Accommodations
Room reservations for official guests and visitors are are made and billed directly to the School of Physics. (Certain government employees whose travel expenses must be paid by their agency may pay for their room and associated expenses and submit receipts). Please report your lodging requirements to your faculty host's assigned faculty support coordinator as soon as possible and at least ten (10) days before your arrival.
Receipts
Please keep ALL of your original travel receipts for the duration of your trip. This will make the reimbursement process more efficient and reduce any delays in your reimbursement.
Per Diem
Partial day per diems mostly apply for visitors arriving to the department for short trips (i.e. arrives for dinner, only eats breakfast, department host pays for dinner, etc.). The maximum per diem for three meals is $86.00 per day for travel in Atlanta. Detailed per diem policies can be found here.
Non-U.S. Resident Visitors
Non-U.S. resident visitors must submit a copy of their I-94 and passport showing visa classification upon arrival for reimbursement purposes.
Travel Reimbursement
To ensure timely reimbursement of your eligible travel and event-related expenses, please submit all receipts as soon as possible to the assigned faculty support coordinator. Please ensure that all receipts are clear and show original form of payment to avoid any delays of your reimbursement.
Georgia Institute of Technology Policies for Receipts
Shuttle/ Taxi, MARTA fares - Shuttle service, MARTA, or taxi fares may be reimbursed when actually incurred in connection with common carrier transportation to and from meeting places if necessary. Expenses related to personal business and travel are not reimbursable.
Private car (home airport transfers or local speakers) - The number of miles will be reimbursed in accordance with the current state reimbursement rate. If you pay to park your car at your home airport, please enclose the receipt. Local speakers using campus parking lots must also submit a receipt.
Rental car - Because of traffic, road construction, restricted parking on campus, and other matters of inconvenience, we strongly recommend that our visitors use taxis or MARTA for their Atlanta airport transfers. Receipt is required for reimbursement.
Lost Receipts - Should you misplace any of your original receipts, please indicate this on your correspondence.
