University of Virginia Environmental Sciences Department

                info   history   facilities  contact info  admin help  other links 

[About]
[News]
[Courses]
[Undergraduate Program]
[Graduate Program]
[Prospective Students]
[Faculty]
[staff]
[students]
[Research]
[O.T.S.]
[General Science Tours]
[Jobs]
[Rollover]
    

Travel and Reimbursement Guidelines from the
Department of Environmental Sciences


The offical UVA policy, guidelines, and per diem rates relating to Department-sponsored travel can be found at Travel Basics , on UVA's Procurement Services webpage. These pages should contain the answers to most of your questions about purchasing airline and rail tickets, per diem rates for lodging & meals, auto rental, etc.


A brief rundown of what you need to do when making travel plans and seeking reimbursement while on Department business follows:

  • Travel on University/Department Business

    • Airline Tickets can be purchased through the Admin office and charged to a dept. MasterCard. The charge will be transferred to a Department PTAO or specified research PTAO.
    • Tickets can be booked through a contract travel agent, or from an on-line service (requires price comparison using at least 1 quotes from a different source), but only Department staff can use the MasterCard.
    • For airline tickets or rental cars charged to the Department AMEX, you must fill out a Department ticket purchase form, providing specified information, including the PTAO to which the ticket or car is to be charged. You must also provide a travel itinerary or reservation sheet indicating the price of the ticket or rental. The PI must sign this form. The ticket purchase form is available from Rowena Scott or Neal Grandy.

  • Reimbursements

    For travel expenses, supplies, or other items paid for with personal funds.
    Contact Chonna Gammon, Ext 4-0574 (clg6n) with any reimbursement questions.

    • Travel reimbursements: handled by Admin Office.

      • Keep all receipts; itemize on a separate sheet of paper
      • Provide any other supporting documents (e.g., letter from GARC, etc.)
      • Provide PTAO to be used for reimbursement
      • State mileage reimbursement rate is $0.445/mile, unless otherwise specified (e.g., LTER limit for trips to the Eastern Shore).
      • State guidelines on per diem rates for lodging and meals (M&IE: Meals and Incidental Expenses) available at: http://www.virginia.edu/~polproc/pol/vig1.html#instate.
      • You must complete your travel before you can be reimbursed.

    • All other reimbursements:

      • Keep all receipts; itemize on a separate sheet of paper
      • Provide PTAO to be used for reimbursement.

    Environmental Sciences Department
    291 McCormick Rd
    Charlottesville, Virginia
    (434) 924-7761
    Maintained by wsc4j@virginia.edu and hee2b@virginia.edu.