Travel Overview
|
Travel Expense |
ODU |
ODU Documentation Required |
Non-Reimbursable Expenses |
Notes |
|
International Travel |
Allowed |
N/A |
N/A |
Requires submission and pre-approval in Chrome River prior to trip. Requires registry in Travel Registry System. (Policy 1007) |
|
Airfare |
Economy or coach only allowed |
Itinerary, receipt, and boarding passes |
N/A |
Business/first class, preferred seating, premium seating or upgrades, ticket changes to accommodate personal comfort or convenience. CAPP Topic 20335, pg. 35-37 |
|
Travel Insurance |
Not allowed |
N/A |
N/A |
Travel insurance is not allowed per Commonwealth requirements. CAPP Topic 20335, pg. 25 |
|
Baggage |
Allowed |
Receipt |
N/A |
If baggage limits are exceeded for business purposes, the cost is reimbursable with receipt and appropriate explanation. CAPP Topic 20335, pg. 37 |
|
Car Rental |
Standard or mid-size only. Full size or SUV only in certain circumstances (group travel). |
Rental agreement, confirmation, and final receipt. Justification required for non-economy or compact. |
Refueling service. Rental insurance for state employees traveling within the U.S. |
Select the most economical contractor and type of vehicle. Travelers should not enter into a fuel agreement or pay for fuel at the time of rental or before the vehicle is used. (Decline refueling options offered by rental agents.) State employees must decline car insurance when traveling within the U.S. and accept insurance if traveling outside of the 48 contiguous U.S. CAPP Topic 20335, pg. 39-40. |
|
Vehicle Fuel |
Allowed |
Receipt with a copy of the car rental contract OR license plate number if a state vehicle |
Premium fuel |
CAPP Topic 20335, pg. 41 |
|
Parking |
Allowed |
Receipt required if amount exceeds $75 |
Valet parking |
Receipts required for reimbursement request where individual request is over $75. CAPP Topic 20335, pg. 34. |
|
Taxi/Shuttles |
Allowed |
Receipt required if amount exceeds $75 |
N/A |
Select the most economical method/service which may include Uber or similar ride-sharing services. Receipts required for reimbursement request where individual request is over $75. Maximum reimbursable tip is 15%. CAPP Topic 20335, pg. 35. |
|
Toll |
Allowed |
Receipt required if amount exceeds $75 |
N/A |
CAPP Topic 20335, pg. 34. |
|
Train |
Economy or coach only allowed |
Itinerary, receipt, and boarding pass |
Business/first class, Travel insurance |
Ticket changes to accommodate personal comfort, convenience and taste are not reimbursable. CAPP Topic 20335, pg. 35-36. |
|
Public Transit |
Allowed, economy |
Receipt |
N/A |
Ticket changes to accommodate personal comfort, convenience and taste are not reimbursable. CAPP Topic 20335, page 35. |
Travel considerations
- The Commonwealth will reimburse individuals traveling on official State business for reasonable and necessary expenses incurred. When planning and paying for travel, there are several factors of primary concern: economy, prudence, and necessity. The use of State funds to accommodate personal comfort, convenience, and taste is not permitted.
- Requirements apply to all employees and non-state employees who travel on state business and/or are reimbursed with state funds.
- Travel reimbursement request/expense reports must be submitted following completion of travel (must be within 60 days of return). Any expense report submitted after 60 days of travel dates must be allocated to a discretionary (ledger 6 account). *Please note: expense reports submitted 90 days or more after the trip will be paid through Chrome River and taxed as income through payroll per ITS guidelines.
- Per diem rates are governed by the US General Services Administration (GSA) rates: https://www.gsa.gov/travel/plan-book/per-diem-rates.
- University Pcard may be used for conference registration and travel (flights, train, car rental). Lodging is not allowed on the Pcard.
Related policies
- Commonwealth Accounting Policies and Procedures (CAPP) Manual
- University Policy 1002: University Code of Ethics
- University Policy 1003: University Responsibility for Compliance
- University Policy 1007: University Travel Risk Management Policy
- University Policy 1050: Business-Related Travel Allowance
- University Policy 1051: Business Travel Reimbursement Policy
- University Policy 3001: Responsibility of Budget Unit Directors
- University Policy 3250: Vehicle Use Policy
- PCard Policies and Procedures
- Chrome River, Filing Travel Reimbursements