Traveler Quick Tips
Know before you go!
Pre-travel considerations
☑ Review guidelines
Read the VCU Travel Guidelines & Procedures to ensure compliance with federal, IRS, and Tier III guidelines. Prudence and economy are key when using university funds.
☑ Obtain pre-approval
A pre-approval through Emburse is mandatory for any travel booked through Collegiate Travel Planners (CTP), any air or rail travel, any fully remote worker travel to campus, or if total travel costs will be $500 or greater. This must be completed before incurring any expenses — the pre-approval number is required for booking.
☑ Update CTP traveler profile
Keep your CTP online booking profile current with contact information, emergency contacts, passport details, and travel program memberships (TSA Pre-Check, Global Entry, frequent traveler numbers, etc.). Ensure the name in the profile matches your ID and travel program memberships exactly.
☑ Check documents
Verify all IDs, passports, driver's licenses, visas, and travel authorizations are valid. Passports need at least six months of validity beyond your return date for entry into most countries.
Booking travel
Air & rail
Ground transportation
Rental cars — VCU has contracts with Enterprise/National and Hertz. Use the contract numbers on our website for discounted rates.
Parking & tolls — Allowable expenses. GPS and EZ Pass/Tollpass rental charges must be placed on local funds.
Public transit — Metro, taxis, shuttles, Lyft, Uber, and similar services are allowable for VCU official business travel.
International travel — All travel outside the 48 contiguous U.S. states and D.C. (including Alaska, Hawaii, Puerto Rico, and U.S. territories) requires additional planning. Visit the International Travel page
Paying for travel
Agency Travel Card (ATC)
University-liability VISA used exclusively for air and rail booked through VCU's contracted Travel Management Companies.
University Travel Card
Employee-held card (personal liability) for lodging, meals, and car rentals. Cardholders are responsible for timely monthly payments and submitting reimbursement requests.
P-Card
May be used for hotels, rental cars, meals, etc. Visit the P-Card page for more information.
Travel advance
Available to faculty and staff as an alternative to individual liability funds. May be issued up to 14 calendar days before departure. Final reimbursements are reconciled against the advance.
Personal funds
Use sparingly. Reimbursement requests may not be submitted prior to trip completion. Airfare must be booked through CTP using the ATC and may not be reimbursed.