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It is the policy of the Department that Hotel and Conference Center contracts be established in accordance with the State Department of Audits guidelines and Department policy regarding travel regulations and procedures: TOPPS 7195-1, TOPPS 7195-2 and DOT 1523, Travel Expense Authorization.
This policy and MAP 12-7 establishes Departmental policy and procedures for negotiating hotel/conference center contracts. The Hotel/Conference Contract Template should be used in contracting these services when accepted by the hotel or conference center vendor.
A separate TOPPS policy is provided for Special Events and Training not covered by this policy. Typically such events are held without hotel rooms being inclusive of the meeting.
There shall be two (2) separate protocols for signatures on hotel and conference center contracts.
For all hotel and conference center contracts that are to be engaged for Department approved conferences, the only authorized signatories are the Commissioner and the Treasurer. These signatures must be preceded by the contract review and approval of the G.O. Procurement Office and the Office of Legal Services.
A Third Party is defined as an organization that is not financially or legally affiliated with the State of Georgia or the
Georgia Department of Transportation, e.g. SASHTO or other professional business organization associated with the
employee’s Departmental job performance. An employee of the Georgia Department of Transportation may, from time
to time and as a member of such organization, act on behalf of a Third Party, but in so doing may in no way, financial or
legal, make commitments for or claim to represent the Georgia Department of Transportation or the State of Georgia. Such
employee shall disclose to the hotel or conference center that the employee represents a Third Party only and not the
Georgia Department of Transportation. Therefore, the Georgia Department of Transportation bears no financial or legal
responsibility for commitments made by such Third Party or its representatives.
When contracting as a member of a Third Party, a contract should be signed by an authorized representative of that Third Party. It is understood that when a Department employee is acting as an authorized representative of that Third Party, the employee is acting independently of his or her status as an employee of the Department. Should the Department employee be the signatory to the contract, such signature makes no commitment on behalf of the Department, financially or legally. It must be understood that in no event shall;
Due to non-financial Departmental resource involvement for all Third Party conferences engaged by a Department employee acting as an authorized representative of that Third Party, the employee acknowledges that he or she is acting independently of his or her status as an employee of the Department. Should the Department employee be the signatory to the contract, such signature makes no commitment on behalf of the Department, financially or legally. These signatures must be preceded by the review and approval of the G.O. Procurement Office and the Office of Legal Services to validate that such contract does not contain legal or financial commitment for the Department.
The only accepted form of order and payment for Department sponsored conferences is the purchase order process as defined in MAP 12-4, Department Purchasing Procedures, Sections 1 and 9. Under no circumstances will the use of the P-Card be authorized or permitted.
Travel Authorizations to Department authorized or sanctioned conferences shall be adhered to in all instances. Specifically this includes registration fees, lodging and meals as established and defined in TOPPS 7195-1, Travel Authorization Policy, which includes completion of DOT 1523, Travel Expense Authorization, and a recommendation memorandum from the Division Director or Office Head/District Engineer. Providing a copy of the program or agenda to the Division Director or Office Head/District Engineer is recommended if available.
Additional policy requirements are provided in TOPPS 7195-2, Travel & Business Expense Reimbursement Policy, Overview and subsections A. Meals and B. Lodging. It must be understood that no employee is entitled to reimbursement for meals or lodging outside these parameters.
Violation of this policy may create personal financial liability as well as be grounds for disciplinary action, up to and including dismissal from employment.
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