TABLE OF CONTENTS

I. Definition of Official Travel

Official travel is defined as movement on official business of the University from one's home or normal place of employment to another destination, and return from there either to one's normal place of employment or to one's home. Commuting between one's home and regular place of employment is not official travel.

top of page

II. Domestic Travel

Domestic travel includes travel within and between any of the fifty states of the United States, its possessions and territories, and Canada. When charging a restricted grant or contract (cost center which begins with a "4"), the traveler should also refer to the grant or contract award documentation and other applicable external regulations.

Local travel includes business travel within Davidson County. Expenses associated with local travel may be reimbursed by demand check with appropriate supporting documentation. Individuals may be authorized for recurring short-distance travel to neighboring counties or to nearby destinations via a standing travel authorization. The standing authorization should be signed by an appropriate authority and include an explanation of the circumstances necessitating the recurring short-distance travel.

Travel authorization forms remain within the individual's home department, and should be retained until the filing process of the travel expense report is complete. The approved travel expense report and supporting receipts should be sent to the Disbursement Services Department or the Department of Finance for reimbursement.

   A. Transportation

1. Commercial Air Travel
   Commercial air travel expense is reimbursed on the basis of actual cost incurred by the traveler using normally traveled routes. Travelers should select the type and class of services available to accomplish the travel at the most economical rate. First-class travel will be reimbursed only in extenuating circumstances and should be approved in advance by the traveler's Executive Director, Dean, Vice Chancellor, or Provost. The approval should be documented and attached to the Travel Expense Report. If approval is not obtained in advance for the use of first-class transportation, reimbursement will be reduced to coach fare available at the time of ticket booking. Reimbursements will not be approved for airline travel insurance premiums. Reimbursement will also not be approved for the cost of airfare if a traveler's accumulated frequent flyer miles are used for business travel. Original ticket receipts should be submitted with the Travel Expense Report.
   Travelers may often be able to obtain reduced airfares by arriving early to or departing late from the travel destination. In such cases, additional food and lodging costs (or possibly additional time away from work) should be considered in determining the total costs of various alternatives. Guidelines should be established at the departmental level to determine when longer trips are justified by reduced airfare costs. In the event that extended trips are taken to obtain decreased airfares, specific circumstances regarding the duration of the trip should be clearly documented (as an attachment) on the Travel Expense Report.
   Airline tickets should be purchased at the lowest published fares available. Vanderbilt University authorizes ticket purchases only in accordance with accepted airline industry practice. Tickets must be used for travel by the person for whom they were purchased. Traveling under another person's name may result in the forfeiture of insurance rights.
   
   
2. Private Airplane
   Vanderbilt faculty and staff are prohibited from operating or using privately owned, rented, or borrowed aircraft for University business travel. An exception to this prohibition may possibly be secured upon application to the Office of Risk and Insurance Management. Qualification for such an exception will be based upon the need for this type of travel and the liability insurance covering the aircraft. Written approval should also be obtained in advance from the traveler's Executive Director, Dean, Vice Chancellor, or Provost.
   If travel by private airplane is properly approved, reimbursement will be made in accordance with the approved rate in effect at the time. No traveler may purport to be an agent of the University in entering into agreements with airports or other authorities without prior approval of the Department of Risk and Insurance Management.
   
   
3. Rail
   The University will reimburse the cost of coach railroad fare plus the lowest-priced available private Pullman facilities not to exceed the cost of coach airfare. The cost of coach airfare should be documented with the Travel Expense Report. Original ticket receipts are required and should be attached to the Travel Expense Report.
   
   
4. Bus
   The University will reimburse the cost of commercial bus fare not to exceed the cost of coach airfare. (Comparison to coach air fare is dependent upon the availability of commercial flights to the destination.) If applicable, the cost of coach airfare should be documented with the Travel Expense Report. Original ticket receipts are required and should be attached to the Travel Expense Report.
   
