It is the University’s opinion that UMW employees should not have the burden of paying for student travel-related expenses. For those travel-related expenses which are not allowed on the SPCC, the Commonwealth expects employees to pay for their OWN official business travel-related expenses and request reimbursement AFTER the travel has happened.
The University finds it inappropriate for an employee to have to “front” or pay for a student’s travel expenses and wait for reimbursement. The SPCC is allowed to be used for some travel-related expenses for both employees and students (see Available Credit Cards for details) and the SPCC should be used to pay for allowed expenses.
For travel-related items which cannot be paid using the SPCC, UMW will allow the option of using a UMW Finance Card to pay for all allowed travel-related expenses (expenses for both the student AND the employee) WHEN TRAVELING WITH STUDENTS. ALL of the state limits and regulations apply. Exceptions apply to 8 Funds (when the Banner FOAP funding the expense begins with an “8”). If you have questions, contact Accounts Payable at 654-1224.
If you are traveling with one or more students for:
- Team Travel (When coaches travel with Athletic or Debate Teams. NOTE: CLUB Team Travel falls under Student Activities and Engagement.)
- Study Abroad (When a professor travels with students as part of a study abroad program.)
- Other Student Travel (When a professor travels with a student to a conference, for example.)
Details regarding State Travel Regulations and expense limits can be found at https://adminfinance.umw.edu/ap/travel/