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:
- Ensure compliance with state and federal
regulations.
- Establish guidelines for approval, control and
accounting for employees and others who travel on University business.
- Ensure fairness for both the traveler and the
University.
Fund
Source
- State
Funds: These funds include tuition and fee
revenues, F&A recoveries, funding from state tax dollars, sales and
services activities, and auxiliaries. State limits apply to payments and
reimbursements from these sources.
- Local
Funds: These funds are primarily composed of
gifts and endowments. Some exceptions to State and Sponsored Program
limits can be processed using these funds.
- Sponsored
Programs: These programs are funded by revenue
derived from grants and contracts. Most of the state limits apply to
payments and reimbursements made from these sources. Exceptions are noted
in the text of this policy or may be included in the terms of the grant or
contract in question.
Responsibility
of the Traveler
- A traveler on University business has the
responsibility to act prudently and to only incur travel expenses, which
are necessary, reasonable, appropriate, and in compliance with University
policy. All travel should be authorized by someone who has knowledge of
the traveler's plans and the authority to question it prior to any cost
being incurred. Unless documented by policy, no Self Authorization or self-approval of travel should
occur. The traveler is responsible for prompt submission of travel-related
expenses, accounting for any advances received, and for maintaining any
University issued corporate Travel Card accounts in good standing.
- Travelers have 30 days from the completion of
travel to submit all appropriate reimbursement forms to Procurement
Services for review. These include required approvals, pages, and original
supporting documentation (i.e., ticket stubs, boarding passes, receipts,
etc.).
- An explanation as to why paperwork was not submitted in a timely
manner will be required if reimbursement requests are received after 30
days.
- Written approval from the appropriate Dean or Vice President is
required in cases where the reimbursement request submission exceeds 60
days. If a
traveler submits three or more reimbursements more than 30 days old,
the Dean or Vice President will be notified and THE
REIMBURSEMENT MAY BE DENIED ENTIRELY.
Responsibility
of the Traveler's Supervisor
- Should have authorization over the account being
charged,
- Cannot be the individual seeking reimbursement,
unless documented in the Self
Authorization policy,
- Should be the traveler’s direct supervisor as
defined in the Human Resource System,
- Should approve travel reimbursement requests and
certify all travel expenditures are appropriate,
- Should approve limits over the allowable amount
as noted in policy when justified and circumstances warrant,
- In general, should not be asked to approve the
travel expenses for an individual to whom they report, and
- Should not approve the travel of a near relative
(e.g., spouse or equivalent, child, parent, etc.).
Responsibility of the Traveler's Supervisor's
Supervisor
- Approve actual meal reimbursement requests
exceeding the established limits,
- Approve lodging rates exceeding the 100% overage
when justified and circumstances warrant, and
- Approve conference
rates over the established limits.