   
5. Personal Automobile Travel
   Travel by personal automobile is an allowable expense when deemed the most economical and reasonable mode of travel under the circumstances. Factors which should be considered include distance to be traveled (and thus, additional meal and lodging expense if travel time is increased), total costs to be incurred in operating an automobile as compared to other modes of travel, and potential cost savings if a car rental fee will be avoided. The current rate at which Vanderbilt reimburses mileage expenses is intended to cover all transportation and vehicle operating costs, including auto insurance.
   Reimbursement will not exceed the total cost of round-trip coach airfare to and from the nearest commercial airport serving the destination, plus the reasonable costs of other appropriate local transportation at the destination. If mileage to the destination exceeds 300 miles, documentation of the cost of round-trip coach airfare must be attached to the Travel Expense Report. For travel less than 300 miles to the destination, travel by automobile is deemed to be the least expensive option and no further cost justification documentation is needed.
   Tolls and reasonable parking charges will be reimbursed in addition to the mileage allowance. Original cash register or credit card receipts should be submitted with the Travel Expense Report for any expenses greater than $25. No reimbursement is made for the cost of repairs to the vehicle or other such costs whether they result from the traveler's acts or the actions of others.
   If a faculty/staff member's vehicle is used on official travel and causes bodily injury or property damage to another party, the faculty/staff member's insurance will provide coverage to the limit of the employee's policy. If named in a lawsuit, Vanderbilt will provide coverage after the limit of the employee's policy has been reached. Faculty/staff who use their own automobiles or other vehicles on Vanderbilt business are responsible for insuring themselves against personal liability because Vanderbilt has no insurable interest in a faculty/staff member's personal automobile. Departments should be aware of the potential liability in case of an accident involving any uninsured motorist traveling on behalf of Vanderbilt University. Departmental travel administrators are advised to take measures to identify and minimize such liability.
   Vanderbilt insures legal liability and property damage arising out of use of its vehicles on Vanderbilt business.
   When reimbursement for local mileage is requested, a list of all trips should be attached to the request for reimbursement. Origin, destination, date, business purpose, and number of miles traveled should be included on the listing, regardless of the length of the trip.
   
   
6. Automobile Rental
   Travelers may rent automobiles when other transportation is not available or when such use is considered the most reasonable and economical mode of travel under the circumstances. Whenever possible, travelers should use rental companies which provide the lowest rates. In order to minimize costs, travelers are encouraged to choose economy-class cars whenever possible. Original cash register or credit card receipts for the car rental and associated gasoline purchases should be submitted with the Travel Expense Report.
   No travel allowance will be approved for rental car insurance premiums. Faculty/staff who rent cars while on University business should decline any optional insurance offered by the rental agency. Automatic liability coverage for bodily injury and property damage is provided by the University. The University also pays the premium for a group travel accident policy for which the maximum principal recovery amount is $100,000. Coverage for physical damage to a rental automobile is provided through University self-insurance.
   
   
7. Local Transportation
   Costs of public transportation, airport shuttles, and taxis are acceptable for service to and from airports and railroad stations, between appointments, and between hotels and meeting locations. Original receipts for any expenses greater than $25 should accompany the Travel Expense Report.
   
   

   B. Food and Lodging

Before making travel arrangements, travelers should check with their department or school to determine whether budgetary limits have been imposed. Travelers should request educational discounts at all hotels and motels. Many establishments offer reduced rates to those who identify themselves as University faculty or staff members. Travelers should also contact the Disbursement Services Department or the Department of Finance to see if Vanderbilt is exempt from sales tax in the state to which he or she is traveling. If so, the traveler is encouraged to obtain a sales tax exemption certificate from the applicable office to avoid unnecessary sales tax expense while traveling. Expenses for food and lodging are reimbursable on the basis of actual, reasonable expenses incurred. Meal prices may vary in different geographic areas. Original cash register or credit card receipts for all meals and lodging expenses greater than $25 should accompany the Travel Expense Report. Charges for meals or services on hotel bills should be entered separately from the room charge on the Travel Expense Report.
Meal expenses should be reasonable. Original cash register or credit card receipts should accompany the Travel Expense Report. Any meal expense exceeding $25 or a more restrictive guideline, established at school or division level, requires a written explanation and is subject to approval at the level of the head of the department, Executive Director, Dean, Vice Chancellor, Provost, or their designee.
Approved meal expenses exceeding a reasonable amount should be recorded as entertainment expenses. All entertainment expenses must be coded to account number 62110, thereby isolating those costs from direct or indirect charges to Government funds. Entertainment, as well as alumni and development expenses, cannot be charged to Government restricted centers under any circumstances. Alcoholic beverage costs are generally considered personal expenses; however, if reimbursement is approved, the charges must always be classified separately as entertainment expenses, regardless of the funding source for the trip.
A significant volume of University travel is funded by Government contracts and grants, and it is imperative that travelers maintain good judgment and reasonableness in travel expenditures. Travel policies administered at the departmental level should be consistent between restricted and unrestricted funds.

