**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 

                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  TRAVEL INDEX AND OVERVIEW                   POLICY: VI.B.1x

                               INDEX

                SUBJECT                       POLICY    PAGE
 Advances, Travel (Traveler's Checks)........ VI.B.5x  6.2.5.2
 Advances, Travel (Traveler's Checks) ....... VI.B.7x  6.2.7.1
 Air Travel.................................. VI.B.3x  6.2.3.5
 Air Travel, Private or Chartered............ VI.B.3x  6.2.3.6
 Alcoholic Beverages......................... VI.B.6x  6.2.6.2
 Approvals................................... VI.B.2x  6.2.2.1
 Authorization, Travel....................... VI.B.2x  6.2.2.1
 Car Rentals................................. VI.B.3x  6.2.3.2
 Cash Advance Fees........................... VI.B.7x  6.2.7.1
 Charge/Credit Cards......................... VI.B.2x  6.2.2.1
 Charlottesville-Area Trips.................. VI.B.3x  6.2.3.4
 Cities, Lodging Limitations by City......... VI.B.4x  6.2.4.7,8
 Claims for Travel Reimbursement, Submitting. VI.B.5x  6.2.5.1
 COMBO Forms................................. VI.B.6x  6.2.6.2
 Commuting................................... VI.B.3x  6.2.3.1
 Consultants, Guest Lecturers, and
   Other Non-Employees (use of COMBO form)... VI.B.6x  6.2.6.2
 Convention and Conferences.................. VI.B.2x  6.2.2.1
 Day-Trip Business Meals..................... VI.B.6x  6.2.6.1
 Day-Trip Business Meals (Local)............. VI.B.4x  6.2.4.3
 Documentation, Supporting................... VI.B.5x  6.2.5.1
 Entertainment............................... VI.B.1x  6.2.1.3 
 Entertaining Prospective Employees.......... VI.B.6x  6.2.6.2
 Facsimiles ................................. VI.B.7x  6.2.7.2
 Family Expenses............................. VI.B.7x  6.2.7.2
 Funeral Attendance.......................... VI.B.7x  6.2.7.1
 Foreign Travel, Sponsored................... VI.B.2x  6.2.2.2
 Frequent Flyer Coupons (Travel Privileges).. VI.B.3x  6.2.3.6
 Guest Lecturers, Consultants, etc........... VI.B.6x  6.2.6.2
 Internal Control Over Travel................ VI.B.2x  6.2.2.1
 Laundry..................................... VI.B.7x  6.2.7.1
 Limits/Internal Control..................... VI.B.2x  6.2.2.1
 Lodging..................................... VI.B.4x  6.2.4.1
 Lodging, Alternate.......................... VI.B.4x  6.2.4.1
 Meals:
      Business Meals, Overtime............... VI.B.4x  6.2.4.5
      Day-Trip Meals (Local)................. VI.B.4x  6.2.4.3
      Day-Trip Meals......................... VI.B.6x  6.2.6.1
      Costing $25 or More.................... VI.B.4x  6.2.4.2
      Gratuities (Tips)...................... VI.B.4x  6.2.4.3
      Guidelines, Meals and Lodging.......... VI.B.4x  6.2.4.6
      Local Funds for Meals/Lodging Guidelns. VI.B.4x  6.2.4.9
      Meal and Incidental (M&IE) Per Diem.... VI.B.4x  6.2.4.2
      No Cost Meals.......................... VI.B.4x  6.2.4.3
      Non-Overnight Travel or Local Meals.... VI.B.4x  6.2.4.3
      Object Codes for Meals................. VI.B.4x  6.2.4.4
      Overview............................... VI.B.4x  6.2.4.2
      Overtime and Business Meals............ VI.B.4x  6.2.4.5
      Package Plans.......................... VI.B.4x  6.2.4.3
      Professional Meetings.................. VI.B.4x  6.2.4.3
      Tips................................... VI.B.4x  6.2.4.3
      Tables for Meals:
           In-State Cities................... VI.B.4x  6.2.4.7
           Local Funds (All locations)....... VI.B.4x  6.2.4.6
           M&IE Per Diem Table............... VI.B.4x  6.2.4.6
           Out-of-State...................... VI.B.4x  6.2.4.8
 Mileage, Personally Owned Vehicles.......... VI.B.3x  6.2.3.1
 Moving and Relocation Expenses.............. VI.B.3x  6.2.3.6
 Non-Employees............................... VI.B.6x  6.2.6.2
 Non-Reimbursable Expenses................... VI.B.7x  6.2.7.2
 Out-of-Country Travel....................... VI.B.2x  6.2.2.2
 Out-of-Country Travel....................... VI.B.3x  6.2.3.1
 Overview.................................... VI.B.1x  6.2.1.3
 Parking and Tolls........................... VI.B.3x  6.2.3.4
 Passports................................... VI.B.7x  6.2.7.1
 Per Diem Reimb (Sponsored Programs)......... VI.B.5x  6.2.5.2
 Permanently Assigned Vehicles............... VII.Q.1 7.17.1.1
 Petty Cash.................................. VI.B.5x  6.2.5.2
 Prospective Employees, Travel Expenses...... VI.B.3x  6.2.3.1
 Public Transportation....................... VI.B.3x  6.2.3.5
 Recruitment Expenses........................ VI.B.6x  6.2.6.2
 Registration Fees:
      For University Business................ VI.B.7x  6.2.7.1
      Prepaid Conference Registration Fees... VI.B.7x  6.2.7.1
 Reimbursements, Submitting Claims........... VI.B.5x  6.2.5.1
 Routing, Travel............................. VI.B.3x  6.2.3.1
 Rentals, Vehicles........................... VI.B.3x  6.2.3.2
 Sponsored-Paid Travel (Foreign)............. VI.B.2x  6.2.2.2
 Sponsored-Paid Travel (Per Diem)............ VI.B.5x  6.2.5.2
 Sponsored-Paid Travel (Sponsored)........... VI.B.4x  6.2.4.9
 Spouse/Family Expenses...................... VI.B.7x  6.2.7.2 
 Telephone Calls, Telegrams, and Facsimiles.. VI.B.7x  6.2.7.2 
 Tickets, Unused Air/Rail.................... VI.B.3x  6.2.3.6
 Tips (Gratuities)........................... VI.B.4x  6.2.4.3 
 Tolls and Parking........................... VI.B.3x  6.2.3.4
 Transportation to Meals..................... VI.B.3x  6.2.3.1
 Traveler's Checks........................... VI.B.7x  6.2.7.1
 Travel Expense Reimbursement Vouchers....... VI.B.5x  6.2.5.1
 Vacation and Travel......................... VI.B.7x  6.2.7.2
 Vehicles: 
      Motor Pool Vehicles.................... VI.B.3x  6.2.3.1
      Permanently Assigned................... VI.B.3x  6.2.3.4
      Personally Owned....................... VI.B.3x  6.2.3.1
      Rentals................................ VI.B.3x  6.2.3.2,3,4
      Vehicle Expense vs. Coach Class........ VI.B.3x  6.2.3.1 
                                                                   

