Section 1: Travel

Important: Trips paid for out of the dean's funds will require 30-day advance approval. To obtain the necessary approval, fill out the travel workbook and submit the correct forms to Bunny.

Whatever the source of funds, when your travel is complete, file for reimbursement by completing the travel reimbursment request in the travel workbook and submitting it to Bunny.

The information below is intended to summarize University travel regulations. Complete information is available here. The University has a complicated set of reimbursement limits, particularly where state funds are involved: Click here for up-to-date reimbursement limits.

Purchasing Tickets

1. Travelers must ensure that they use the most economical means of travel. This means searching for the lowest fares available. First class tickets may never be purchased .
   
   
2. When purchasing tickets over the internet, you must retain the final confirmation page showing the type of ticket purchased. It's required documentation for reimbursement.
   
   
3. To be paid for air, rail or bus travel, a boarding pass or ticket stub is required.
   
   
4. The University still has excellent travel agency contracts in place if you prefer to book your tickets through an agency. (Ask Bunny for the names)
   
   
5. Most airlines now charge a $20-25 fee for paper tickets. Electronic ticketing is recommended.

Lodging

When purchasing lodging over the internet, you must retain the final confirmation page showing room, services, dates and rates.

The University's contracted travel agencies can find the lowest rates. Ask for discount rates ; i.e. government rate, state rate, education rate, UVA special rate, or senior discounts. If a discount is not available when you make the reservation, ask again at check-in. Often hotels will discount rooms if occupancies are low. In Charlottesville, the English Inn and the Cavalier Best Western will give you the state rate of $60/night.

Hotel bills must be itemized and reflect all charges, even if they were pre-paid or purchased over the internet. You will need to obtain an itemized statement at checkout.

Vehicles: Private, Rental, Taxis, etc.

For detailed information, click here. The most important detail is that you will not be reimbursed for the use of your own vehicle unless you can document that it was less expensive than a rental car. Please submit the necessary documentation to Bunny when requesting reimbursement.

Purchasing a travel bundle (hotel, airfare and meals all in one)

Additional requirements apply if you purchase your hotel, airfare, and meals in a bundle. Procurement services apparently suspects that bundles serve as tie-in sales that may permit state employees to evade reimbursement limits on particular categories of expenditure. For example, if you purchase an all-inclusive package to attend a conference, how can they be certain they are not reimbursing you for more than the allowed maximum for your meals? Therefore, you can not be reimbursed for such bundles if you do not supply additional documentation. You must price the components of the package (airfare, hotel, etc.) and document that the cost of the bundled travel package is less than the combined cost of the same travel services purchased separately and that it is within allowable travel limits. Web site screen prints or printed vendor price quotes are the only accepted documentation. As an alternative, you may use one of the University's approved travel agencies.

Section 2: Business Meals

The information below is intended to summarize University Regulations regarding (Non-Travel) business meals. More detailed information can be found here. The University limits the amount one can be reimbursed from local funds for meals: Click here to see the current limits.

If you request reimbursement for non-travel meals (for workshop speakers or job candidates), the itemized receipt is required and you must complete this form. The reason for the meal should be breakfast, lunch or dinner with workshop speaker (or job candidate).

Section 3: Office Supplies, books, dues, submission fees, etc.

If you have funds that can be used to reimburse you for such incidental expenses, you should request reimbursement by filling out this form and submitting it to Bunny.

Section 4: To Place Workshop Speakers or Job Candidates in the System (a prerequisite to reimbursing them)

Workshop and job candidates speakers will need to fill out a Vendor Registration form (available from the wood box on top of Bunny's desk). If the speaker is not a U.S. citizen, Bunny will also need the following: a copy of the Permanent Resident card or a copy of the passport, visa and I-94 departure record.