   C. Telephone and Fax Expenses

Travelers may be reimbursed for the cost of one personal long-distance phone call per day for a reasonable length of time unless more restrictive policies have been established at the departmental level. Reasonable expenses incurred for business-related long-distance calls necessary while traveling (e.g., calls to Vanderbilt, fax transmittals, etc.) are normally reimbursable. Travelers are encouraged to use calling cards to reduce long-distance calling costs. Because receipts for such calls will normally not be available within the time period required for expense reporting, special arrangements may need to be made at the departmental level for subsequent reimbursement.

   D. Spouse or Other Dependent Expense

No travel expenses, transportation, lodging, meals, or registration fees, etc., for spouses or other persons accompanying employees on University travel will be reimbursed unless such travel significantly benefits the University and is specifically approved in writing by the traveler's Executive Director, Dean, Vice Chancellor, or Provost in advance. Approval is necessary to document that the spouse's or other person's expenses may be reimbursed on a given trip. Approval to reimburse specific meals or other itemized expenses is not necessary. Reimbursed travel expenses of spouses or other persons accompanying employees on travel for University purposes will be reported as taxable income to the employee unless (1) the spouse or other person accompanying the employee is also an employee of the University, (2) the travel of the spouse or other person is for a bona fide business purpose of Vanderbilt University, and (3) the expense would otherwise be deductible by the spouse or other person. NOTE: ALL THREE (3) CONDITIONS MUST BE MET.
Expenses of a personal entertainment nature, such as movies, recreational fees, etc., should not be reimbursed; however, if reimbursement is approved, the charges must always be classified separately as entertainment expenses, regardless of the funding source for the trip.

top of page

III. Foreign Travel

Foreign travel is defined as any travel other than domestic travel as defined in this policy. Foreign travel supported by University funds should be approved in the same manner as domestic travel. Foreign travel supported by sponsored program contracts and grants may require prior written agency and/or internal approval. Travelers should refer to applicable grant or contract regulations to determine whether prior agency approval is required and if other restrictions apply. Generally, travel-related insurance coverage on foreign travel is similar to that described for domestic travel. However, special circumstances such as an extended stay could change the scope of coverage. It is recommended that travelers consult the Office of Risk and Insurance Management to discuss special circumstances and verify insurance coverage, prior to foreign travel.

top of page

IV. Special Travel

Travel for such purposes as employment interviews at Vanderbilt and relocation to Vanderbilt of newly recruited faculty and staff is considered special travel. Funds to support special travel are commonly limited by departmental budgets and/or the terms of contracts and grants. No commitment to reimburse such expenses should be made without first ascertaining that such reimbursement is appropriate and that funds are available.
The following special travel guidelines are standard within the University. More specific guidelines for individual programs with special needs may be approved by the responsible head of the department, Executive Director, Dean, Vice Chancellor, or Provost.

   A. Situations Relating to New Faculty or Staff

1. Employment Interview
   Departments may authorize reimbursement to prospective faculty or staff members for travel expenses incurred in connection with an employment interview at Vanderbilt or elsewhere in accordance with the policy in effect for official travel. Reimbursement may be requested on a Travel Expense Report or a demand check request.
   
