If a traveler is 要求 to leave the country on University business, approval from the provost or designee must be obtained 之前 为旅程的开始干杯. When requesting approval for out-of-country travel, you must attach complete trip information.
事先批准是 要求.
To obtain 之前 approval for 国际 travel, a Pre-Approval Request must be completed in Chrome River, 旅行者提交, and routed for approval by the traveler's supervisor, the authorizing Budget Unit Director (BUD), 以及教务长或指定人员. You must attach complete trip information when submitting a Pre-Approval Request to travel out of the country.
时机
It is recommended that this approval be obtained at least 提前30天付款 的旅行.
- Full details about 国际 travel are outlined in Procedure 6-714: 出国旅游.
Additional Policies for 国际旅行
In addition to all other policies set forth in published travel policy, the following 额外的 policies must be adhered to when traveling 国际ly. The guidelines for air travel also apply to 国际 travel.
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具体地说, airline travel cannot exceed the rates charged for tourist/coach class fare except as follows. With careful consideration of the reasonableness limitations specified in these regulations, the approving authority may grant permission for 商务舱 travel under the following circumstances:
- When it does not cost more than the lowest available tourist/coach fare (comparison must be attached to Expense Report)
- For travel to Western Europe if the business meeting is conducted within three hours of landing
- For transoceanic, intercontinental trips of more than eight hours
- If the traveler pays the difference
注意: Reimbursement for first-class air or rail travel is prohibited. Premium coach seating is not reimbursable.
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Boarding passes are 要求 for all air and rail reimbursements.
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Each receipt must be translated into English. Chrome River automatically converts amounts to U.S. dollars when the amount and foreign currency are entered.
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Upon completion of the out-of-country travel, an Expense Report must be submitted in Chrome River. The (approved) Pre-Approval Request must be attached to the Expense Report along with all other 要求 receipts. Original receipts must be centrally maintained in a department file.
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If a travel advance is requested, an approved Pre-Approval Request must be attached to the advance request before the advance can be submitted in Chrome River.
Three or More Traveling to a Single 国际 Destination
To ensure all travel meets the test of necessity, travel involving more than three employees from a single agency to a single 国际 travel destination must be approved 提前 由机构负责人或指定人员负责.
还款利率
Personal mileage reimbursement for out-of-country travel will be at the rate established in the current Appropriations Act. 然而, if a higher personal mileage rate is requested, a request for approval must be sent to the Accounts Payable Manager so that approval from Richmond can be obtained.
Foreign travel destinations may justify higher reimbursement amounts. The Commonwealth of Virginia uses the lodging and M&IE per diem rates for foreign travel as defined by the Federal Government.
特别旅行指引
