Travel

Going to a conference or traveling for work?

Finance and Planning would like to remind those with travel plans to review the travel policies and procedures outlined below. We've compiled a helpful document outlining these procedures, which includes important information regarding travel requests, advances, booking flights, and adhering to budget guidelines. By familiarizing yourself with these procedures and following them accordingly, you will have a smoother reimbursement process and ensure compliance with university policies.

1. Initiate the Travel Process: To begin your travel request, complete the online form found on the Student Affairs Quicklinks page.
2. Pre-Travel Checklist: Before submitting your travel request, ensure you have obtained the following:
• Written or emailed approval from your Department Head, which should include an estimate of all anticipated expenses.
• Confirmed travel dates and the appropriate fund number to be used.
• The name and agenda of the conference you will be attending.
• If your travel is for business unrelated to a conference, clearly state the purpose of the trip.
• Confirmed lodging reservations, including the total cost of your stay.
3. Dietary Restrictions: If you have any dietary restrictions, please contact the conference organizers in advance of your trip to determine whether they can accommodate your needs. Document their response (confirmation of accommodation or notification that they cannot meet your needs). This documentation is required for reimbursement purposes and should be included with your post-travel expense report.
4. Lodging Per Diem: When making lodging arrangements, please ensure that your choices comply with current Federal guidelines regarding per diem rates. Reimbursement for lodging is dependent upon geographic location and must not exceed these established limits. Guidelines are listed in Procedure 20335r_Rates for Lodging and MIE.
5. Travel Advance: If you require a travel advance, your travel request must be submitted at least 30 days prior to your departure date. Additionally, you must include the University Travel Advance Payroll Deduction Agreement
6. Flight Booking:
• Your flight to the conference should arrive on the first day of the conference.
• Your return flight should depart on the final day of the conference.
• Please note that flights will be booked based on cost-effectiveness and time constraints, rather than a preference for a specific airline (e.g., Delta, American, etc.).
• Flights can be booked no more than 90 days prior to your departure date.
7. Budget Compliance: Ensure that all expenses incurred during your trip remain within your allocated budget.

Should you have any questions or require clarification on any of the points mentioned, please do not hesitate to contact Cammie Clark at camillet@vt.edu. Thank you for your cooperation!