Travel Information

As an agency of the Commonwealth of Virginia, UMW has a public obligation to ensure that all expenditures are essential and reasonable and to ensure all revenues due are timely collected in support of the mission of the University.

Travel Regulations are set by the Commonwealth of Virginia, but UMW has exceptions for some of the regulations. We strongly suggest using only UMW’s web site for guidance. Travel policies and procedures specifically apply to all Departments, Offices, Students and Guests of the University, such as speakers, job candidates, etc.  NOTE:  See the heading called Vendor Application Form (for US entities) or Applicable IRS Withholding Form (for foreign entities) on the Forms page for special IRS requirements that apply to foreign entities being paid, including reimbursement payments.

Overnight Travel

Before traveling overnight AND before any travel purchases are made, you must do the following IN ADVANCE:
1. Complete a Request for Travel form.
2. Obtain all appropriate signatures as instructed on the Request for Travel form. (Note: The President’s signature is required for all Out-of-Country Travel including Hawaii and Alaska.)
3. Review the Reimbursement Process for Travel Expenses so you know the requirements for reimbursement.

If 4 or More EMPLOYEES plan to travel to the same destination, click here for State regulations.

If you are Sharing a Room, read the Lodging section carefully to avoid any out-of-pocket expenses.

Day Only Travel

If your day-only travel EXCEEDS $500, you must do the following IN ADVANCE:
1. Complete a Request for Travel form.
2. Obtain all appropriate signatures as instructed on the Request for Travel form.
3. Review the Reimbursement Process for Travel Expenses so you know the requirements for reimbursement.

If 4 or More EMPLOYEES plan to travel to the same destination, click here for State regulations.

Failure to complete the Request for Travel form and obtain appropriate signatures IN ADVANCE of making ANY travel purchases may result in the delay or denial of reimbursement.

Not Allowed

  • Insurance such as trip cancellation, personal health or life insurance are not allowed State expenses.
  • The use of State funds to accommodate personal comfort, convenience and taste is not permitted.
  • Unallowable miscellaneous expenses include, but are not limited to the following: 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 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 for medication), hotel safe and other conveniences.

Requirements

  • Any employee receiving a reimbursement MUST be enrolled in Direct Deposit for reimbursements. Please use the link at Direct Deposit for details regarding this process.
  • Travel reimbursement requests must be submitted to your supervisor within 30 DAYS of the date you return from travel. The supervisor then has 5 days to sign or return the reimbursement request to the traveler. If the traveler submits the travel reimbursement request after 30 day from the date of return, the reason for the delay must be documented on the reimbursement request form. Verify that all appropriate FOAP managers have signed the Travel Reimbursement Request before submitting to Accounts Payable. Missing or inappropriate signatures will delay your reimbursement. NOTE: Employees’ travel reimbursements that are submitted 90 days or more after completion of travel will be paid through Payroll and taxed as income per IRS guidelines.
  • Except for items that can be purchased using a UMW credit card, all UMW representatives and UMW guests are expected to incur travel expenses and then be reimbursed. See Available Credit Cards for options. Cash advances are strongly discouraged and will be granted only in cases of emergency (See Travel Cash Advances).
  • To receive reimbursement for ANY travel expenses, you must complete a Travel Expense Reimbursement form. The form must be submitted to Accounts Payable with all original, itemized receipts and any other required documents (i.e. Request for Travel form).
  • Any “earned credits” or benefits provided by credit card companies (or other establishments, such as hotels) for travel purchases (where the employee was reimbursed by UMW) should be “returned” to the state by way of using those earned credits for future UMW business.  (Often, faculty trips are NOT FULLY funded, in which case, the employee may not have been reimbursed for the items or services which earned the credits; therefore, the earned credits for items that were not reimbursed to the employee belong to the employee.)  NOTE:  UMW allows AND ENCOURAGES employees to use any kind of discounted rate or earned credits to reduce costs for UMW.

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.

The Commonwealth of Virginia Travel Regulations may be found in CAPP manual topics 20335 and 20336, however, since UMW has exceptions for some regulations, we strongly suggest using only UMW’s web site for guidance.

Please contact Laura Temple (654-1224) ltemple@umw.edu with travel questions.