Options
Air & Rail
VCU faculty and staff are required to book air and rail tickets for official business using University funds through Collegiate Travel Planners. Prior to booking travel with Collegiate Travel Planners, every traveler must update their online traveler profile. Step-by-step instructions: http://procurement.vcu.edu/i-want-to/travel/book-travel/
Fly America Act
Travelers using Federal grant funds are required to use US air carrier services for all travel funded by the US government. For International travel, the US government has entered into air transport agreements to allow use of foreign air carriers under certain circumstances. Visit the GSA website for further guidelines and FAQ: https://www.gsa.gov/policy-regulations/policy/travel-management-policy/fly-america-act
Class of Fare
Generally, airline and rail travel should be the most direct route, utilizing economy or coach class accommodations, and one of the lowest available fares. Exceptions for business class may be granted by the Dean or Vice Provosts. The approval must be obtained in writing and received prior to making the reservation.
Additionally, international destinations or those outside the continental United States (OCONUS) may be booked in the Premium, Plus or Comfort class (or equivalent class depending on the airline). These class options provide similar amenities to the former Business Class. For domestic segments, travel should be in economy or coach class. However, some ticketing options may require the full ticket to be purchased under the same class from the original destination. This will be allowed when the domestic coach fare option is not available.
The university allows the following international flight accommodations:
- Angled reclining seats (no lie-flat seats)
- Larger seats and extra legroom
- Complimentary plated meal
- Priority check in and boarding
- Complimentary 1st and 2nd baggage
Upgrades and overages are allowed on local funds if approved by the department. Domestic First Class and International Business Class luxury upgrades and services are not generally allowed and will require advanced VP approval.
Baggage fees
Charges for checking bags are reimbursable. Excessive weight and/or unusual charges must be fully explained.
Change Fees
Charges for changes to tickets/reservations to accommodate personal comfort, convenience and taste are not reimbursable. Change fees must be fully explained.
Combining Personal & Business Travel
Travelers who include personal travel when traveling for authorized VCU business must obtain and provide for reimbursement the cost for the business travel portion only. This cost must be based on the lowest comparable economy class fare(s) obtained through Collegiate Travel Planners, our contracted Travel Management Company (either online or agent), and must be at the time of booking. The air and rail tickets must be purchased through our travel management company regardless. The university will not pay more than the travel cost for the business portion. The business portion documentation must be submitted with the Chrome River reimbursement.
Low Cost Carriers
While VCU encourages the use of Low-Cost Carriers (e.g., JetBlue and Southwest) to maintain competitive airfare prices in Richmond, the use of several other carriers (Frontier, Spirit, Allegiant and Breeze) are not recommended because they are unable to support VCU’s duty of care and offer limited options.
Air Travel Options: Chartered, Personally-Owned, or State-Owned
Please contact travel@vcu.edu for information about Chartered, personally-owned, or State owned aircraft.
Rental Vehicles
Reimbursement of vehicle rental expenses is limited to official business use only. The traveler must select the most economical type of vehicle available, and acquire the appropriate commercial rate or government discount available when the vehicle is rented. VCU encourages travelers to use contracted vendors.
Itemized Documentation
Itemized rental and gas receipts must be submitted with the reimbursement request. Proper business justification is required for optional add-ons (GPS, toll passes, etc.).
Vehicle 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. Travelers must never authorize prepayment for fuel.
| If | Then | Notes |
|---|---|---|
| State Employee | Decline |
The Department of Treasury, Division of Risk Management, provides a Statewide Self-Insured Automobile plan for State employees. |
| Non-State Employee | Accept |
Liability Damage Waiver (LDW) and Collision Damage Waiver (CDW) are reimbursable expenses |
| International Rentals | Accept |
Individuals traveling outside of the contiguous 48 States 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. |
Rental Car Contract
Reimbursement of vehicle rental expenses is limited to official business use only. The traveler must select the most economical type of vehicle available, and acquire the appropriate commercial rate or government discount available when the vehicle is rented. Travelers are encouraged to use Enterprise/National Car rental, VCU’s contracted vendor for local, domestic and even global rentals.
