Travel Guidelines

This page is updated regularly.  Please check back often.

Electronic Reimbursement (TEM)

The Office of Finance is migrating domestic United States travel from the paper Travel Expense Reimbursement Voucher process to the electronic Travel and Expense Management tool (TEM), beginning February 12, 2013.  This migration will be done department by department.

Please note the following terminology change:  The paper Travel Estimate form is now called a Travel Authorization (TA) and the Travel Expense Reimbursement Voucher is now called a Travel Request (TR) when using TEM.

Before your department migrates to TEM, your department will have an implementation meeting and training on the new process.  The User Guides (links below) provide full information about submitting and approving requests for Travel and Small Business Expense Reimbursements.

If you have any issues with TEM, please contact the Travel and Expense Administrator at temadministrator@odu.edu.  Please contact your Travel Processing Team Member if you have any questions about travel regulations.

Travel and Expense Certification Form

The Travel and Expense Certification Form must be completed once by all travelers who utilize the Travel and Expense Reporting System (TEM).  It needs to be completed only once for each traveler.  For audit purposes, the original form may be submitted to the Accounts Payable Travel Administrator (keep a copy for departmental files) OR the original form may be maintained in the department's central file and a copy submitted to the Accounts Payable Travel Administrator.  This written statement is required for compliance with the CAPP Manual, section 20335.

User Guides

If a traveler is unsure which model to use, the traveler should contact his/her supervisor. 

No matter the model used, travelers must adhere to all published travel policies and procedures.

Model 1:  Traveler-Delegate-Traveler-Approver - TRAVELER GUIDE (rev 3/26/2013

Model 1:  Traveler-Delegate-Traveler-Approver - DELEGATE GUIDE

In Model 1, the traveler creates the Travel Authorization (TA) or Travel Request (TR) in TEM.  Before submitting the TA/TR for approval, the traveler sends an e-mail to the delegate (fiscal tech) indicating the TA/TR is ready for review.  Once the delegate has completed the review, the traveler receives e-mail notification that the TA/TR is ready for final review and submission to the approver.

Model 2: Delegate-Traveler-Approver - TRAVELER GUIDE (rev 3/26/2013)

Model 2: Delegate-Traveler-Approver - DELEGATE GUIDE

In Model 2, the delegate creates the TA/TR and submits to the traveler.  The traveler receives e-mail notification that the TA/TR is ready for final review and submission to the approver.

Model 3: Traveler-Approver - TRAVELER GUIDE(rev 3/26/2013)

In Model 3, the traveler creates the TA/TR and submits to the approver.

TEM Approver Guide (rev 3/26/2013)  
The approver guide is intended for authorized approvers (all Models apply).  It will guide approvers though the steps for reviewing and approving an Authorization and Expense report for the travelers in the department.

• Travel Teams - Find your department's travel processor at this link.

• Approval Requirements - coming soon
  
  
• Business Related Meal Expense Form (Word) - Use this form when claiming business related meals.
  
  
• Consolidated Travel Form (Excel)  - Always use the most recent form.  Be sure to use a fresh form each time to preserve formatting and macro functionality.  The Travel Expense Reimbursement Voucher must be submitted within 30 calendar days.
  
  For travel occurring before 12/31/2012, please use this version of the Consolidated Travel Form (Excel).
  
  
• Corporate Travel Card - Annual Employee Agreement
  
  
• Corporate Travel Card Application
  
  
• Cost Benefit Analysis -  A copy of the cost benefit analysis must be attached to the Travel Expense Reimbursement Voucher when using your personal vehicle when daily mileage is 100 miles or more.  Failure to include the cost benefit analysis will reduce the reimbursement rate.  This calculator does not include the cost of gas for the rental vehicle, so add the cost of gas onto the cost benefit analysis under Enterprise to obtain a true comparison of costs.  (Note: After you open or save the file to your computer, be sure to enable macros.)  You can also access the cost benefit analysis here.
  
  
• Current Travel Training Materials - Everything you ever wanted to know about travel.
  
  
• Current Travel Lodging/Meals and Incidental Expenses Per Diem Rates - effective 10/01/11
  
  
• Current Personal Vehicle Mileage Rates - effective 01/01/2013
  
  
• Foreign Per Diem Rates - use this link to find the travel per diem rates (lodging and meals) for foreign destinations.
  
  
• Non-Foreign, Non-Contiguous Destinations -  use this link to find travel per diem rates (lodging and meals) for non-foreign, non-contiguous locations outside the continental United States - Alaska, Hawaii, Puerto Rico, American Samoa, Guam, Midway, the Northern Mariana Islands, the U.S. Virgin Islands, Wake Island, and other non-foreign areas outside the continental United States.
  
  
• Frequently Asked Questions - NEW
  
  
• ODU Accounts Payable Travel/Petty Cash Direct Deposit Enrollment Form - This form should be submitted by all employees who expect to receive either a petty cash reimbursement or a travel expense reimbursement. 
  
  
• Travel Advance (Regular) (Word)
  
  
• Travel Advance (Student) (Word)
  
  
• Traveler's Checklist - A quick checklist of what travelers need to do before traveling, while traveling, and after travel is completed.
  
  
  
  
• Currency Converters

• Policies and Procedures