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Old Dominion University

University Policy

1051 Business Travel Reimbursement Policy

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

    This policy defines the requirements for reimbursement of business travel expenses.

  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.

    Old Dominion University has executed a Memorandum of Understanding (MOU) with the Commonwealth Department of Accounts and Department of the Treasury relating to the decentralization of nonpayroll disbursements. The MOU documents the agreement in accordance with the Appropriations Act to delegate the operation of nonpayroll disbursements to Old Dominion University as part of a program to grant relief from rules, regulations, and reporting requirements in the areas of finance and accounting.

  3. Definitions

    Agency Head or Designee - The President has designated signature authority for pre-travel authorization of international travel to the Associate Vice President for Academic Affairs. The President has designated signature authority for pre-travel authorization of excess lodging requests and excess business meal expenses to the Assistant Vice President for Finance/University Controller.

  4. Scope

    This policy applies to all individuals who travel on behalf of the University or who are responsible for approving or processing travel expense payments or reimbursements.

  5. Policy Statement

    The Commonwealth of Virginia will reimburse individuals traveling on official State business for reasonable and necessary expenses incurred. 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.

  6. Procedures

    Policies and procedures relating to business travel are posted on the Office of Finance Policies and Procedures website.

  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

    Commonwealth Accounting Policies and Procedures (CAPP), Section 20335

    University Policy 1007 - University Travel Risk Management Policy

    Office of Finance Filing Reimbursements Information

Policy History

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

/s/ Mary 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 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, 1989; July 1, 1995; August 22, 2003; September 30, 2009; January 16, 2016; October 29, 2021

Scheduled Review Date

October 29, 2026

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