Old Dominion University has vehicles available for specific trip assignment
not to exceed a three-week period. Departments desiring to utilize this pool
should contact Enterprise Rental, 683-0435, and give notice of their need, allowing
ample lead time (at least 24 hours) so that arrangements can be made for reserving
a vehicle. Reservations are not confirmed until an "Authorization for Use of
Motor Vehicle" form, signed by an official of the department authorized to sign
the request, is received in the Physical Plant Office, Room 102. The driver,
when picking up the vehicle, must indicate where the vehicle will be left when
returned. At this time, the driver must present a valid driver's license (operator's
permit). Vehicles will be issued to the extent of the supply available. It is
required that seat belts be worn when operating or riding in the front seat
of a vehicle. Hours of operation for issuing motor vehicles are 7:30 a.m. to
5:00 p.m., Monday through Friday.
In the event of a breakdown, the driver should contact Enterprise Car Rental.
In all accidents involving a rental vehicle, follow the directions provided
by Enterprise Car Rental.
State Employee Safety Seat Belt Policy
All state employees who drive or occupy the front seat of state vehicles or
a privately owned vehicle on official state business shall wear their safety
belts at all times when the vehicle is in motion and equipped with safety belt
The only exemptions to this policy are those consistent with state law.
The following are the two types of travel funds budgeted by the Commonwealth
Travel in the line of normal business may be budgeted to a department or other
administrative unit whose members are required to travel in order to perform
the department's regular function. This type of travel covers such activities
as regular instructional field trips, supervision of student teaching, and travel
to locations where off-campus instruction is being conducted. According to state
policy, travel to conventions, workshops, or similar gatherings must be charged
to the appropriate subobject code. Each department having need of travel should
request funds for this purpose in its regular budget and must stay within the
amount allocated to it in the budgeting procedure. Also included in this item
are funds, allocated by the Office of the Provost and Vice President for Academic
Affairs for prospective faculty members being brought to the campus for interviews
in the process of faculty recruiting. Expenditures for this purpose must have
the prior approval of the Office of the Provost and Vice President for Academic
Affairs, from which detailed instruction concerning recruiting funds may be
obtained. Travel vouchers are to be coded to the applicable subobject codes.
Convention and education travel funds are allocated to the office of each academic
dean and to directors of other administrative units. These funds may be used
for participation in conventions, workshops, and similar gatherings that advance
the interest of the university and the Commonwealth of Virginia. The principal
purposes for which these funds may be expended are the following:
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.
Funds for mere attendance at a convention are rarely available, and in any
case, mere attendance at a convention would receive the lowest priority for
the use of travel funds. The dean of each college and the directors of other
university divisions are accountable for ensuring that university travel funds
are used in the best interests of the university. Travel vouchers for convention
and educational travel must be coded to the applicable subobject codes.
The following travel regulations represent a brief overview and apply to all
travel expenditures. These regulations are required by the state comptroller's
office, and travel vouchers will not be honored by the state unless these regulations
have been met. Additional guidelines, sample forms, and instructions for the
preparation of the travel forms can be obtained from the Accounts Payable Disbursements
Office (http://www.odu.edu/af/humanresources/ training/officefinance.htm).
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/
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
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
- Miscellaneous expenses may be reimbursed if they directly relate to official
business while the individual is in travel status and are not covered under
the Meals and Incidental Expenses per diem policy (contact Accounts Payable
Disbursements for details). Examples of reimbursable expenses include:
Examples of nonreimbursable expenses include:
Lost or stolen articles;
Excessive meals and lodging (see item 23 below);
Damage to personal vehicles, clothing and other items;
Services to gain entry to a locked vehicle;
Movies charged to hotel bills; and
All expenses related to the personal negligence of the travelers, such
Towing charges; and
Expenses for children, spouse, and companions while on travel status.
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
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.
- An overtime meal allowance is a fixed dollar amount allowed while working
or traveling in an overtime status. Overtime status is when work or travel
time occurs beyond an employee's normal, scheduled work hours, but not overnight.
Therefore, overtime meal allowance does not apply during overnight travel
status. In the case of overnight travel, per diem rates apply.
An overtime meal allowance is allowed when overtime worked is:
The Overtime Meal Allowance policy described in the following table must be
Essential to the agency mission,
Permitted by agency policy,
Approved by appropriate agency personnel, and
In excess of the employee's normal, scheduled work hours
Are worked or traveled AND the overtime occurs...
