Travel Guidelines and Policies

These policies and guidelines guide individuals traveling on behalf of the University, ensuring the responsible and appropriate use of University resources to support its teaching, research, scholarship, and service mission.

Before making travel arrangements or organizing business meals, faculty and staff are encouraged to review these policies.

Guidelines

The following guidelines outline allowable and non-allowable expenses and provide key information for University travelers:

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  • Allowable Expenses

    The following items are allowable travel, meals, and entertainment expenses (T&E) when incurred for a University business purpose and approved by the authorized approver. The list is intended as a guide but may not cover all allowable T&E expenses.

    • Airfare (including taxes and booking fees)
    • Airline ancillary fees (extra legroom, window/aisle/main cabin seating, etc.)
    • Auto Rental
    • Baggage fees (generally up to two bags)
    • Bus, shuttle, subway, or metro fees
    • Companion expense when there is a documented disability and approved by a University disability advisor
    • Dry cleaning/laundry when travel is for seven (7) or more consecutive days, or an emergency situation. Detailed explanation must be provided.
    • Gas for rental or University vehicle, only
    • Gifts for host (when staying with family or friends in lieu of a hotel stay)
    • Internet/WIFI service
    • Lodging
    • Meals while traveling or entertaining guests on University business
    • Mileage for personal vehicles
    • Parking fees, tolls
    • Registration fees for conferences, workshops, etc.
    • Taxi or rideshare services such as Lyft or Uber
    • Tips and Gratuities
    • Train/Rail/Metro

    Additional Expenses Allowed for International Travel Only:

    • Currency exchange fees
    • Immunizations
    • Passport or Visa fees
  • Non-Allowable Expenses

    The following items are not reimbursable, nor allowed on a University-owned credit card or direct billed to the University of Richmond. The list includes both travel and entertainment expenses (T&E), as well as non-travel expenses. The list is intended as a guide but may not cover all non-allowable expenses. 

    • Airfare purchased with reward miles
    • Airfare upgrades to business or first class, except when pre-approved by the EVP/COO
    • Airline club or lounge dues or membership, except when pre-approved by the EVP/COO
    • Annual fees for personal credit cards
    • Babysitting, childcare, elder care services
    • Car rental insurance for travel in the US or Canada
    • Lodging purchased with reward points
    • Clothing (personal)
    • Country club or social club dues unless pre-approved by the EVP/COO
    • Donations unless in lieu of flowers (death) or pre-approved by the EVP/COO
    • Dry cleaning or laundry fees when travel is less than seven (7) consecutive days
    • Entertainment while traveling (games, movies, sporting events, concerts, )
    • Family member expenses unless pre-approved by the EVP/COO
    • Furniture
    • Gifts and gift cards except as identified in the Gifts, Prizes, and Awards Policy
    • Guns or ammunition
    • Gym or health club fees or memberships
    • Health and beauty spa expenses (barber, hairstylist, massage, facial, manicure/pedicure, sauna, etc.)
    • Internet service charges for private residence
    • Kennel cost, pet-sitting, or other pet expenses
    • Loss or theft of personal items or cash
    • Luggage or briefcase
    • Magazines, books, newspapers, or other reading materials for personal use
    • Meals when not traveling or part of University business
    • Medical expenses, including medication
    • Mini-bar charges, except when it replaces a meal
    • Parking violations
    • Personal automobile service or repair
    • Personal expenses of any kind
    • Personal travel expenses incurred when combining business and personal travel
    • Refrigeration, including for medication
    • Souvenirs
    • Technology (computer/hardware, software, cell phones, printers, peripherals, )
    • Tent rentals, unless through Events, Conferences, and Support Services
    • Towing, traffic fines, vehicle unlock fees
    • Transportation for commuting to/from home or office
    • Trip protection or travel cancellation insurance
    • Unused room reservations not properly canceled
    • Upgrades to airfare, hotel, car rental
    • Utilities at private residence
    • Vehicles, including golf carts (Must be purchased through Procurement
    • Warehouse memberships including Costco, Sam’s Club, or BJ’s
  • International Travel

    Individuals who are traveling internationally for University business, or using University or sponsored research funding, must register their travel itinerary with the University’s international travel registry in advance of their travel. International travel guidelines are generally the same as domestic travel; however, there are a few differences.

    Additional information about international travel is provided in the Travel Policy.

     

  • Group Travel

    The University has contracted with several charter bus companies. Visit Parking & Transportation Services for information about charter buses and the contracted charter buses.

  • Local Accommodations

    Individuals traveling on University business have several lodging options. Guidance on these options is provided in the Travel Policy and includes guidance on alternative lodging options, such as staying with family or friends, Airbnb, and Vacation Rental by Owner (VRBO). Review the policy prior to making your lodging reservations.

    The University is exempt from lodging tax in Florida, Tennessee, Maryland, and New York City (not New York state). Contact Wendy Burchard if you need a tax-exempt form for University business travel.

    The University has recommended hotels for both local and out of state travel:

  • Car Rentals

    For automobile rentals, University employees may utilize consortium agreements with the vendors listed below. Review the pricing on these agreements and use the most advantageous pricing available either through the consortium or directly with the rental agency.

     

  • Paying for Travel

    Travelers have several options available for payment of University business-related travel expenses.  These options include reimbursements, university travel or procurement card, and travel advances. 

    • Reimbursements for travel and non-travel expenses are processed by creating and expense report in Workday. For instructions for requesting travel advances, visit Get Help with Workday.
    • For University Credit Card usage information, please visit the University Credit Cards page.
    • Travel Advances can be requested via Workday. For instructions for requesting travel advances, visit Get Help with Workday.

Policies

It is recommended that these policies be reviewed before making travel and entertainment arrangements:

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  • Travel Policy

    The Travel Policy includes details on:

    • Transportation (Air, Train, Vehicle Rental, Rideshare)
    • Lodging
    • Combining Business and Personal Travel
    • Family Travel (Spousal/Partner Travel)
    • Meals
    • Per Diem
    • Travel Insurance

    View Full Policy

  • Business Meals and Entertainment Policy

    The Business Meals and Entertainment Policy covers:

    • Business Meals
    • Department Meal Expenses
    • Food or Refreshments for University Events
    • Tips and Gratuities
    • Payment Options
    • Accountable Plan
    • Roles and Responsibilities

    View Full Policy