   
2. Relocation
   Each school, college, or administrative division has its own policy for determining eligibility of new faculty and staff for moving expenses. The letter of appointment will state whether the individual is or is not eligible and, when eligible, the amount that will be provided.
   The Procurement Department has negotiated a relocation contract for moving the household effects of new faculty and staff. Departments are encouraged to use this contract to take advantage of negotiated discounts and value-added services. Moving services should be processed on a purchase order if arrangements are made prior to the move. If an invoice for authorized expenses from a moving company is presented after the move has taken place, departments may authorize reimbursement to newly hired faculty or staff members via demand check request. Travel Expense Reports should be used to substantiate travel-related moving expenses to be reimbursed, such as travel from the former residence to the new residence. Generally, the term "relocation" may include the following:

   a) Moving household goods and personal effects from the former residence to the new residence;
   
   b) Travel for the faculty or staff member and family from the former residence to the new place of residence.

   
   Individual department or school policies should be referenced regarding moving institutionally related equipment and supplies.
   The University is required to report certain moving expense reimbursements to the Internal Revenue Service as income to the individual being reimbursed. The faculty or staff member's social security number must be indicated on the travel report or check request for processing. Click the following for IRS tax law:
   http://www.irs.gov/pub/irs-pdf/p521.pdf
   
   

   B. Official Visitors

Departments may authorize reimbursement to official visitors for expenses incurred in connection with their travel to the University. Reimbursement may be requested by either a demand check request or a Travel Expense Report, as decided by the appropriate head of the department or dean. The reimbursement guidelines in effect for normal travel as authorized in this document must be followed rather than those of the visitor's home institution. Expenses should be supported by appropriate documentation, and entertainment and alumni and development expenses must be coded separately, as explained in section II.B.

   C. Group Travel

When injury to a group of travelers would seriously impair the operation of a University activity, the University strongly discourages travel by groups of more than two or three faculty or staff on the same plane or on extended automobile trips. This restriction should be evaluated by the heads of the departments and/or deans according to the circumstances of the travel.
Students traveling as groups or teams are to be sponsored by a faculty or staff person(s) who will be responsible for complying with the policies stated in this manual. For these trips, one Authorization for Official Travel form should be completed and a list of travelers attached.
If a group of persons traveling together on official travel incurs joint expenses to be reimbursed from the same source, such expenses may be paid and reported by one traveler for convenience; however, an Authorization for Official Travel should be completed and approved for each traveler, except for student groups or teams as noted above. The circumstances should be explained and the names of all persons should be listed on the Travel Expense Report or an attachment.
If a person on official travel is accompanied by a person not on official travel, and the expenses for travel, accommodations, or other services are incurred jointly by such persons, then reimbursement by the University to the person on official travel is limited to the actual expense attributable to the traveler or to the amount that the traveler would have incurred if traveling alone.

top of page

V. Travel Insurance

When traveling on University business, faculty and staff are covered by the University's accident insurance policies. Students are not covered. Coverage applies both within and outside Davidson County, Tennessee. Commuting to work is not covered. The travel accident policy provides $100,000 for accidental loss of life and up to $100,000 for accidental dismemberment. However, to protect faculty and staff and his or her estate, it is essential that evidence be presented that the travel in question was University business, and that evidence must exist on the University's records. A Travel Authorization Form is used to confirm travel status. This form should be filed with the traveler's appropriate home department prior to travel, and should be retained until the filing process of the Travel Expense Report is complete.
The travel accident insurance applies to travel by aircraft unless the faculty/staff member is acting as pilot, operator, or member of the aircraft crew. Vanderbilt faculty and staff must obtain prior approval to operate or use privately owned, rented or borrowed aircraft for University business travel. (See Section II.A.2.) Travel accident coverage for travel by private plane should be confirmed through the Office of Risk and Insurance Management.
The University currently has two (2) credit card programs that may be utilized for travel. The University's Procurement Card, when authorized to be activated for travel expenses, provides business travel accident and lost luggage insurance, in addition to a number of other travel related services. The University's corporate travel card program with American Express also provides business travel accident and lost luggage insurance when the American Express corporate card is used to pay for business transportation costs, whether the travel is by air, land or sea.

