travel funding allocation. Any unallocated funds will be returned to the departmental travel pool and made available for redistribution.
  • Travel funds that are not claimed for reimbursement within 30 days of travel, in accordance with Franklin College policy, will also be returned to the funding pool.
    • All travel reimbursement requests must be accompanied by a Travel Authorization submitted by the traveler.
  • Additional travel funding requests throughout the year may be submitted by email to the Office Manager.

International Faculty Travel

Faculty with international destinations should request additional funding from the Provost International Travel Funds.

  • Forms requiring Department Head signatures, along with all supporting materials, must be submitted to April Brown Hewell for Dean/Vice President approval.
  • Provost International Travel Funds are often exhausted by mid-March. 
    • Faculty are strongly encouraged to apply for this support no later than March 1.
  • Faculty planning July travel may be eligible to apply for funds from the following academic year's allocation.
  • Questions regarding international travel funding should be discussed with the Department Head.

Graduate Student Travel Funding

Graduate students should discuss travel funding with the Director of Graduate Studies as soon as they receive notice that a conference paper has been accepted.

When travel funding is awarded through the Graduate School or another funding source, both a Travel Authorization and an Expense Report are required.

Graduate students may be eligible for departmental travel funding if they:

  • Are in good academic standing; and
  • Are either ineligible for a Graduate School Travel Grant or applied for a grant but did not receive funding.

To request departmental funding, students should submit the following to the Director of Graduate Studies:

  • The conference paper acceptance letter
  • The abstract of the paper to be presented
  • A brief justification for the funding request

Graduate students are eligible to receive up to $500 in departmental travel funding once per academic year, subject to the availability of funds.

Travel Authorization Process

  1. Review the delegation instructions in the Franklin BSC Delegation Instructions to add the Franklin BSC team as delegates in OneSource. This allows BSC staff to prepare, edit, and submit Travel Authorizations on your behalf, as well as prepare and edit Expense Reports.
  2. Fill out the Travel Authorization Form and email to fcbsc-hum@uga.edu.
  3. Submit Travel Authorization requests by the following deadlines:
    • International Travel: An approved Travel Authorization is required at least 4 weeks before departure.
    • Domestic Travel: An approved Travel Authorization is required at least 2 weeks before departure.
  4. A member of the Franklin BSC team will prepare the Travel Authorization in OneSource for you. If preferred, you may create and submit your own Travel Authorization in OneSource.
  5. If you are presenting a paper or other scholarly work, provide a copy of the acceptance letter or documentation showing you as a presenter when the Travel Authorization is submitted for departmental approval.

Expense Report Submission Process

  1. Email all receipts and supporting documentation related to your travel to fcbsc-hum@uga.edu.
  2. To ensure timely processing, all receipts must be submitted within 30 days of the end date of the approved Travel Authorization.
  3. A member of the Franklin Business Services Center will prepare the Expense Report on your behalf.
  4. Once the Expense Report has been prepared, you are responsible for reviewing and submitting it in OneSource for final approval.
    • Although BSC staff can prepare and edit Expense Reports, only the traveler may submit the Expense Report, as submission serves as the traveler's certification that the expenses are accurate.

Resources