Travel Standards and Guidelines (Full)
This guidance outlines practical rules and procedures designed to support the University's best interests while providing faculty, staff, and students with an efficient and positive travel and booking experience. These standards and guidelines ensure compliance with policies established by the Board of Visitors and the Commonwealth of Virginia.
See specifically University Business-Related Travel Policy.
Applicability
These guidelines apply to all employees, students, and non-employees who have been authorized to travel on behalf of the University.
Accountable plan
For VCU to formally reimburse or make allowance arrangements for a VCU traveler, the University must have an IRS-compliant Accountable Plan. Otherwise, reimbursements would be considered taxable income.
These standards, along with the University's Expense Reimbursement Standards and Guidelines, ensure compliance with federal tax regulations and protect employees from financial penalties. All University travel-related expenses must be incurred in the performance of services to VCU. Travelers must provide valid receipts and other documentation confirming travel is related to a business purpose and that any advanced or overpaid funds are returned within a reasonable timeframe.
VCU requires that travel-related expense reimbursements are submitted within 30 days following the travel return date.
| Submission window | Tax impact | Processing action |
|---|---|---|
| 0 to 30 days | Non-taxable | Request returns and corrections are allowed beyond 30 days. |
| 31 to 60 days | Non-taxable | Subject to additional review. |
| 61 to 180 days | Fully taxable | Total included on W-2. |
| 181 or more days | Forfeited | Will not be processed. |
Please see Expense Reimbursement Standards and Guidelines for more specific details.
Reasonable and necessary
VCU will reimburse individuals traveling on official University business for reasonable and necessary expenses incurred. When planning and paying for travel, economy, sound judgment, and necessity must be the primary considerations. The use of state funds for personal comfort, convenience, or individual preferences is not permitted.
More restrictive guidelines
Schools, centers, or departments may develop additional guidelines with more restrictions than required by VCU's general travel guidelines; however, these additional guidelines cannot be less restrictive than the standard guidelines. When developing any additional guidelines, please consult travel@vcu.edu.
Sponsored program funds
All payments for meals, lodging, airfare, etc. funded solely from sponsored program funds are governed by the terms and conditions of the individual grant or contract. If the grant or contract is silent regarding these monetary reimbursements, the limitations outlined in VCU's guidelines will apply.
Definitions
Responsibilities
Traveler
Individuals traveling on behalf of the University are expected to exercise sound judgment when incurring travel expenses and to use University funds prudently. Travelers are responsible for selecting the Lowest Logical Fare (LLF). Travel-related expenses will be reimbursed only if they are reasonable, properly documented, appropriately authorized, and in compliance with established guidelines.
The traveler must certify, through the designated expense reimbursement system, that all reported expenses are true, accurate, and properly incurred, and that no personal or unallowable expenses are included for reimbursement.
ADA accommodations for travel
VCU is committed to supporting all travelers. Employees who require accommodations, including upgrades or exceptions to standard air, rail, car, or hotel bookings, must ensure documentation is on file with VCU Equity and Access Services. Exceptions will be considered in accordance with VCU's accommodation policies.
Schools and centers
Each school is responsible for ensuring that individuals traveling on behalf of the University are aware of and comply with the University's travel guidelines. Schools must also establish a clear hierarchy of responsibility for the preparation and approval of travel pre-approvals and reimbursements.
Schools, centers, and departments may establish internal guidelines that are more restrictive than the University policy, but never less restrictive. These guidelines must be documented, applied consistently, and based on objective needs. Contact travel@vcu.edu for guidance before finalizing any internal policies.
Authorized approver
Must verify that expenses and expense reports meet the following criteria:
- ✓The travel expense was incurred while conducting University business
- ✓The expenses were necessary and consistent with University policies
- ✓The information contained on the expense report and attached documentation is accurate
- ✓The expense meets any and all sponsored program guidelines, if applicable
Fiscal approver
Must verify that expenses and expense reports meet the following criteria:
- ✓Expenditures are charged to the appropriate index(s) and are properly categorized
- ✓Receipts provided are valid and reconcile with the claimed expenses
- ✓Claimed expenses are in compliance with University guidelines and policies
Planning travel
Prior to traveling, the VCU traveler must attain appropriate permissions and clearance for official University business-related travel and understand the limitations and requirements that apply.
