Home >> Travel & Meals >> New Travel Policy FAQs
New Travel Policy FAQs
Q: When do these new policies take effect?
- Any travel that occurs May 1, 2010, and after.
Q: If someone has historically had more than three reimbursements submitted over 30 days delinquent, will travel reimbursement be denied forever going forward?
- Monitoring of this will begin with implementation of the new policies effective May 1, 2010. After this time, it will be up to the traveler’s Dean or Vice President to make this determination.
Q: Do the new rules apply to travel before May 1 but submitted after May 1?
- The new policies apply to travel that begins May 1 or after. If the travel occurred prior to May 1, the old policies will apply regardless of when the reimbursement is submitted for processing.
Q: As a department will we still be allowed to make our own travel policies in terms of limits for lodging and using actual expenses?
- Departments may determine for themselves whether to reimburse either the full per diem amounts and lodging rates as listed on the Rate Guide page or only the traveler's actual expenses (as documented with original receipts) within the overall per diem limit.
Q: Can a designee still sign for the Vice President?
- By removing the term ‘Designee’, we are simply saying that business meals no longer require any special approval other than the Supervisor.
Deans/Vice Presidents still have the capability to allow someone else to sign on their behalf. If the Dean/Vice President allows another individual to accept that responsibility today, that will continue.
Q: So, Vice Presidents who are traveling will need the Provost's or President's approval?
- Travel reimbursements have always required the Supervisor’s approval. If the Provost or President currently has an alternate approver, this individual can still approve.
Q: Can a Vice President sign his or her own travel?
- Only Individuals listed in UVa policy FIN-016 can sign their own travel reimbursements.
Q: My department chair's Supervisor is the Dean, who is often away. Who else can approve so the reimbursement is not held up? In the past our fiscal person could sign as designee.
- Deans/Vice Presidents still have the capability to allow someone else to sign on their behalf. If the Dean/Vice President allows another individual to accept that responsibility today, that will continue; otherwise, the traveler’s Supervisor’s Supervisor should approve.
Q: For directors with self approval authority, does that authority continue under the new policy guidelines?
- Only Individuals listed in UVa policy FIN-016 can sign their own travel reimbursements.
Q: For directors with self approval authority, do they also have FINAL authority to approve meal/lodging amounts that exceed state limits (i.e., does the self-approver also function as the "Supervisor's Supervisor")?
- Individuals listed in UVa policy FIN-016 can function as the "Supervisor's Supervisor". However, state limits cannot be exceeded under any circumstances.
Q: Who approves for student travel – no supervisor?
- The person the student reports to.
Q: In the past pre-approval was required for F&A accounts if travel was over $500; is that still true?
- All travel should be authorized by someone who has knowledge of the traveler’s plans and the authority to question or reject it prior to any cost being incurred (usually the traveler’s Supervisor). However, the budget and pre-approval form is no longer required documentation.
Q: We bring in a lot of outside speakers for seminars - are these policies for internal travels or do they apply when reimbursing external visitors as well?
- All policies apply to outside guests as well.
Q: In the past, per diem amounts could not be reimbursed on local funds, but for actual costs only. Is that still the case?
- Any fund source can claim per diem limits.
Q: Do the forms get submitted in paper form as today with signatures?
- Yes
Q: Is there a place on the workbook that requires faculty to add the time they depart and return or is this an on your honor system?
- Just as today, travelers are required to deduct any meals that are of no cost to them. This is using the honor system.
Q: Can you use exact meal expenses instead of per diem?
- Yes, when using local funds, exact meal expenses may be used up to the local meal limits. When state or grant funds, actual costs can be claimed, but they cannot exceed the per diem limits.
Q: I was told by my school to do one workbook for faculty that includes multiple trips. I am supposed to submit workbooks a few times a semester, which means a lot of my travel is more than 30 days old. So, does that mean I should not bundle my travel workbooks for a particular faculty member?
- For reimbursements that are generally mileage only, you should submit the reimbursement no later than quarterly.
Q: How do you determine if they drove their own car for personal convenience?
- Depending on the number of days in the trip and the number of miles driven, it may be cheaper to rent a car. As a general rule, the break-even point is about 100 miles. Travelers can check with car rental agents for a cost estimate to help in this determination.
Q: You stated that you only reimburse per diem (lodging) at 100%, but your example showed double. Can you please explain this part?
- To calculate 100% over the rate, you would multiply the rate by two (x2).
Q: Can a faculty member who travels on grant funding exceed the new lodging limit by 100% with supervisor approval, or does the faculty member have to stay below the maximum lodging rate for that city in order to receive reimbursement and not have their voucher rejected?
- When using state & grant funds, no amounts are allowed over the 100%. If these rates are exceeded, the overage must be processed using local funds and with Supervisor’s Supervisor approval.
Q: What are the different mileage rates in the drop down?
- $.50 standard rate, $.30 vendor supplied vehicle, $.246 personal car for convenience
Q: Where do we enter actual meals?
- Enter actual meal expenses on the Travel Continuation sheet in the Travel Workbook.
Q: Is there a new travel envelope?
- The current travel envelope will work even with the new policies.
Q: Is it possible to get a printed copy of this webinar?
- The webinar presentation can be accessed from Procurement Services’ web site.
Q: Part of my trip is prior to May 1 and part is after May 1. Which rates do I use?
- If more of the trip occurs after May 1, use the new rates.
If the majority of the trip occurred prior to May 1, use the old rates.
Q: What if someone is on a day trip and does not get home until late evening (meaning after 5 PM workday?) Would they get any per diem for meals?
- Trips that do not involve an overnight stay cannot get paid for per diems or meals no matter what the length of the day. However, if a Business Meal is involved, that can be reimbursed.
Q: How do you get the incidentals included if your supervisor limits your per diem?
- Departments can pay actual expenses as long as the amount is less than the per diem rates. Departments can also pay the per diem amount and use the line “Less Amount Not Allowed” to reduce the amount.
Q: Do meal per diem rates vary by location now or are they standard across the state?
- The rate tables we are using vary by location. It has many more locations than the tables we previously used.
Q: What is considered “justification” for overage of lodging limits?
- It could be, for example: Homecoming weekend, no other hotel available or close to meeting area.
Q: When claiming actual meals, but not having receipts, will I still be reimbursed?
- If the meal expense is over $25, you will need to justify why there is no receipt, and the amount has to be under the per diem rate.
Q: The coaches typically take recruiting trips for the day, leaving at 8 AM and not returning until midnight or after; does that mean they are not allowed to claim any meals for that day?
- Day trip (non-overnight) meals are NOT reimbursable unless documented as a business meal.
Q: Is the business meal certification form still required for non-travel business meals?
- No, the business meal certification is not required; but, you will still need to document the required information that certifies the business meal either directly on the workbook or by using the paperclip in the Integrated System.
Q: Since the business form is no longer required, will you be taking it off the website to keep the confusion down for us?
- No. We left it out there on the website since some department might want to still use the form. It’s optional.
