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Learn About Transportation Options

Travelers for VCU may be reimbursed for transportation, which can include mileage for a personally owned vehicle, cost to rent a vehicle, travel by air, rail, taxis, shuttles and buses. Rates for public transportation must not exceed those for coach class accommodations except when allowed by guidelines.

Step by Step

  1. Air Travel

     Air travel cannot exceed the rates charged for coach fare (i.e. economy plus, business class) except:

    • When it does not cost more than the lowest available coach fare (comparison at time of booking must be attached)
    • For travel to Western Europe if the business meeting is conducted within three hours of landing
    • For transoceanic, intercontinental trips involving flight-time of at least eight consecutive hours
    • If the traveler pays the difference
    • If the difference is placed on Local funds

    First class is prohibited on state or grant funds.

    Because of the liquidity of air and rail tickets, any unused portions must be returned to the Department for credit. Each Department should have a written policy and assigned responsibility for obtaining and controlling airline and rail tickets, particularly any unused portions.

    Understand Document Requirements

    For reimbursement purposes, the final confirmation pages from the Internet travel site showing the total cost, detailed itinerary, class of fare (i.e. economy) and method of payment are required.

    Change fees must be explained. Charges for changes to tickets/reservations to accommodate personal comfort, convenience and preference are not reimbursable.

    Please view Documentation for Travel and Food to learn more about documentation requirements.

    Fly America Act

    Travelers using Federal grant funds are required to fly on U.S. flag air carriers as stated in the Fly America Act. Contact your principal investigator or Grants & Contracts Accounting for detailed Federal regulations.

    Low Cost Carriers

    Use of Low Cost Carriers is encouraged by VCU’s Department of Procurement Services. To maintain competitive airfare prices in Richmond, travelers are encouraged to make every reasonable effort to utilize these carriers, unless significant flight schedule differences, sold out flights or large fare differences exist.

    Air Travel Options:Chartered, Personally-Owned, or State-Owned

    In addition to the use of commercial airlines, several air travel options exist for the University when appropriate approvals are secured. Please contact Procurement Services for information about Chartered, personally-owned, or State owned aircraft.

  2. Rail Travel

    The Authorized Approver may grant permission for above economy class rail travel under any of the following circumstances:

    • When it does not cost more than the lowest available coach fare (comparison must be attached)
    • When reserved coach seats are not offered on the route (documentation must be provided)
    • If the traveler pays the difference
    • If the difference is placed on Local funds.

    Understand Document Requirements

    For reimbursement purposes, the ticket stubs or final confirmation pages from the Internet travel site showing the total cost, detailed itinerary, class of fare (i.e. economy) and method of payment are required.

    Please view Documentation for Travel and Food to learn more about documentation requirements.

  3. Personally-Owned Vehicles

    Employees are permitted to use their personally owned automobile when an Enterprise/National contract vehicle is not available, or when the use of a personally owned vehicle is cost-beneficial to the University. 

    • Mileage incurred by employees should be taken to/from their assigned Base Point on normal scheduled work days.  The employee’s Base Point is defined as the place, office or building where the traveler performs his/her duties on a routine basis.  It is the responsibility of the department to assign an employee’s Base Point.  Commuting mileage is not reimbursable.
    • Mileage may be reimbursed at the current IRS mileage rate of $.560/mile Current IRS rate (for travel taken as of January 1, 2014) regardless of number of miles driven as long as this was the most cost-beneficial transportation option.
  4. Rental Vehicles

    Reimbursement of vehicle rental expenses is limited to official business use only. VCU utilizes a Virginia Association of State College and University Purchasing Professionals (VASCUPP) contract with Enterprise Leasing CO. to provide nationwide vehicle rentals through Enterprise Rent-A-Car and National Car Rental brands.

