Policy Overview
The Foreign Travel policy (Administrative Policy No. 6.17) applies to all Georgia Tech employees and addresses travel outside the state of Georgia, including international travel on behalf of the institute.
Authorization Requirement
Travel authorization is mandatory for any travel outside Georgia, including international travel. Employees must complete a spending authorization through Georgia Tech’s financial management system. Approval from the employee’s manager, cost center manager (or their delegate), and driver working manager(s) is necessary before the first day of travel.
Fly America Act
When traveling internationally for official business on behalf of Georgia Tech, employees must comply with U.S. laws and regulations. Non-compliance with the Fly America Act, which governs the use of U.S. flag air carriers for federally funded air transportation, can have profound implications.
- Any air transportation funded by federal assistance must be performed by a U.S. flag air carrier or under a code-sharing arrangement with one.
- U.S. flag air carrier service is considered “available” even if other services are more cost-effective or convenient.
- Specific rules apply to ensure U.S. flag air carrier usage, except in certain situations.
Use of Foreign-Flag Air Carriers
- When traveling to and from the U.S., a foreign-flag air carrier is permissible if it meets specific conditions related to travel time, aircraft changes, and waiting periods.
- Compliance with U.S. laws and regulations is essential when choosing air carriers.
- Georgia Tech has contracted with a primary agent to simplify the process of recovering Value Added Tax (VAT) related to international travel and study abroad activities. The recovered funds are then posted to an institutional account, ensuring a streamlined and efficient process.