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Admin help > Travel and Reimbursement

Travel and Reimbursement Guidelines

The offical U.Va. 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 Lelia Gibson.
  • Reimbursements For travel expenses, supplies, or other items paid for with personal funds.
    Contact Lelia Gibson 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.