    Understand Documentation Requirements

    Finalized rental receipts and gas receipts must be submitted with the reimbursement request. It is the traveler’s responsibility to make sure that tax is not inappropriately charged and that unauthorized extras have not been charged to the rental agreement. Failure of the traveler to verify charges on the receipt may result in certain expenses not being reimbursed.

    Rentals larger than compact or intermediate class must be justified and fully explained on the reimbursement request.

    Please view Documentation for Travel and Food to learn more about documentation requirements.

    Understand Rental Car Refueling

    Travelers must ensure that the rental vehicle is refueled before returning the vehicle to the rental contractor. Reimbursement will be based on the fuel used and receipts provided. Fuel purchased from the rental contractor may not be reimbursed with State or Grant funds. Employees should never authorize prepayment for fuel as there is a potential for purchasing fuel over the amount needed and rental car vendors do not return a credit for unused fuel. Credit card statements cannot be submitted in place of gas receipts.

    Understand Insurance for Rental Car Reservations

    If the traveler is a

    then

    Notes

    State Employee

    Decline

    Rental insurance will not be reimbursed.  The Department of Treasury, Division of Risk Management, provides a Statewide Self-Insured Automobile plan for State employees.

    Non-State Employee

    Accept

    Only when the agency considers automobile rental reimbursable.  Rental car insurance for these individuals may also be treated as a reimbursable expense.

    Insurance reimbursement should only include Liability Damage Waiver (LDW) and Collision Damage Waiver (CDW).

    State or Non-State Employee Outside the United States

    Accept

    Individuals traveling outside of the territorial United States (including Canada, Puerto Rico) are required to purchase and will be reimbursed for LDW and CDW insurance.  Other types of insurance offered such as trip cancellation, personal, health or life insurance are not reimbursable.


  5. Learn about the VASCUPP Rental Car Contract

    Make a Reservation

    Option 1 – Contact the Enterprise or National location of your choice directly and give them the contract number XZ21184. You will need your VCU ID to pick up the rental.

    Option 2 – Reserve the rental through the Christopherson Business Travel online booking tool

    Additional Information

    • VCU is exempt from paying taxes and fees associated with the rental in the state of Virginia.  It is the traveler’s responsibility to ensure the taxes and fees associated with the rental are appropriately taken off the bill at the time of check out. Failure of the traveler to verify charges on the receipt may result in certain expenses not being reimbursed.
    • VASCUPP contract pricing for Enterprise Rent-A-Car damage waiver fee of $5/day is included in the local and national daily rental rates.

    Contract Rates

    VASCUPP Enterprise Rental Car Contract
    Renewal Pricing for 1/1/2014 – 12/31/2014

    Rates from 1/1/2014 – 12/31/2014

    Enterprise Rent A Car Local Rental Rates

    Damage Waiver of $5/day is now included in the daily rate.

    Vehicle Class

    Daily Rate

    Compact

    $33.77

    Intermediate

    $35.79

    Standard

    $37.81

    Full Size

    $38.82

    Minivan

    $64.65

    Pickup

    $56.49

    Specialty/ SUV

    $64.65

    12 Passenger /Large SUV

     $85.03

     

     

    Enterprise Rent A Car Nationwide Rates including Northern VirginiaRental Rates

    Damage Waiver of $5/day is included in the daily rate.

    Vehicle Class

    Daily Rate

    Compact

    $38.99

    Intermediate

    $39.99

    Standard

    $41.99

    Full Size

    $43.99

    Minivan

    $60.44

    Pickup

    $60.44

    Specialty/ SUV

    $60.44

    12 Passenger /Large SUV

    $88.39

     

    One Way Car Rentals

    All one-way rentals should be booked with National Car Rental using the Virginia Commonwealth University dual-branded account number XZ21184. National Car Rental is the only brand that offers contracted one-way rates through the VASCUUP contract. Any one-way rentals booked through Enterprise will automatically remove any negotiated rates/policies including Damage Waiver.

