Travel Reimbursement--READ THIS FIRST

Before you travel, you need to:

Know the rules.  Ask your program administrator about restrictions and limits (know what is allowed or not before you go).  Keep in mind:  there is no reimbursement for alcohol.

Pre-approved expenses may be reimbursable.  Get these forms BEFORE YOU LEAVE:

Submit your travel expense estimate for pre-approval to your supervisor.

When you are travelling, you need to:

  • Keep ALL Original receipts and proof of travel, transportation, meals, lodging, and any other cost for which you request reimbursement.  

When you return, submit the Travel Expense worksheet with ALL receipts and the Payment Request form   for a signature(s) to your supervisor or department head.   Drop these off with the Pre-Approval Form for your BIMS administrator to process.   Keep copies of documents you submit for reimbursement.

Reimbursement is available after your trip is complete.

NOTE: If actual expenses are more than 10% above the pre-approved estimates, you will need to get additional approvals from the Dean or the Vice President (or their designee’s).  You might not get the requested approval. 

 (see www.virginia.edu/finance/polproc/pol/vig1.html )

 (see also https://etg07.itc.virginia.edu/policy/policydisplay?id=%27FIN-004%27 )

Get written or printed cost comparisons when possible to ensure that expenditures are as economical as possible.