Travel Basics

The University of Virginia is a public institution governed by the Commonwealth of Virginia. As such, all expense records, regardless of fund source, are open to the public under the Federal and State Freedom of Information Act.

All claims for reimbursement for travel expenses must be in accordance with State law and the University's general Financial and Administrative Travel Expenses Policy.

All trips must support the mission of the University of Virginia, receive the appropriate approvals, and be carefully planned to ensure that expenditures are necessary, prudent, and as economical as possible.

Procurement Services policies and procedures regarding travel apply to anyone traveling for properly approved University business purposes, with the two exceptions noted below. It is not necessary that the traveler has a position with the University.

Sponsored Program Funds Note: The rules and guidelines on this page apply to travel on sponsored program funds, except where specifically noted. In the unusual case where travel is purchased solely from sponsored program funds and the individual grant or contract specifies other rules for travel purchases, the grant rules prevail. Please read your grant's "Sponsor's Notice of Grant Award" for exceptions to these rules. If your grant includes federal funds, it will also be subject to federal regulations on travel purchases, including the "Fly America Act". Visit the Office of Sponsored Programs website often to be sure that you are aware of all such issues relating to travel on these funds.

The travel policy is intended to:

Fund Source

 

Responsibility of the Traveler

Responsibility of the Traveler's Supervisor

Responsibility of the Traveler's Supervisor's Supervisor