Frequently Asked Questions

1. What options do I have for booking my airfare? May I use a travel agency of my choice?
After ensuring that your appropriate manager has signed your travel authorization form (which documents the business purpose for your proposed travel), you may either (a) directly book airfare or (b) use a travel agency of your choosing.

You will need to provide the travel vendor or travel agency with one or more of the following forms of payment (in order of preference).
     1. A Vanderbilt University Procurement Card (a Master Card), or
     2. Your Personal Credit Card.

Schools or other units may establish more specific, detailed or restrictive policies or procedures. Travelers should ensure that they are aware of any particular requirements that may apply.

2. Can a Procurement Card (Pcard) be used for Travel?
Yes. Click on the following hyper-link to access instructions and procedures for the Procurement Card. Check with your school or unit to determine if more specific guidelines have been established.

Travel expenses incurred using the P-card will be paid directly by Vanderbilt and coded directly to the expense code for your center(s) as identified by the "P-Card Authorization for Official Travel" form (used at the time of setting up a P-card that is authorized for travel vendors).

An employee making "out of pocket" disbursements that can not be paid via the P-Card may request reimbursement using a check request versus filing a Travel Expense Report.

3. I am responsible for approving an individual's travel expenses. What procedures do I need to follow?
Internal Audit has drafted a suggested checklist that may be of use, particularly to those newly responsible for authorizing travel and approving travel claims. Click here to view the document.

Schools or other units may establish more specific, detailed or restrictive policies or procedures. Travelers should ensure that they are aware of any particular requirements that may apply.

4. What documentation do I need to attach to the travel claim report to substantiate business expenses?
Along with a copy of the original "Request for Travel Authorization", the primary documentation requirement relates to receipts. Proper documentation consists of an original receipt for any single travel expenditure $25 and above (or a more restrictive guideline established at the school or division level). Appropriate receipts include:

Air/Rail Original passenger receipt or original e-ticket receipt/itinerary/boarding pass. The e-ticket/itinerary must show proof of payment (i.e., credit card being charged).
Hotel Itemized hotel bill/receipt
Car Rental Original Rental Agreement receipt and receipts for gas
Meals/Entertainment Original credit card or cash register receipt
Personal Vehicle Usage Receipts for tolls / parking, and mileage log
On-line Transactions Requests for reimbursement for on-line transactions must clearly show proof of payments (i.e., credit card being charged)

Reimbursements

1. What is the current mileage reimbursement rate for business use of a personal vehicle?
Effective January 1, 2013 the IRS changed the standard mileage rate from $.555 to $.565 per mile on use of a personal car for business purposes and from $.235 to $.24 per mile for moving purposes.

2. My business trip has been canceled. Can I still be reimbursed for the airline ticket?
Travelers are encouraged to rebook unused tickets within a reasonable timeframe whenever possible. If a ticket has to be changed and a penalty is incurred, the traveler may claim reimbursement from the University for the penalty.

If it is not possible to use the ticket through rebooking, then, subject to (a) approval by the appropriate manager and (b) the requirement that the cost be charged to an unrestricted center, the cost may be submitted for reimbursement. The reimbursement request submitted must include explicit documentation on the reason(s) the trip had to be cancelled, why the ticket could not be rebooked, and include the unused original ticket.

3. I lost my original receipts. Can I still be reimbursed?
If you lose a receipt, contact the provider of the services. Most hotels, airlines, and car rental agencies will be happy to provide you with a copy of your receipt. When submitting a duplicate copy of a receipt or alternate documentation, please include a memorandum or statement, signed by the person incurring the expense and the person approving the expense, stating that:
  • No original receipt is available
  • The expense was on behalf of the University
  • The item and amount of the expense are accurate
  • No other reimbursement of expense has been or will be sought or accepted from any source
4. How long does it take to get a reimbursement and when will I receive my payment?
The turnaround time for travel reimbursements will generally be 3-5 business days from the date of receipt in Disbursement Services. Allow additional time for mail distribution.
5. What is a Super Saver Advance?
A Super Saver Advance Form is used to request reimbursement, prior to the actual trip, for airfare paid from the traveler's personal funds or charged to a travel agency, using a traveler identification number. The Super Saver Advance Form indicates whether the check should be made payable to the individual or the travel agency. It is generally rare that the check would be made payable to the travel agency. The use of this procedure has decreased due to the increased use of the PCard. The travel receivable account and center should be charged. An individual agrees, as a condition to obtaining a Super Saver Advance, to submit a Travel Expense Report that appropriately accounts for the advance, within 10 days of the date of return. Failure to meet these deadlines may result in Vanderbilt deducting the outstanding balance of any travel advance from the individual's paycheck.
6. What information do you need for a Super Saver Advance?
Information needed to complete the Super Saver Advance Form include the following:
  • Traveler's name, address, Social Security Number, department number and traveler ID
  • Trip information, including the organizational name and location of the destination, and purpose of the trip
  • Travel authorization form number
  • Travel receivable account and center number "14010" ∓ "1-97-060-0000"
  • Credit card statement and itinerary from the travel agency
  • Two approval signatures are required
7. What is the difference between a Super Saver and travel being charged to the Ghost Card?
The Ghost Account refers to travel advance payments that are charged to the General Receivable Account/Center and include an employee's 6 digit traveler id number as an identifier. Entries to the General Receivable Account have not been charged to a specific budget. Items that are charged to the Ghost Account include: Travel Advances, Hotel Deposits, and Super Saver Advances. In addition, Vanderbilt has agreements with a group of travel agencies that allow a traveler to book an airline ticket, by providing their traveler id to the travel agencies. The travel agencies charge Vanderbilt's PCard, using the General Receivable Account/Center and the traveler id. Upon completion of the trip, the individual is required to complete a travel expense report, which will clear the receivable amount and charge the appropriate center.
8. Who do I contact in Disbursement Services if I have a question regarding travel?
Contact Sarah Lidstone at 343-6697