Enterprise Rent-A-Car (local)/National Rental Car (out-of-state rentals)
VCU utilizes an E&I Cooperative Services Participation Agreement with Enterprise Leasing Co. to provide nationwide vehicle rentals through the Enterprise Rent-A-Car and National Car Rental brands. This agreement is a preferred source and should be used for all vehicle rentals related to university business. Enterprise is recommended for local rentals, while National is preferred for rentals originating outside Virginia. The agreement includes a damage waiver (DW) and liability coverage at limits of $100,000 per person, $300,000 per occurrence, and $50,000 for property damage in both local and national daily rental rates. Additional terms may apply for drivers aged 18 to 20, particularly regarding business use and geographical restrictions.
The Vehicle Accident Prevention and Safety policy applies to all university or business-related rentals.
Rentals can be booked with either Enterprise or National Car Rental using the contract number XZ21184 and will include all contractual benefits. However, Enterprise may charge a variable “drop fee” calculated by class of car and distance.
Make a Reservation with Enterprise/National
Reserve the rental through Collegiate Travel Planners online booking tool or contact Enterprise or National directly. You must provide the contract number XZ21184. You will need your VCU ID to pick up the rental.
Enterprise account manager: Kyle A Meeks -- Kyle.A.Meeks@ehi.com
Free Emerald Club Enrollment
The Emerald Club is designed to make your rental experience faster and more convenient.
- Faster Reservations - online, on the phone, with your travel agent, at participating locations
- Faster Rentals - Special Members' Line or Counter Bypass and Choose any vehicle from the Emerald Aisle for airport pickups
- Drop and Go for express vehicle returns at airport locations and E-Receipts
- Member Discounts
- Business Rental Program rates and benefits applied to every rental
To activate your membership, go to: https://www.nationalcar.com/offer/XZ21184
ALREADY A MEMBER? – Email your Emerald Club member number, along with VCU's account number (XZ21184) to accountsupport@ehi.com so you can link the accounts.
Personally-Owned Vehicles
VCU Travel Policy and Travel Guidelines may allow university employees (faculty and staff) permission to use their personally owned automobile when an Enterprise/National contracted vehicle is not available, or when the use of a personally owned vehicle is cost-beneficial to the University versus all other available travel options. Generally, using your personal vehicle is only considered cost-beneficial under the following circumstances:*
- When the planned University business travel round trip mileage is 200 miles or less
- For frequent and/or daily business-related travel within Virginia
- The distance to the nearest Enterprise and/or the hours of operation would create a travel constraint.
If a personal vehicle is used for business purposes primarily for the traveler's convenience, personal comfort and/or taste then they will be reimbursed at the reduced rate (.246).
Examples include, but are not limited to:
- A traveler is combining business travel with personal travel and/or leave and the traveler decides to drive in order to have a vehicle available when on personal time.
- The rental car options (compact, economy, standard) are not the traveler’s preferred car class
- The traveler prefers not to fly, travel by rail or utilize a car rental, due to personal or medical reasons. Exceptions to personal and/or medical reasons are allowed when supported by VCU Equity and Access Services.
*VCU reimburses at the current Standard Mileage Rate established by the IRS: https://www.irs.gov/tax-professionals/standard-mileage-rates
When using a personal vehicle, it is the traveler’s responsibility to carry adequate insurance coverage for the personal vehicle to protect their vehicle and any passengers. In the event of an accident, the owner or traveler is fully responsible for any damage to the vehicle, and their insurance coverage will be primary for any insurance claim.
The University will reimburse mileage for the use of a personal vehicle only. However, increased insurance premiums or fuel expenses associated with the use of a personal vehicle for University business will not be reimbursed, as these costs are accounted for in the mileage reimbursement rate.
Travelers should use the Chrome River Ground Mileage widget, powered by Google Maps. This will ensure the origination and destination addresses are documented as required.
Ground Transportation
Public transportation such as city metro services, taxis and shuttle services such as Lyft and Uber, and similar services are allowable for VCU official business travel, except as noted below. Receipts are required for reimbursement requests in excess of $75.00.
Any transportation costs for travel between and within the MPC and MCV campuses, and parking fees at VCU-owned or occupied spaces are not reimbursable. For details, please see the Travel Guidelines and Policies.
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