Office of Academic Affairs
All MCG students must submit their travel request following the process outlined below by the Office of Academic Affairs.
Jump to: Pre-Travel & Post-Travel PLEASE READPrint Items before departureHelpful links
Pre-travel
You are required to complete a Travel Authorization Request form.
To get started:
*to see an example, click to view the (use this as a cheat while you complete your form)
Once your form is complete:
Next, you will complete the Microsoft Form. This form requires you to upload the following documents before submitting:
a. Your Travel Authorization Request form
b. If you are driving, your (instructions are on the cheat sheet)
c. Driving directions to include total miles driven (round-trip)
(use or to document as a PDF).
d. a PDF copy of the invitation you received from the conference (this must identify your role as a presenter or non-presenter)
e. A copy of your abstract (this must identify your role as an author or co-author)
Once OAA receives and reviews your request, you will receive a response within 10-12
business days.
*Please note:
If an expense(s) is not included on your travel authorization request form, it cannot be added to your travel expense statement when you request your reimbursement.
If you change your mode of transportation after OAA has processed your form, you must notify our office due to its impact on your reimbursement. If OAA is not notified of this change, your reimbursement rate for the travel could be significantly reduced in order to comply with state law.
Post-travel
Your post-travel tasks are almost identical to those prior to your travel.
Here is a quick explanation of the reimbursement process (followed by direct links for easy access):
All travelers seeking reimbursement must complete a Travel Expense Statement. To locate the form:
1. In the green menu bar above, select Student Travel Forms
2. Next, open and download to your desktop a copy of the . You must complete the form entirely.
*to see an example, click to view the (use this as a cheat sheet while completing your form)
Once your form is complete, you are ready to submit it.
3. Next, you will complete the Request (2024-2025). This form requires you to upload the following documents before submitting:
a. Your Travel Expense Statement form
b. One (1) PDF document of all receipts that you are seeking reimbursement for.
(please make sure that all receipts show the method of payment
and a $0.00 balance).
Your form and receipts are then routed to OAA for review and final signatures.
Next, OAA then sends your travel packet to the Travel and Accounts Payable office
for processing. Their office will mail your reimbursement check to the home address
you provided on your forms. Please allow their office 4-6 weeks to get this to you by mail.
For all other inquiries, please e-mail:
studenttravel@augusta.edu
AU Travel Office Guidelines that may not be explicitly addressed in T&E policy
This form can be used in Georgia to eliminate taxes on items strictly related to your travel needs.
Keep this form in the vehicle you are driving. If an incident occurs, you can provide this information as the insurance card.
If you are traveling inside of Georgia, use this form to deduct taxes* from your stay. You must provide this upon arrival &/or checkout so it can be applied to your bill before payment is made.
*In all scenarios, the state occupancy tax is not reimbursable. All travelers are financially responsible for that cost.
(if you are confused about something, you can likely find it here).
If you do not submit your reimbursement within 45 days of your return date, you must complete the .