THEN an overtime meal allowance is...
|2 or more overtime hours ||during a normal workday||$5.00 ($7.50 if outside theofficial station) ||Workday and|
|5 or more overtime hours || on a Saturday, Sunday, holiday or an alternate work schedule day off* ||$5.00 ($7.50 if outside the official station) ||Overtime|
|10 or more overtime hours||on a Saturday, Sunday, holiday or an alternate work schedule day off* ||$10.00 ($15.00 if outside theofficial station)||Overtime|
*Note: Or if comparable overtime is necessitated by shift schedule or beyond
a routine, scheduled 40-hour work period.
Information on meal and lodging guidelines for selected cities and information
on use of the Meal and Incidental Expense per diem guidelines are available
The university maintains contracts for travel arrangements through CI Travel
(for airline ticketing, out-of-town hotel accommodations, and other travel-related
services) and for corporate credit card travel services. The use of these contracts
is mandatory for all faculty travel unless an exception is granted in advance
or a lower rate can be obtained and supported.
For further information call the Department of Materiel Management at ext.
Internet Usage to Purchase Travel Services
In addition to all other policies set forth in the university's travel policy
and regulations, the following policies must be adhered to when using the Internet
to purchase travel services.
Usage of the Internet to procure travel services is allowed. Use prudent judgment
when choosing an Internet travel service site. A cost/benefit analysis must
be performed prior to purchasing services via the Internet to ensure that it
is cost beneficial for the Commonwealth. The traveler must comply with procurement
guidelines, receive prior approval from the University Controller's Office before
procuring services via the Internet and include such approval with the reimbursement
Suggested sites include:
When paying for services via the Internet, the following methods may be used:
Travel Charge Card - may be used for all types of purchases (i.e., hotel,
Small Purchase Charge Card - may only be used for transportation tickets
(i.e., rail, air, bus)
In addition to other documents required by policy, the following supplementary
documents must be submitted with the Travel Expense Reimbursement Voucher
when procuring services via the Internet.
Hardcopy final page from Internet site showing total cost and confirmed
Cost/benefit analysis showing that the Internet procurement saved money
for the Commonwealth. Some Internet sites charge a fee for their services
so the cost/benefit analysis would need to take these charges into account.
Confirmation from the hotel of actual lodging costs since an invoice may
not be created if the Internet travel provider is paid in advance. (For
example, when purchases are made on Priceline.com, the employee may have
to pay for hotel services with a travel charge card at the time of booking.
In that case, a typical hotel bill will not be produced since the hotel
has been paid via other means. Therefore, the employee would need to obtain
another type of confirmation of actual lodging costs.)
Airline confirmation of the type of ticket purchased (e.g. coach, business)
American Express Corporate Travel Charge Cards
The American Express corporate travel charge cards provide travelers with a
means of charging expenses incurred while conducting official State business.
Charge cards should typically be issued to individuals who travel frequently,
such as twice per year. The American Express contract currently provides cards
at no fee to the Commonwealth or the traveler. The Commonwealth incurs no financial
liability through the use of charge cards.
All charge card bills are sent by the charge card vendor to the individual
cardholder who is responsible for the charges. Travel expense reimbursement
requests must be processed on a timely basis to ensure cardholders receive travel
reimbursements in time to pay charge card bills within the timeframe prescribed
by the charge card vendor. Travel expense reimbursements will not be made from
charge card statements or tissue receipts except for meals.
The disbursements processing manager in the Accounts Payable Disbursements
Office is the travel charge card coordinator. The Accounts Payable Disbursements
Office is responsible for issuing cards and canceling and retrieving the charge
cards of terminated employees. The Accounts Payable Disbursements Office conducts
a periodic review of reports provided by the charge card vendor to ensure balances
are paid on a timely basis. Employees are also sent reminder notices of any
past due balances reported to the university.
Personal charges are not allowed on the Corporate American Express Card. Noncompliance
with charge card policies by cardholders is grounds for revocation of charge
card privileges without alternate cash advance privileges.
Travel advances are not provided to full-time employees who do not have a Corporate
American Express card. For cardholders, travel advances should be limited to
the minimum amount necessary for out of pocket expenses. No travel advances
are issued for less than $25.
Cardholders must comply with the following policies:
Charge card balances must be paid by the cardholder when due. Late fees
or finance charges should be avoided. However, if they occur, they are the
responsibility of the cardholder.
Charge cards may be used only for reimbursable expenses incurred while
conducting official State business. Personal expenses that cannot be reasonably
separated from reimbursable expenses may be charged. Examples include a
personal phone call included in a lodging bill or a spouse's dinner included
in a restaurant bill. These charges must not be claimed on the Travel Reimbursement
Expense Voucher when it is submitted for reimbursement. It is the employee's
responsibility to pay for these charges from personal funds within the payment
terms specified by the charge card vendor.
Nonrefundable Airline Tickets
The following guidelines should be used when arranging air travel:
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