Any individual traveling on behalf of С»ÆƬÊÓƵ 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.
С»ÆƬÊÓƵ is required to communicate State travel policies, regulations and procedures to all employees who travel on State business. Additionally, С»ÆƬÊÓƵ must ensure that all travel expenses conform to the State travel regulations.
Travelers are responsible for understanding and complying withÌýallÌýCommonwealth of Virginia and С»ÆƬÊÓƵ 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 theÌýTraveler's Checklist for Overnight TravelÌýto 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 theÌýMaster Signature List.
The Chrome River Travel System () must be used forÌýallÌýtravel and small business expense reimbursements. All non-employees must be enrolled in Chrome River to receive reimbursements. (SeeÌýEnrollment 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 InformationÌý(revised April, 2018)
6-701 - Travel Terms and DefinitionsÌý(revised April, 2018)
6-702 - Traveler's Checklist for Overnight TravelÌý(revised April, 2018)
6-703 - Travel Expenditure Sub-Object CodesÌý(revised April, 2018)
6-704 - Common Travel Reimbursement ErrorsÌý(revised April, 2018)
6-705 - Lodging/Accommodation GuidelinesÌý(revised July, 2022)
6-706 - M&IE Per Diem and Lodging GuidelinesÌý(revised April, 2020)
6-707 - Exceptions to the Meals and Lodging GuidelinesÌý(revised July, 2022)
6-708 - Reimbursable Meal LimitsÌý(revised April, 2020)
6-709 - Meals (overnight)Ìý(revised April, 2018)
6-710 - Meals (non-travel related)Ìý(revised April, 2018)
6-711 - Conference - Registration FeesÌý(revised April, 2018)
6-712 - Use of Personal VehiclesÌý(revised July, 2022)
6-713 - Use of Rental VehiclesÌý(revised January, 2021)
6-714 - Travel Outside the United StatesÌý(revised April, 2018)
6-715 - Other/Miscellaneous ExpensesÌý(revised April, 2018)
6-716 - Non-Reimbursable ExpensesÌý(revised April, 2018)
6-717 - Travel CreditsÌý(revised April, 2018)
6-718 - Travel Advances - EmployeesÌý(revised April, 2020)
6-719 - Travel Advances - StudentsÌý(revised April, 2020)
6-720 - Travel Vouchers - General InformationÌý(revised April, 2018)
6-721 - Travel Vouchers - Completing Travel ReimbursementsÌý(revised April, 2020)
6-722 - Travel Vouchers - Submitting Travel ReimbursementsÌý(revised April, 2021)
6-725 - Travel - Public CarriersÌý(revised April, 2019)
6-730 - Corporate Travel CardÌý(revised April, 2021)
6-735 - Completing Non-Employee Travel ReimbursementsÌý(effective March, 2020)
6-775 - Meals - Student Academic & Student Club FunctionsÌý(revised April, 2020)
Office of Risk Management
University Travel Risk Management Policy #1007
Global Travel Registry Requirement
Specific Travel Guidelines
