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Old Dominion University

University Policy

1050 Business-Related Travel Allowance

Responsible Oversight Executive: Vice President for Administration and Finance
Date of Current Revision or Creation: October 29, 2021
  1. Purpose

    The purpose of this policy is to provide an alternative to the assignment of a state car or mileage reimbursement to designated University employees while transacting official business on behalf of the institution.

  2. Authority

    Code of Virginia Section 23.1-1301, as amended, grants authority to the Board of Visitors to make rules and policies concerning the institution. Section 7.01(a)(6) of the Board of Visitors Bylaws grants authority to the President to implement the policies and procedures of the Board relating to university operations.

  3. Definitions


  4. Scope

    This policy applies only to employees designated by the President, in writing, who are authorized to use alternative transportation. Employees include all staff, administrators, faculty, full- or part-time, and classified or non-classified persons who are paid by the University.

  5. Policy Statement

    With the approval of the President, a business-related travel allowance may be authorized for the purpose of providing an alternative to the assignment of a state car or mileage reimbursement. Approval of a travel allowance will generally be based on the needs and interests of the University.

    Designated employees who receive a business-related travel allowance may not request additional mileage reimbursement using the Chrome River Travel Management System.

  6. Procedures

    1. Travel allowances shall be approved on a case-by-case basis by the President and provided to authorized individuals according to the University's payroll schedule.

    2. Travel allowances provided to authorized individuals will be reflected on the employee's W-2 form as "other income;" therefore, accurate business travel records should be maintained by the employee for tax purposes.

    3. Travel allowances may be discontinued at any time at the discretion of the President.

  7. Records Retention

    Applicable records must be retained and then destroyed in accordance with the Commonwealth's Records Retention Schedules.

  8. Responsible Officer

    Assistant Vice President for Finance/University Controller

  9. Related Information


Policy History

Policy Formulation Committee (PFC) & Responsible Officer Approval to Proceed:

/s/ Mary C. Deneen
Responsible Officer
September 28, 2021

Policy Review Committee (PRC) Approval to Proceed:

/s/ Donna W. Meeks
Chair, Policy Review Committee (PRC)
September 28, 2021

Executive Policy Review Committee (EPRC) Approval to Proceed:

/s/ Gregory E. DuBois
Responsible Oversight Executive
October 1, 2021

University Counsel Approval to Proceed:

/s/ Allen T. Wilson
University Counsel
October 7, 2021

Presidential Approval:

/s/ Brian O. Hemphill
October 29, 2021

Previous Revisions

December 1, 1988; June 24, 2010; August 11, 2017; October 15, 2020; October 29, 2021

Scheduled Review Date

October 29, 2026

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