top of page

VI. Travel Arrangements

   A. Corporate Credit Cards

Vanderbilt University has two (2) credit card alternatives available for the payment of transportation, lodging, meals and incidental expenses while traveling on authorized business in behalf of the University.
The University's Procurement Card, issued by JP Morgan Chase, is capable of functioning as a travel card when approved by departmental management and activated by the Procurement Card Office. This card has the added advantage of a single card for both purchasing and travel functionality for business purposes. All charges for purchased services and those charges utilizing the procurement card for travel accrue to Vanderbilt and must be reviewed and approved for payment by the cardholder and his/her manager in a manner documented in procurement card policies. No personal purchases are allowed utilizing the procurement card.
The corporate card program with American Express is available at no charge to faculty and staff who travel regularly and wish to use the convenience of the card for the payment of their travel expenses, minimizing the need for them to carry large amounts of cash. This card is intended for business rather than personal use. Each card holder is responsible for paying all charges to the card on a timely basis as determined by American Express.

   B. Travel Advances

All travel advances should be properly accounted for on the Travel Expense Report and any excesses returned within ten (10) days after returning from a trip on official business. If any advance has not been accounted for within ninety (90) days after the traveler has returned, the University will deduct the outstanding balance of any travel advance from his or her payroll check. (The traveler agrees to this condition by signing the forms requesting travel advances.) No additional advances or reimbursements will be processed if a travel advance is past due. Travel advances and subsequent accounting will be tracked in the Office of Accounting or the Department of Finance as applicable.

University Central University faculty and staff should charge advances for registration fees directly to the appropriate cost center. All other advances (cash, super saver, and hotel deposit) should be charged to the travel receivable account and center as follows:
Account 14010 Center 1-97-060-0000 Individual Travel Acct #_____.
Individual travel account numbers may be obtained by completing the General Accounts Receivable Account Number Request Form. Please contact the Office of Accounting at 343-6640 with specific questions related to the GAR Account Number Request Form. All faculty and staff must acquire a unique travel account number and may not use an account number assigned to another individual. University faculty and staff are to use form number 60-002-524 for all advances requested

IRS regulations require Vanderbilt to report travel advances as additional income and to withhold appropriate income taxes on these advances unless the expenses are accounted for within a reasonable period of time. Therefore, Vanderbilt will begin the process to add to a traveler's W-2 form any travel advances not accounted for or collectible by payroll deductions within ninety (90) days of the return date from the trip that occasioned the advance. Reporting of an advance as income does not relieve faculty or staff of the legal liability to account to Vanderbilt for the travel advance and to return unused portions. University faculty and staff are to use form number 60-002-523, Authorization for Official Travel, to obtain approval prior to travel and to report the final travel expenses.

Vanderbilt University students may also receive cash advances for travel. The students' Dean's office must approve all requests. Vanderbilt University students are to use form number 60-002-658, Student Travel, for all advances requested. Vanderbilt University students should charge advances for registration fees directly to the appropriate cost center. All other advances (cash, super saver, and hotel deposit) should be charged to the travel receivable account and center as follows:
Account 14010 Center 1-97-060-0000 Individual Travel Acct #_____.
Individual travel account numbers may be obtained by completing the General Accounts Receivable Account Number Request Form. Please contact the Office of Accounting at 343-6640 with specific questions related to the GAR Account Number Request Form. All students must acquire a unique travel account number and may not use an account number assigned to another individual.

After 90 days any outstanding advances will be considered debt owed by the student and will be charged to the Student Account for repayment. IRS regulations require Vanderbilt to report outstanding travel advances as additional income and to withhold appropriate income taxes on these advances unless the expenses are accounted for within a reasonable period of time. Therefore, for student travel, Vanderbilt will begin the process of reporting the cash advance amount on IRS form 1099 for any travel advances not accounted for by the end of the calendar year in which the advance was received, or within ninety (90) days of the return date from the trip that occasioned the advance. Reporting of an advance as income does not relieve students of the legal liability to account to Vanderbilt for the travel advance and to return unused portions.

