It is the policy of the Georgia Department of Transportation (GDOT) that travel services for airline ticketing, car rentals and hotels/motels shall be provided in the most economical and expeditious manner possible. Accordingly, a Travel Agent Services contract has been established for the Department.
The Department of Administrative Services (DOAS) has established a Statewide Contract for airline tickets (Statewide Contract #S-030643), available for view at:
http://ssl.doas.state.ga.us/PRSapp/PR_StateWide_contract_list_alpha.jsp
Under the Statewide Travel Regulations of the State Auditor and the Office of Planning & Budget, use of this contract is mandatory for all state agencies as long as it provides the lowest fare available at the time of contract award.
Additionally, The Department of Administrative Services has published a Statewide Contract, S-030293, for vehicle rental available for view at:
http://ssl.doas.state.ga.us/PRSapp/PR_StateWide_contract_list_alpha.jsp.
- Mandatory Airline Ticket Reservations
- Convenience Reservations
The Department has contracted, through competitive solicitation, with a travel agent service, See MAP 17-5 for procedures, providing for the best rates available and significant savings for the Department. Therefore, use of this vendor shall be mandatory for employees booking airline tickets. All tickets issued by the travel agent service will be restricted non-refundable tickets; the most cost effective travel option, unless a refundable ticket, as provided by the statewide contract, is available at a cheaper rate or special circumstances are in place at the time of purchase. Exceptions such as a critical illness or impending child birth will be per-approved through G.O. Procurement at the time of the initial request. It is incumbent on the employee to assure that travel is necessary and that every effort has been made to coordinate his or her schedule to eliminate wherever possible itinerary changes.
A Georgia DOT Passenger Profile, DOT 1036, must be completed and returned to the travel agent service prior to requesting reservations. Additionally, and as defined in the related MAP 17-5, a completed Travel Expense Authorization, DOT 1523, must be completed and forwarded to the Accounting Travel Staff prior to the completion of reservations.
The travel agent service can also coordinate, as a convenience and not as a requirement, automobile and hotel/motel reservations. In order for the travel agent service to make such reservations, employees must ensure that their personal credit card or DOT American Express card information is included on their Georgia DOT Passenger Profile. Employees traveling to locations with National Car Rental offices can elect to have National Car Rental bill the Department in accordance with the statewide contract. When travel to a location not having a Statewide Contract vendor, another rental car vendor may be used, reservations booked either by the employee or the Department travel agent services.
All related travel policies may be found in TOPPS 7195.
All related travel procedures may be found in MAP Chapter 17.
Persons not employed by the Department including family members of Departmental employees may not use the contracts described above for airline reservations, car rental or hotel reservations to make the Department liable for their travel.
Violation of this policy may create personal financial liability as well as be grounds for disciplinary action, up to and including dismissal from employment.
Document History:
- added to TOPPS: 08/18/05
- revised: 01/27/06
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