Reimbursement Process for Travel Expenses

If you want to be reimbursed for anything OTHER THAN TRAVEL expenses, see Reimbursements .

If you want to be reimbursed for travel expenses ( mileage, parking, tolls, hotel expenses, business travel, etc.) you will need to complete a Travel Expense Reimbursement form to submit--along with original receipts--to the Accounts Payable Department at Centre Court, Suite 104. Read the side navigation options (on left) for detailed explanations for various travel expenses.

Reimbursement Requests MUST be submitted to the Accounts Payable Department WITHIN 30 DAYS OF THE TRAVEL.

Submit the following to AP at Centre Court, Suite 104 based upon the "type" of travel listed below:

For Day-Only Travel:
1. The completed and signed Travel Expense Reimbursement form,
2. The completed and signed Request for Travel form with appropriate signatures IF DAY TRAVEL EXCEEDS $500.
3.  Any other receipts--not just registration forms--for which you are requesting reimbursement. NOTE: Meals are NOT reimbursed for day only travel, regardless of leave and return times. Please see the Per Diem section AND the Business Meal section for further explanation.

For Overnight Travel in the Contiguous US, including overnight travel in Virginia:
1. The completed and signed Travel Expense Reimbursement form ,
2. The completed and signed Request for Travel form with appropriate signatures,
3. An original, itemized lodging receipt that shows the daily rate, taxes and a zero balance due (see Lodging section), and
4. Any other receipts--not just registration forms--for which you are requesting reimbursement--EXcluding food receipts because you should claim a per diem for overnight travel (see Per Diem section).

For Overnight Out-of-Country Travel, see Out-of-Country Travel .

Unallowable (not reimbursable) Miscellaneous Expenses: Lost or stolen articles; alcoholic beverages; damage to personal vehicle, clothing or other items; movies charged to hotel bills; all expenses related to personal negligence, such as fines for parking or services used to gain entry to a locked vehicle; entertainment expenses; towing charges for personal vehicle; contributions; donations; charges for spouse, children and companions; personal needs such as medication, refrigeration--even if it's for medication--hotel safe or other conveniences.

The above list is not all-inclusive. Remember that accounts are open to the public and must be able to sustain the test of public review.