Medical Center Medical Center faculty and staff should charge all advances to the travel receivable account and center as follows:
Medical School: Account 13025 Center 1-04-000-0000 Social Security #
Medical Center Other: Account 13025 Center 1-08-000-0000 Social Security#
School of Nursing: Account 13025 Center 1-06-000-0000 Social Security#
Hospital: Account 13025 Center 2-01-000-1111 Social Security#

IRS regulations require Vanderbilt to report travel advances as additional income and to withhold appropriate income taxes on these advances unless the expenses are accounted for within a reasonable period of time. Therefore, Vanderbilt will begin the process to add to a traveler's W-2 form any travel advances not accounted for or collectible by payroll deductions within ninety (90) days of the return date from the trip that occasioned the advance. Reporting of an advance as income does not relieve faculty or staff of the legal liability to account to Vanderbilt for the travel advance and to return unused portions.

   1. Registration Fee
University Central Whenever possible, Registration fees for non-local events should be requested using either the Request for Registration Fee advance form or Check Request form. For University Central, the amount will be charged directly to the appropriate cost center (departmental budget). Registration fees should not be reported as an expense or listed under "Less Amount Advanced" when the Travel Expense Report is filed. Registration fees may not be obtained when the traveler is being reimbursed for travel expenses by a source external to Vanderbilt University.

Medical Center Whenever possible, registration fees for non-local events should be requested using the Request for Registration Fee advance form. For Medical Center, the Request for Registration Fee form will be charged to the travel account receivable. Registration fees should be reported as an expense and under "Less Amount Advanced" when the Travel Expense Report is filed. Thus, the registration fee is charged to the departmental budget and deducted from the receivable account at the time the Travel Expense Report is processed. Registration fees may not be obtained when the traveler is being reimbursed for travel expenses by a source external to Vanderbilt University.

   2. Hotel Deposit
Whenever possible, hotel deposits for non-local events should be requested using the Request for Hotel Deposit advance form. The amount will be charged to the travel receivable account and should be reported as an expense and under "Less Amount Advanced" when the Travel Expense Report is filed. Thus, the hotel deposit is charged to the departmental budget and deducted from the receivable account at the time the Travel Expense Report is processed. Hotel deposits may not be obtained when the traveler is being reimbursed for travel expenses by a source external to Vanderbilt University.

   3. Super Saver Airfare
The traveler may complete the Request for Super Saver Advance form if an airline ticket is purchased in advance of a trip in order to take advantage of reduced rates. A copy of the traveler's monthly credit card statement and a copy of the traveler's itinerary from the travel agency showing that the trip has not occurred, or the invoice for the tickets, should be attached to the Request for Super Saver Advance. The Super Saver Advance should be a deduction on the Travel Expense Report on the line "Less Amount Advanced." A Super Saver Advance may not be obtained when the traveler is being reimbursed for travel expenses by a source external to Vanderbilt University.

   4. Cash
The Corporate Card replaces the need for most University cash on hand while traveling. Cash travel advances are permitted up to $200 per trip for faculty and staff but are discouraged unless absolutely necessary. Certain departments, which have faculty or staff members who routinely take long-term trips (or trips for which more cash is necessary because of locality or nature of the trip) will constitute exceptions to this limitation. Appropriate guidelines should be established at the departmental level and approved by the appropriate Executive Director, Dean, Vice Chancellor, or Provost. Extenuating circumstances for other travelers will be reviewed and approved on an individual basis at the departmental level. Documentation explaining the circumstances for the exception and the documented departmental approval should accompany the Request for Travel Advance. Cash travel advances may be obtained no more than two weeks prior to departure. Cash travel advances may not be obtained when the traveler is being reimbursed for travel expenses by a source external to Vanderbilt University.

