Travel Policies and Procedures

Travel Regulations are set by the Commonwealth of Virginia in the CAPP manual topics 20335 and 20336, but UMW has exceptions for some of the regulations, so we strongly suggest using only UMW's web site for guidance. The travel policies and procedures specifically apply to all Departments, Offices, Students and Guests of the University, such as speakers, job candidates, etc. All employees must have an EDI (electronic data interchange/direct deposit) Enrollment Form on file in the Accounts Payable office in order to be reimbursed. Types of insurance such as trip cancellation, personal health or life insurance will NOT be reimbursed.

Travel expense accounts are open to the public and must be able to sustain the test of public review. When planning and paying for travel, economy, prudence and necessity are of primary concern. The use of State funds to accommodate personal comfort, convenience, and taste is not permitted. It is the policy of the Commonwealth of Virginia to limit travel costs to only those expenses that are necessary for providing essential services to the Commonwealth's citizens.  Further, travelers and travel planners must seek ways to reduce the cost of essential travel.

Travel Reimbursements must be submitted to your supervisor within 30 days from the date you return from your travel. The supervisor has five (5) days to sign or return the reimbursement request to the traveler. If the traveler submits the travel reimbursement after 30 days from the date the traveler returned, the traveler MUST document on the paperwork the reason for the delay. Make sure appropriate FOAP Manager's have signed the Travel Reimbursement Request Form BEFORE submitting to Accounts Payable. If appropriate signatures are not on the paperwork, the reimbursement will be delayed.

BEFORE traveling overnight AND BEFORE ANY travel purchases are made, you must:
1. Complete a Request for Travel Form  IN ADVANCE with appropriate signatures as instructed on the Request for Travel Form. NOTE: The President's signature is required for all Out-of-Country travel and for travel in Hawaii and Alaska.
2. Review Reimbursement Process for Travel Expenses so you'll know the requirements for reimbursement.

IF DAY-only travel EXCEEDS $500,
1. Complete a Request for Travel form  IN ADVANCE with appropriate signatures.
2. Review Reimbursement Process for Travel Expenses so you'll know the requirements for reimbursement.

If sharing a room, read the LODGING section CAREFULLY to avoid any out-of-pocket expenses.

If MORE THAN three EMPLOYEES (that's 4 or more EMPLOYEES) plan to travel to the same destination, click here for State regulations.

All UMW representatives and UMW guests are expected to incur travel expenses and then get reimbursed. See available credit cards for various credit card options. Cash advances are strongly discouraged and will be granted only in cases of emergency; see Travel Cash Advances for details.

To receive reimbursement for any travel expenses --even a $3 parking fee--you must complete a Travel Expense Reimbursement form and submit the form, along with all original, itemized receipts and any other required documents, such as the Request for Travel Form, to the Accounts Payable Office at Centre Court, Suite 104.

Please contact Leigh Penn (654-1226) lpenn@umw.edu or Laura Temple (654-1224) ltemple@umw.edu with travel questions.