Pre-approval
Pre-approving University travel at VCU means obtaining formal institutional permission via the Emburse system before booking any arrangements. An Emburse Pre-Approval is required for:
- ›Travel expenses estimated to exceed $500
- ›Any travel booking made through Collegiate Travel Planners (CTP)
- ›All University-related travel to campus for fully remote workers, as determined by HR, regardless of dollar amount and funding source
Designated travel management company
VCU faculty and staff are required to book air and rail tickets for official business using University funds through Collegiate Travel Planners (CTP) and to pay using the Agency Travel Card (ATC). Business travelers are also encouraged to utilize CTP for lodging and vehicle rentals.
CTP will require the 12-digit Emburse Pre-Approval number and departmental Banner index number before they can issue tickets using the University's central Agency Travel Card (ATC).
Employee profile and TSA requirements
Prior to booking travel using the online booking tool or with a CTP agent, employees are required to update their travel profile with Collegiate Travel Planners. The traveler's first, middle, and last names must be identical to those on the photo identification they will be presenting at the airport. If the traveler's name in the profile does not match their ID, please contact travel@vcu.edu.
Book travel using CTP's online booking tool
Collegiate Travel Planners provides VCU employees with access to Lightning, a proprietary online booking tool (OBT) designed for air, rail, car, and hotel reservations. Training materials are available here.
Contact a Collegiate Travel Planners (CTP) agent
Contact a CTP travel agent by calling 888-742-2896 or emailing vcu@ctptravelservices.com Monday through Friday, 8am–6pm ET. CTP provides 24/7 service for travel-related emergencies at the same phone number.
Combining personal and business travel
- ›All mixed-purpose trips with a higher fare than the business-only itinerary must be booked directly through a CTP agent by calling 888-742-2896 or emailing vcu@ctptravelservices.com.
- ›The agent will document the lowest logical available economy-class fare for the required business dates. This acts as the “price ceiling” for what VCU will cover.
- ›If the ticket including the leisure portion costs the same or less than the business-only itinerary, VCU will pay for the entirety of the ticket. A cost comparison made at the time of booking must be included with the expense report.
- ›Business portion & booking fee: Charged to the Agency Travel Card (ATC).
- ›Personal portion & booking fee: Must be paid at the time of booking using a personal credit card saved in the traveler profile.
Only expenses directly associated with required business travel are eligible for payment. Travel days exceeding one day before or one day after the scheduled business dates must be fully justified.
Paying for travel
VCU provides several payment options depending on the expense type and traveler status:
- ›Agency Travel Card (ATC) — A University-liability VISA card used exclusively for air and rail travel booked through the University's contracted Travel Management Companies (TMCs). Departments are required to supply the 12-digit Emburse Pre-Approval number and the authorized departmental Banner index number via the online booking tool or to the CTP travel agent.
- ›University Travel Card — An individual liability card for other travel-related expenses, including lodging, meals, and car rentals. Cardholders are responsible for timely monthly payments and submitting reimbursement requests.
- ›P-Card — Subject to an approved P-Card exception or travel lift and insurance-related restrictions. Visit the Use a P-Card page for more information.
- ›Travel advance — Available to faculty and staff up to 14 calendar days before departure to cover estimated travel costs. Final reimbursement requests will be reconciled against the advance.
- ›Personal funds — Should be used sparingly. Reimbursement requests may be submitted after travel is completed.
Receipt requirements and documentation
Itemized receipts are required for all airfare, rail, hotel, and car rental expenses regardless of the amount. For all other travel expenses, receipts are required for each individual charge of $75 or more. Itemized receipts are required for all non-travel and non-employee expenses.
For events and conferences, additional information is required to substantiate travel and expenses. Documentation, such as schedules, programs and agendas, are required for expense justifications and reimbursements.
See Documentation Requirements for additional details.
Transportation
Travel routing
Travel routing should follow the most direct, practical, and economical route for the trip.
Air & rail tickets
VCU faculty and staff are required to book all air and rail tickets through Collegiate Travel Planners when traveling for official business and using University funds. Travel should be booked using the Lowest Logical Fare (LLF). Exceptions for business-class travel may be granted by the Dean or Vice Provost. Written approval must be obtained prior to making the reservation.
Additionally, international destinations may be booked in the Premium, Plus, or Comfort class (or equivalent class depending on the airline). For domestic segments, travel should be in economy or coach class.
Upgrades are allowed on local funds if approved by the department. Otherwise, such upgrades and overages must be paid by the traveler with personal funds and are not subject to reimbursement. Charges for changes to tickets or reservations made for personal preference or convenience are not reimbursable.
Airline contracts
VCU has preferred airline agreements, discounts, and other benefits for official VCU business-related travel. Reservations must be made via the CTP online booking tool or agent to take advantage of these benefits. View the Travel Contracts page.
