The Campus Guidance Project was initiated in 2018 to help clarify policies and provide practical guidance to campus community.  A task force and working groups were formed to focus on particular topics and to make recommendations for policy revisions, create new policies and amend campus guidance such as the Allowable Cost Matrix and Food/Group Meal Grid.  Where needed, policies were aligned with the University System of Georgia (USG) and State Accounting Office (SAO).  Policies of peer institutions were also reviewed during this process.  Many of the policies will be presented to the Institute’s Policy Steering Committee in April 2019.  It is expected that those policies and applicable guidance will be released by the end of April.   

Please click on the topics below for applicable guidance and draft policies.

Topic Policy Status Major Updates/Changes
General    
Executive Fringe Benefit Payments or Reimbursements

Development
  • Received guidance from USG & State Attorney General’s Office
  • Operational funds can be used for:
    • Airport Parking, Non-Cash Employee Achievement Awards up to $75, Professional Licenses, Certifications and Memberships
  • Affiliate funding can be used for:
    • Spouse meals travel, dining or golf club memberships, travel outside of policy, airline sky club lounge memberships, non-cash employee achievement awards over $75, business, civic or community organization memberships
  • Distributed feedback to ELT, Senior Leadership & Financial Council
Extra Compensation Clarification
  • FAQs recently issued from Provost’s Office
Vendor Gifts/Gratuities Clarification
  • Relevant policy: BoR policy 8.2 – Ethics (8.2.18.1), Conflicts of Interest and Conflicts of Commitment (8.2.18.2), Gratuities (8.2.18.4)
  • Should not exceed $75 (IRS guidelines also factored in)
  • Should not be received by anyone in a relevant decision-making position
14.1 - Wireless Communications Devices/ Cellular Telephone Services

Revision
  • Revision in progress
Topic Policy Status Major Updates/Changes
Allowable Cost Matrix    
Alcohol Revision
  • On campus and Off campus events require prior approval
  • New form for off-campus activities
    • i.e. business meals, entertainment, etc.
  • Additional approvals required if individuals under 21 will be present
  • Only allowable on non-operating or private funds

Noise Canceling Headphones

Allowable Cost Matrix Guidance Only
  • Options provided by OIT
  • Three low cost wired and wireless options suggested by Procurement
  • Consult local IT support for compatibility with computer/laptop

Payment or Reimbursement for Memberships

Development (new)
  • Under review by USG Vice Chancellors
  • Institutional memberships are allowable from operating funds
  • Discounted professional development – under discussion
  • Clarity needed – when are individual memberships allowed on operating funds

Payment or Reimbursement for Professional Licenses & Certifications

Development (new)
  • Under review by USG Vice Chancellors
  • Clarity needed regarding when allowable
    • Req via job description; Req to perform job; 3rd Party Req’mnt
Purchase of Gifts for Employees/Students

Revision
  • Received guidance from USG
  • Updated de minimis amount to $75 annually
  • Length of service recognition updated from 10 years to 5 years
  • Non-cash gifts > $75 unallowable from operating funds
  • Gift cards, gift certificates or other cash equivalents not allowed

Uniforms and Clothing Provided to Employees

Development (new)
  • Clarity on the taxability of clothing items provided to an employee:
    • Uniforms
    • Items of nominal value provided infrequently
    • Logo clothing
  • Under review by USG Vice Chancellors
Topic Policy Status Major Updates/Changes
Procurement & Business Services    

Employee Events & Large Scale Business Meetings

Development (new)
  • Draft policy under review by campus guidance committee
  • Includes events to build employee morale, large scale business meetings, group meal, etc.

5.2.1.9 - Procurement of Group Meals for Employees, Students, & Official Visitors

Revision
  • Updated Business Entertainment Meals and Alcohol Purchases section to include the usage of Board Approved affiliated funding (GTRC, GTARC, etc.)

6.2 - Travel Authorization Procedures

Revision
  • Scope includes faculty, staff and students
  • New section on declaration of outside professional activities (COI)
  • New section for responsibilities of Traveler, Preparer and Approvers
6.4 - Meals & Incidental Travel Expenses

Revision/Clarification
  • Formal agenda required for conferences, meetings & training
  • Clarity on meal deductions when provided at conferences/meetings/training
  • Links to State Accounting Office policy for in state meal per diems
6.5 - Lodging

Revision
  • Daily Hotel Rates > $500 require pre approval from PBS
  • Clarity on when to use State of GA Hotel/Motel Tax Exemption Form

6.6 - Air Transportation

Revision
  • Reinforcing use of “cost-effective” travel for air transportation
  • Employees should use GT contracts w/air carriers for official business travel
  • Clarity on when Business and First Class Air Travel is reimbursable for domestic and international flights - 10 hour or more rule removed
  • Frequent Flyer programs should not influence flight selection
Topics Policy Status Major Updates/Changes
Procurement & Business Services    
6.7 - Ground Transportation: Mileage, Parking, Taxi & Rail Revision
  • Personal vehicle travel should not exceed cost of equivalent transportation
  • Quote for travel required from travel management company
6.8 - Rental Vehicles

Revision
  • Rental vehicles should be reserved via Institute’s travel mgmt system
  • Removed specific car rental names from policy
  • Defined acronyms for insurance coverage (LDW, CDW, PAI, etc.)
  • Defined minimal ins coverage needed if contractual rental not available

6.10 - Trips Which Include Annual Leave/Personal Travel

Revision/Clarification
  • Personal and business travel expenses should be kept separate
  • Personal travel dates should be added to detailed trip description on TA
  • Airfare quotes with & without annual leave required for cost comparison
  • Expenses for personal vehicle travel that exceed one day will not be reimbursed – reimbursements limited to official travel only using most direct route

6.13 - Reimbursement for Travel Expenses – Employees

Revision
  • Copy of agenda required for conferences/meetings/training
  • Indicated potential taxability of reimbursements over 60 days
  • Defined responsibilities for approvers, delegates and administrators
6.14 - Retreats & Campus Workshops for Faculty & Staff

Revision/Clarification
  • Day Workshops – Noon meal changed to “meal”
  • If food is itemized, per diem rates apply
  • Copy of agenda needed along with invoice for payment
  • Clarification on reimbursement of lodging and meals within 50 mile radius of home or work
6.16 - Non-Employee Travel

Revision/Clarification
  • Travel expense reimbursement & reconciliation should be submitted w/in 10 days
  • Should not exceed 45 calendar days
  • Expenses for family of Prospective Employees/Students/Official Guests can be reimbursed using affiliated organization funding if approved in advance