Travel Guidelines
VCU Travel Standards and Guidelines
VCU provides dedicated payment methods and clear guidelines to fully cover your official business travel expenses. Knowing these rules ensures you remain compliant, avoid financial penalties, and protect your personal funds. Because each payment and booking option carries distinct responsibilities, travelers must review the complete rules in the full policy document.
In addition to the full VCU Travel Standards and Guidelines, please refer to the related pages:
Related pages:
Payment methods and card options for VCU business travel.
How to book air, rail, hotel, and rental cars through approved channels.
When and how to submit pre-approvals in Emburse before your trip.
Quick reference guide
Pre-trip requirements
| Get pre-approval | Required via Emburse for trips over $500. |
| Remote worker rule | Mandatory for all remote worker campus visits. |
| Update profile | Match your exact legal ID for TSA screening. |
Booking & transportation
| Mandatory air & rail | You must book through Collegiate Travel Planners. |
| Lowest logical fare | Travelers must select the most economical economy tickets. |
| Approved rental cars | Use Enterprise, National, or Hertz exclusively. |
| Refueling rule | Always refuel rental vehicles before your return. |
| Standard mileage | Reimbursed at the standard IRS rate under 200 miles. |
| Mileage cap | Trips exceeding 200 round-trip miles drop to the reduced GSA rate. |
Lodging & meals
| Rate limits | Lodging is capped at 200% of GSA limits. |
| Receipt rules | Itemized receipts are required for all hotel stays. |
| Per diem meals | Claimed for overnight travel without needing receipts. |
| Prorated travel days | Meal allowances drop to 75% on travel days. |
Payment methods
| Agency Travel Card | Covers air and rail billing centrally. |
| University Travel Card | Personal liability card for in-trip expenses. |
| Travel advances | Available for out-of-pocket alternatives 14 days prior. |
| Personal funds | Use sparingly as subsequent reimbursement takes time. |
Deadlines & tax impacts
| Submission window | Tax impact | Processing action |
|---|---|---|
| 0 to 30 days | Non-taxable | Standard reimbursement processing window. |
| 31 to 60 days | Non-taxable | Subject to additional review. |
| 61 to 180 days | Fully taxable | Expenses become fully taxable on your W-2. |
| 181 or more days | Forfeited | Reimbursements are completely forfeited and will not be processed. |
Please consult the full VCU Travel Standards and Guidelines for comprehensive standards, specific exceptions, and department-level restrictions.