Low cost carriers
While VCU encourages the use of low-cost carriers such as JetBlue and Southwest, the use of other budget and discount carriers (Frontier, Allegiant, Breeze, etc.) are not recommended because they offer limited services and do not support VCU's Duty of Care efforts.
International flight protocols
- ›ITAC safety reviews: All international travel requests are subjected to an upfront safety and risk assessment by the International Travel Advisory Committee (ITAC) before moving to regular departmental sign-off.
- ›Active travel bans: VCU maintains fluid global restrictions. The ITAC will review all pre-approvals to ensure travel is allowed to the chosen country.
- ›Export control tracking: If a high-risk country is selected in Emburse, the system triggers an automatic routing to the Office of Research to ensure compliance with federal export control laws.
Fly America Act
Travelers using Federal grant funds are required to use U.S. air carrier services for all travel funded by the U.S. government. Visit the GSA website for further guidelines: https://www.gsa.gov/policy-regulations/policy/travel-management-policy/fly-america-act.
Baggage, change fees & cancelled flights
- ›Baggage fees: Charges for checking bags are reimbursable. Charges of $75 or more must be fully justified and documented.
- ›Change fees: Charges for changes made for personal convenience are not reimbursable. Change fees must be justified and documented.
- ›Cancelled flights / airline credits: Credits must be applied toward the traveler's next University business trip. Any monetary refund should be returned to the original form of payment. Since the University has paid for tickets with public funds, tickets belong to the University.
Alternate air travel options
Please contact travel@vcu.edu for information about chartered, personally-owned, or state-owned aircraft.
Vehicle rental
Travelers should determine the necessity of using a rental car when planning travel. Use the Trip Comparison Tool to determine cost effectiveness. Travelers are required to use Enterprise/National Car Rental or Hertz for all rentals. Reimbursement of vehicle rental expenses is limited to official business use only. The traveler should select a mid-size/intermediate vehicle or smaller.
View the Travel Contracts page for information about how to make a reservation with Enterprise/National or Hertz.
Passenger van rentals
Driver qualifications: Every student or employee permitted to operate a passenger van must:
- ✓Be at least 20 years old and have held a valid driver's license for a minimum of two years
- ✓Have no medical conditions that would interfere with the safe operation of a motor vehicle
- ✓Read the Vehicle Accident Prevention and Safety Policy and sign the acknowledgement form
Required training:
- ✓Complete the university-authorized online defensive driving training course
- ✓Complete the university-authorized online van driving safety course
- ✓Complete the “behind-the-wheel” van driving course conducted by VCU Police
★ Pro Tip: Don’t wait until the day before the trip! These training sessions can fill up fast, so schedule the VCU Police training well in advance.
Collision and liability insurance
- ›Contracted vendors: Travelers should book through Enterprise/National or Hertz. These contracted rates automatically include the required CDW and LDW insurance.
- ›Alternative vendors: If a contracted vendor is unavailable, the traveler must purchase CDW and LDW insurance at the time of rental. This insurance is reimbursable.
- ›Non-employee requirements: Non-employees must purchase and will be reimbursed for CDW and LDW insurance for all rentals.
- ›International travel: For all rentals outside the contiguous 48 states, travelers must 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.
Vehicle refueling
Travelers must refuel rental vehicles before returning them. Reimbursement will be provided based on actual fuel used, with receipts required. Travelers should never prepay for fuel.
Personally-owned vehicle / mileage
Employees may use their personally owned vehicle when it is more cost-effective or when a contracted rental vehicle is unavailable. Personal vehicle use is typically considered cost-beneficial when:
- ✓Vehicle mileage does not exceed 250 round-trip miles per trip
- ✓For frequent and/or daily business-related travel within Virginia
- ✓The distance to the nearest car rental location would create a travel constraint
VCU reimburses at the current Standard Mileage Rate established by the IRS. If a personal vehicle is used primarily for the traveler's convenience, reimbursement will be at the reduced GSA rate.
Travelers must use the Emburse mileage widget powered by Google Maps to ensure the origination and destination addresses are documented as required.
Tolls & parking
Tolls and parking are allowable expenses when in travel status. Airport parking is reimbursable and should be in Long Term or Economy. Other airport parking requires justification.
Ground transportation
Public transportation such as city metro services, taxis, shuttle services, and ride-share services such as Uber and Lyft are allowable for VCU official business travel. Transportation costs for travel between and within the MPC and MCV campuses, and parking fees at VCU-owned or occupied spaces, are not reimbursable as these are considered commuting costs.