top of page

VII. Reimbursement of Travel Expenses

   A. Travel Expense Report
The University must follow a number of legal requirements imposed by the Internal Revenue Service and external sponsors of research in reimbursing travel expenses. Therefore, Travel Expense Reports that are not properly approved or that do not include appropriate documentation will be returned to the traveler's departmental administration for correction. Travelers are promptly reimbursed for expenses properly approved and documented. Time, effort and confusion are minimized when travelers complete their Travel Expense Reports fully and accurately and submit them within ten (10) days of returning from a trip.
If receipts for transportation (other than personal vehicle), hotel charges, meals, or other expenses greater than $25 are lost, the traveler should obtain a replacement receipt to accompany the Travel Expense Report. Travelers are encouraged to charge meals, lodging, and other significant travel expenses to their Procurement Card, University Corporate Card or personal credit card whenever possible. If the original receipt is misplaced, the duplicate charge copy, which accompanies the Corporate Card statement, may be sufficient for reimbursement. Extenuating circumstances should be explained in writing and will be reviewed on an individual basis by the Disbursement Services Department or the Department of Finance.

   B. Approval of Travel Expenses

   1. Routine Expenses
The Travel Expense Report should be signed by the traveler. In signing this form, the traveler certifies that the expenses for which reimbursement is requested have been incurred for the purposes indicated. When a traveler's signature is not available, the document should be signed by the head of the department, Executive Director, or Dean along with an explanation detailing why the traveler's signature is not available.
Faculty and staff should have their Travel Expense Reports approved and signed by someone in the same division (or the department supporting the expense) that is authorized to sign Travel Expense Reports and at a level more senior than the traveler.

   2. Exceptions
Since each school is responsible for its own finances, it is important that administrative officers be aware of any unusual expenses incurred against their funds. When exceptions to general reimbursement policies are requested, the reason for the exception should be explained and the Travel Expense Report must be signed as an exception by the traveler's Executive Director, Dean, Vice Chancellor, Provost, or designee.

   3. Reporting Requirements
Travel Expense Reports should be approved and should arrive in the Disbursement Services Department or the Department of Finance within ten (10) days after the completion of a trip. The necessary approval-routing process should be taken into consideration so that required approvals can be obtained in a timely manner and the Travel Expense Report can be delivered to the appropriate office within ten days.

   C. Accountability
All persons traveling on behalf of Vanderbilt and those who approve expense reimbursement are responsible for knowledge of Vanderbilt travel policies and procedures and compliance with sponsoring agency regulations governing travel expenditures. All travel expenses are subject to audit by Vanderbilt's Internal Audit Department and external auditors, as well as by agencies such as the Internal Revenue Service, the Department of Health and Human Service (for Government-sponsored programs), and the internal and external auditors of non-Government sponsors. The purpose of these audits is to ascertain that the expenses are proper and fully documented.
A proper accounting should be made of travel reimbursements made by the University to faculty and staff members. The University may receive requests from sponsoring agencies or other groups who have reimbursed University faculty or staff members to verify that expenses submitted directly to them were not also reimbursed by the University. The University may also request from sponsoring agencies or other groups, verification that expenses submitted to the University were not also reimbursed by external parties.

   D. Documentation
Travelers should be aware of the importance of fully documenting their expenses, and supervisors and administrative officers should recognize their responsibility to critically review travel expense reports prior to approving the expenses for reimbursement. Specific documentation may be unique in special circumstances, such as long-term travel supported by a research grant. Examples include situations in which the traveler may have rent and utility bills instead of hotel bills or grocery bills instead of restaurant receipts. In such instances, original receipts are still required to document all expenses, and the reasonableness of the expenses should be approved at the level of the Executive Director, Dean, Vice Chancellor, Provost, or designee.
If original receipts for transportation (other than personal vehicle), hotel charges, meals and other expenses greater than $25 are lost, the traveler should obtain a replacement receipt to accompany the Travel Expense Report. To facilitate review of travel expense documentation, travelers are encouraged to submit original receipts attached to the Travel Expense Report in date order.

top of page