OVERVIEW

This policy concerns travel costs while on official University
business.  It complies with the State Comptroller Manual, Section
20335, State Travel Regulations. REMEMBER, EXPENSE ACCOUNTS ARE
OPEN TO THE PUBLIC.  BE ABLE TO SUPPORT ALL REIMBURSEMENT CLAIMS.

Business trips should be well planned and the need for the trip
established before travel begins.  Travel should be necessary, not
convenient. The traveler should compare costs and use the least
expensive transportation and lodging.

Expenses must be reasonable for the area traveled.  The University
will check travel vouchers for reasonableness.  Fully explain all
exceptions.  If possible, cite policies that apply.

The University reimburses the expenses of its employees and non-
employees, including students, on University business.  It does not
reimburse the travel expenses of individuals traveling with
employees but not on official business.  ENTERTAINMENT is a
personal expense and will not be reimbursed.

The traveler must report and support his/her expense claims.  The
emphasis should be on reasonable expense claims.  Falsifying
expense claims constitutes fraud and will be so treated.

The University has a contract in force with local travel agencies
for all air travel reservations and ticket purchases.  

See also related Policy VI.B.9, "Air Travel Contract".

Address questions on travel reimbursement to the applicable
Accounts Payable Department, (University: 924-4365; Medical Center:
924-1639/2865); address questions on air travel management to the
Travel Contract Manager, Purchasing and Materials Services, (924-
4237).

Other related travel policies immediately follow:

      Travel Authorization                         VI.B.2x
      Travel Transportation Issues                 VI.B.3x
      Travel Meals and Lodging                     VI.B.4x
      Submitting Claims for Travel Reimbursement   VI.B.5x
      Travel - Day-Trips and Non-Employee Travel   VI.B.6x
      Travel - Miscellaneous Expenses              VI.B.7x
      Air Travel Contract                          VI.B.9x

See also Financial and Administrative Procedures 6-20 through 
6-29 for additional travel information.
                                                                   
ISSUED BY:                                                 07/01/95
Associate Comptroller for
Accounting Operations         6.2.1.1