Lodging
Lodging may be reimbursed when an individual is traveling overnight on official business outside their official station. All lodging expenditures must be necessary and reasonable.
Lodging rates
Reimbursement for lodging is limited to actual expenses incurred up to 200% of the GSA per diem lodging rates, plus taxes and surcharges.
Conference lodging
Conference lodging should be booked through the lodging link provided by the conference. Exceptions may be granted if the conference lodging rate exceeds 200% of the GSA rate, provided that official conference documentation, which includes but is not limited to conference agenda, program and schedule, is submitted to justify the exception.
Alternative or third-party lodging
When booking accommodations outside of traditional hotels or motels — such as Airbnb, VRBO, or private apartment rentals — travelers must carefully review all cancellation, refund, and prepayment policies, as well as any hidden fees.
Travelers are strongly discouraged from booking any lodging that does not offer a full refund for cancellations made with at least one day's notice. Alternative lodging contracts paid via Purchase Order must be submitted to contracts@vcu.edu for approval at least ten (10) business days in advance.
Fees included in the allowable nightly rate calculation
- ✓Cleaning fees
- ✓Service fees
- ✓Reservation/booking fees
Advance payments
Advance prepayments are highly discouraged on personal credit cards because these charges are not reimbursed until after travel has been completed. If an advance payment is required, it may be accomplished using a department P-Card. Please contact corpcard@vcu.edu for additional assistance.
Non-canceled reservations and other penalties
Travelers must communicate travel plan changes as soon as possible when a confirmed reservation is being held. Charges for non-cancelled reservations, late cancellations, or no-shows will not be reimbursed if the traveler is negligent in canceling reservations.
Per diem — meals & incidental travel (M&IE) expenses
A per diem meal allowance is a fixed daily payment given to travelers for travel food/meal-related expenses in lieu of tracking actual receipts. GSA rates can be searched at the GSA per diem rates page.
Proration and reduction
On travel departure and return days, meals and incidental expenses (M&IE) are reimbursed at 75% of the applicable per diem rate. For trips with multiple destinations, use the rate for the location where the traveler spent the night.
If meals are provided at no cost during the trip, the per diem must be adjusted as follows:
- ›Standard days: Reduce the total daily rate by the specific meal amount (breakfast, lunch, or dinner) by selecting the meal provided in the Emburse Per Diem Wizard.
- ›Departure/return days: Travel days are calculated at a 75% prorated deduction, regardless of departure and arrival times. Travelers must still deduct meals provided on these days.
Other travel expenses
- ›Visas, passports, and travel authorizations: Expenses associated with obtaining passports, visas, and travel authorizations required for business travel may be reimbursed.
- ›Registration fees: Registration fees should be paid using the department's P-Card whenever possible. If paid with personal funds, fees will only be reimbursed after the trip has concluded.
- ›Miscellaneous expenses: Miscellaneous business-related expenses not covered by the incidental allowance may be reimbursable. Please contact travel@vcu.edu with questions.
Duty of care
Duty of care is the University's fundamental obligation to protect the health, safety, and well-being of its authorized travelers. CTP provides Duty of Care services for VCU travelers. Travelers may receive travel alerts and/or advisories via text or email in case of an event that may affect their travel.
Visit the Duty of Care page for more details.
Exceptions
Exceptions are determined on a case-by-case basis and may be subject to approval by a department's fiscal administrator, the traveler's supervisor, and the VCU Travel & Expense Management Team.
During travel
Travel documentation
Maintain all travel documentation. Documentation can be uploaded to Emburse in real time using the Emburse Enterprise App, available for iOS and Android.
Emergencies and changes
If travel arrangements need to be changed:
- ›Contact a CTP agent by calling 888-742-2896 or emailing vcu@ctptravelservices.com.
- ›If any portion of the trip is booked outside of CTP, contact those providers directly to make changes.
If there is a political, major weather-related, medical, or other emergency:
- ›Please reach out to the Office of Emergency Management.
After travel
Once a traveler returns from their trip, they must submit any expenses for reimbursement within 30 days of the return date. Expenses exceeding 180 days will not be processed.
Travel reimbursement requirements
Resources
- ›Travel advances
- ›Emburse Enterprise (system of record)
- ›Fly America Act
- ›Travel Management Company (CTP)
- ›CISI Insurance / International travel
- ›Occupational Health and Safety — Accidents & Insurance
- ›Printable version (Coming soon)