Advancement of the research and service functions of the university by support of faculty members who are reading papers at conventions or participating as principal officers in professional societies;

Assistance in faculty development by attendance at workshops (not routine conventions) that are designed to enhance faculty skills in their areas of expertise or in teaching; and

Support of one member of a department who is engaged in recruiting at a convention, provided that the department has a vacant faculty position and has made prior arrangements for interviews.

All university travelers are bound by the rules and regulations published in the Commonwealth of Virginia Accounting Policies and Procedures Manual, Section 2035. Copies of this manual are available online at www.DOA.STATE.VA.US/docs/AdminServices/CAPP/ capp1.htm.

The travel voucher must be submitted to the Accounts Payable Disbursements Office within five days after the completion of the trip.

Each travel voucher must contain a concise statement explaining the purpose or reason for the travel, the name(s) of the person(s) for whom the expense was incurred, and the reason for the expense. Expenses must be itemized and each day's expenses must be shown separately. Supporting receipts that serve to support the claims for reimbursement for lodging, registration, automobile rentals, transportation, and all other available receipts must be submitted. No payment will be made for unspecified costs.

The use of state-owned cars or use of personal vehicles for official business travel is permitted. Mileage reimbursement for official travel in personal vehicles will be allowed at a standard rate set by the commonwealth and within the policies and guidelines set forth by the university in this handbook and other publications.

Claims for tolls (bridge/tunnel and turnpike) and parking fees must show the name of the facility as well as the name and reason for inclusion of any charge for passengers. If the claim exceeds $10, a receipt is required.

Travel must be the most direct practical route and the amount claimed shall not exceed that of coach common carrier accommodations.

University employees who wish to travel out-of-country (outside the United States) must receive prior approval from the president or provost and vice president for academic affairs via their vice president before a travel advance can be granted and before the travel takes place. The form for out-of-country travel must be prepared by the traveler and sent to the provost and vice president for academic affairs. A minimum of 30 working days should be allowed for the approval or disapproval for the out-of-country travel. The original form will be returned to the traveler either approved or disapproved. If approved, a copy must be attached to the travel advance request form. The original must be attached to the travel expense reimbursement voucher when submitted to the Accounts Payable Disbursements Office for payment. The form and additional guidelines can be obtained from the Accounts Payable Disbursements Office.

Expenditures for meals and lodging must be reasonable. Meal charges are subject to review by the vice president, the state auditors, and the Accounts Payable Disbursements Office. Alcoholic beverages are not a reimbursable expense.

Phone calls, telegrams and facsimiles that pertain to official university business may be reimbursed. If calls are made by the traveler, full disclosure must be made pertaining to the party called and the reason for the call.

Meal and certain other incidental travel expenses are reimbursable only for overnight official business travel outside the traveler's official station. Reimbursement for such expenses (including all related taxes and tips) shall be made to the traveler based on a fixed allowance. The fixed allowance is referred to as the Meals and Incidental Expense per diem. Specific rules apply for travel days. Contact the Accounts Payable Disbursements Office for details.

Expenses for meals may be reimbursed if the employee is required to work on a non-work day such as Saturday, Sunday, or a holiday, provided prior approval is obtained from the vice president responsible for the department or, in the case of the faculty, from the dean of the college. Contact Accounts Payable for full details and requirements for reimbursement of non-overnight meals.

Gratuities (tips) are not reimbursable since they are included in the Meals and Incidental Expenses per diem. Where actual meal costs are reimbursed under the non-overnight travel meal reimbursement policy, meal tips are reimbursable within the applicable meal rate, but should not exceed 15% of the cost of the meal.

Travel credits, frequent flyer mileage, reduced rates, or free service received from public facilities (i.e., airlines, car rental agencies, motels, etc) by persons for whatever reason, accrue to the Commonwealth. Any such credit, reduced rate, or free service must be reported to the Office of Finance and must be deducted from the amount of travel expenses claimed. Failure to comply with this requirement may result in disciplinary action.

Those traveling on official business should be conscious of the fact that they are spending public funds and they should travel by the most economical means available. Travel expense accounts are open to the public and must be able to sustain the test of public review.

Employees must prepare an estimate of the total cost of any proposed overnight travel. Written approval must be obtained in advance of the travel. The term "total cost" means all costs associated with transportation, lodging, meals, associated gratuities, conference registration, and any other travel costs or course fees. Deans and budget unit directors reporting directly to a vice president may approve the Estimate of Total Cost of Proposed Travel form. The original form must be attached to the travel voucher. All official travel must have the prior approval of the director of the budget unit in which the travel funds to be expended have been allocated.

The departure and arrival times must be shown on all travel vouchers.

All registration fees should be paid using limited local purchase orders with the exception that registration fees over $2,000 require a purchase requisition form. The traveler who pays these costs personally cannot be reimbursed until the trip is completed.

The state will not reimburse rental car deductible waiver or additional liability insurance (except individuals traveling outside of the territorial United States, including Canada, Puerto Rico, who are required to purchase and will be reimbursed for Liability Damage Waiver and Collision Damage Waiver insurance). Refueling charges for rental vehicles will also not be reimbursed.

The university will not advance funds for airfare. The university has committed to the exclusive use of CI Travel for travel arrangements. Comprehensive traditional travel services available include airline, train, hotel, car, and bus reservations. For university-related business, it is required that reservations for these services be made through CI Travel. For more information, call the accounts payable manager.

Meal expenses not involving an overnight stay are generally not reimbursable. Reimbursement may be allowed if documentation supporting the reimbursement clearly establishes that the meal is taken during overtime work periods or for official business reasons. To be eligible for reimbursement, such meals must be considered essential to the agency's mission and be a business necessity. The Business Related Meal Expense Statement must be submitted with the travel voucher when requesting reimbursement of non-overnight business-related meals. Contact Accounts Payable Disbursements for full details.

Maximum allowable meal and lodging guidelines have been established and apply to all travelers. Travel expenditures are monitored to ensure that exceptions appear reasonable and appropriate. Guidelines are subject to change by the Commonwealth Department of Accounts.

Airline tickets must be purchased at the lowest possible cost. However, careful consideration must be given to the degree of certainty that the travel will occur as planned. If the travel plan is not definite, nonrefundable tickets must not be used.

When an airline ticket that is refundable cannot be used, the ticket must be returned to the travel agency (CI Travel) for a credit or a refund.

If a nonrefundable airline ticket cannot be used due to an extreme and unforeseen emergency, the ticket must be paid for from the departmental budget.

If a nonrefundable airline ticket is not used due to cancellation occurring based on ordinary circumstances, state funds may not be used to pay for the unused ticket.