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Travel Guidelines

travel
Prior to Travel
·         Complete Travel Authorization Form and turn in to your Administrative Assistant at least 30 days prior to day of  travel. Things to remember in filling the form out.
  • Provide fund number you wish to charge the tavel reimbursement to
  • Provide Home address and phone number
  • Destination of trip and purpose of trip
  • The exact dates of the trip, to and from

           (Signatures on the travel authorization form is not required.  Approvals are done electronically once the information is entered  into Chrome River)

·         If traveling internationally travel insurance (CISI) must be purchased and Travel Authorization Form is required to be submitted at least 30 days prior to travel.

·         Remember if you are planning to drive please note that you have a few options that is available and allowable. (A cost comparison will be needed to verify the best option comparied to flying)

  • one chose you can use your personal car and be reimbursed mileage or save your gas receipts and be reimbursed for the gas (you can't get both)
  • second chose you can rent a car from  Fleet Services if they have availability.
  • third chose you can rent a car since we have a contract with Enterprise we suggest to contact them first to see what they have available.

·         If renting a vehicle there are several charges that are NOT allowable:

  • Liability Insurance (except for international travel )
  • Roadside Assistance
  • Refueling charges

·         When booking your accommodations you should check the per diem rates for the city and state (or country) you are visiting

·         Purchases that your Administrative Assistant may complete are:

  • Flights
  • CISI Insurance (international insurance)
  • Conference Fees

Post-Travel

Upon your return you should notify your administrator and provide the necessary documents 

  • Travel Reimbursement Request form or an email explaning your expenses in detail
  • Original receipts for all purchases excluding meals
  • Lodging address is paid for by another person or host
  • Conferences will need the title of presentation or business purpose for attendance

  If you have any travel questions, you can visit Travel on the Virginia Tech Controller website or you can contact your administrator.

Administrative Contacts