Any individual traveling on behalf of 51情报站 on official university business must complete the Travel Registry Process prior to departure, no exceptions.
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It is the policy of the Commonwealth of Virginia to limit travel costs to only those expenses that are necessary for providing essential services to the Commonwealth's citizens. Further, travelers and travel planners must seek ways to reduce the cost of essential travel.
51情报站 is required to communicate State travel policies, regulations and procedures to all employees who travel on State business. Additionally, 51情报站 must ensure that all travel expenses conform to the State travel regulations.
Travelers are responsible for understanding and complying with听all听Commonwealth of Virginia and 51情报站 policies and procedures. Failure to follow travel guidelines could result in a reduced reimbursement or delayed processing of a travel reimbursement request. Travelers are also reminded that submitting a false reimbursement claim constitutes fraud.
Travelers can use the听Traveler's Checklist for Overnight Travel听to help ensure compliance with Commonwealth travel regulations. It provides a checklist of steps and actions that must be completed prior to overnight travel, while in overnight business travel status, and after overnight business travel is completed.
Travelers may not approve their own travel-related documents. The traveler's supervisor and Budget Unit Director (BUD) must approve Pre-Approval Requests (for international travel) and Expense Reports in Chrome River. The BUD approving travel must be on the听Master Signature List.
The 听must be used for听all听travel and small business expense reimbursements. All non-employees must be enrolled in Chrome River to receive reimbursements. (See听Enrollment for Non-Employees).
Travel Procedures
Office of Finance
Here are the official procedures for travel, outlined in detail. If you have any questions, please direct them to the Office of Finance.
6-700 - General Travel and Travel Planning Information听(revised April, 2018)
6-701 - Travel Terms and Definitions听(revised April, 2018)
6-702 - Traveler's Checklist for Overnight Travel听(revised April, 2018)
6-703 - Travel Expenditure Sub-Object Codes听(revised April, 2018)
6-704 - Common Travel Reimbursement Errors听(revised April, 2018)
6-705 - Lodging/Accommodation Guidelines听(revised July, 2022)
6-706 - M&IE Per Diem and Lodging Guidelines听(revised April, 2020)
6-707 - Exceptions to the Meals and Lodging Guidelines听(revised July, 2022)
6-708 - Reimbursable Meal Limits听(revised April, 2020)
6-709 - Meals (overnight)听(revised April, 2018)
6-710 - Meals (non-travel related)听(revised April, 2018)
6-711 - Conference - Registration Fees听(revised April, 2018)
6-712 - Use of Personal Vehicles听(revised July, 2022)
6-713 - Use of Rental Vehicles听(revised January, 2021)
6-714 - Travel Outside the United States听(revised April, 2018)
6-715 - Other/Miscellaneous Expenses听(revised April, 2018)
6-716 - Non-Reimbursable Expenses听(revised April, 2018)
6-717 - Travel Credits听(revised April, 2018)
6-718 - Travel Advances - Employees听(revised April, 2020)
6-719 - Travel Advances - Students听(revised April, 2020)
6-720 - Travel Vouchers - General Information听(revised April, 2018)
6-721 - Travel Vouchers - Completing Travel Reimbursements听(revised April, 2020)
6-722 - Travel Vouchers - Submitting Travel Reimbursements听(revised April, 2021)
6-725 - Travel - Public Carriers听(revised April, 2019)
6-730 - Corporate Travel Card听(revised April, 2021)
6-735 - Completing Non-Employee Travel Reimbursements听(effective March, 2020)
6-775 - Meals - Student Academic & Student Club Functions听(revised April, 2020)
Office of Risk Management
University Travel Risk Management Policy #1007
Global Travel Registry Requirement
Specific Travel Guidelines
