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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

·         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 questions regarding travel, you can visit Travel on the Virginia Tech Controller website.