    National One-Way Rates
     
    Vehicle Code Vehicle Class One-Way Daily Rates / Mileage
     
    CCAR  Compact Car  $70.00
    ICAR  Intermediate Car  $70.00
    SCAR  Standard Car  $70.00
    FCAR  Fullsize Car  $70.00
    MVAR  Minivan  $65.50 / $0.40 per mile
    SFAR  Standard SUV  $65.50 / $0.40 per mile
         

    DAILY RATES: U.S./PUERTO RICO/DISTRICT OF COLUMBIA/CANADA

    SIPP
    Code

    Class

    Daily
    Rate

     

    SIPP
    Code

    Class

    Canada
    (CAD)

    CCAR

    Compact

    $38.99

     

    ECAR

    Economy

    $47.00

    ICAR

    Intermediate

    $39.99

     

    CCAR

    Compact

    $49.00

    SCAR

    Standard

    $41.99

     

    ICAR

    Intermediate

    $51.00

    FCAR

    Full Size

    $43.99

     

    SCAR

    Standard Size

    $53.00

    MVAR

    Minivan

    $69.25

     

    FCAR

    Full Size

    $54.00

    IFAR/SFAR

    Midsize/Standard SUV

    $69.25

     

     

     

     

     

    TERMS & CONDITIONS: U.S./PUERTO RICO/DISTRICT OF COLUMBIA

    • Weekly/Monthly Factors: The weekly rate is 6 times the daily rate; monthly rate is 4 times the weekly rate.
    • One-Way Surcharges: Compact through Full Size Rental Rate will be $70.00/day; Minivan and above will be the Daily Rate plus $0.40/mile.
    • Youthful Driver Surcharge: National agrees to waive the youthful driver surcharge for Eligible Renters who are twenty-one (21) to twenty-four (24) years old renting for Business Use pursuant to this Agreement.
    • One-Day Surcharges: Rentals commencing on a Mon/Tue/Wed will be charged the Daily Rate plus $5.00/day.

    GEOGRAPHIC SURCHARGES: U.S./PUERTO RICO/DISTRICT OF COLUMBIA/†CANADA

    • $4   Charlotte; Cincinnati; Cleveland; Kansas City; Los Angeles area (excluding LAX); Milwaukee; Minneapolis/St. Paul; New Orleans; Phoenix; San Francisco area; Seattle; St. Louis; State of Illinois (excluding Chicago); State of New York (unless otherwise indicated)
    • $7   Atlanta; Commonwealth of Puerto Rico; Colorado Springs; Denver; Hartford; Los Angeles International Airport (LAX); Pittsburgh; Providence; State of Alaska; State of Texas
    • $10  Baltimore; Boston; Chicago; Detroit; Philadelphia; Washington DC
    • $22  NY/NJ/CT Metro Area; Newark (EWR)
    • $27  LaGuardia (LGA); Kennedy (JFK); Manhattan

    †Geographic Surcharges may apply at some Canadian locations

  6. Ground Transportation

    Public transportation, such as taxis, shuttles and metros, from place of lodging to restaurants is allowed only for official business needs.

    For taxis, shuttles, parking and tolls, receipts are required for claims in excess of $25.00.

  7. Airport Shuttle Services

    James River Transportation has the current contract with the Richmond Capital Region Airport Commission to provide shuttle services to and from Richmond International Airport (RIC). They have a counter and office located on the first floor of the airport staffed 24/7 to serve customers. Drivers and vehicles are operating at all times. Reservations can be made:

    The current fixed rate for private vehicle shuttle service to and from our campus to RIC is:

    • $35.00 (plus gratuity) for a sedan that seats 2-3 people with luggage
    • $45.00 (plus gratuity) for a van that seats up to 9 people with luggage

    For individuals making arrangements for guests to the university, you may want to request an exception to allow the charge(s) to be made on your P-Card. Please email corpcard@vcu.edu to obtain information on requesting an exception.

For More Information

procurement services Travel & Corporate Card Services »
10 S. 6th Street
Richmond, Virginia 23219