TRAVEL AND CORONAVIRUS/ COVID-19
Any individual traveling on behalf of Old Dominion University on official university business must complete the Travel Registry Process prior to departure, no exceptions.
Additional information about current COVID-19 policies may be found here.
Travel canceled due to the University guidance will be available for reimbursement to the employee or student, from departmental funds. Please follow directions below to obtain waivers and refunds from airlines and hotels, to minimize the cost to your department.
If you decide to cancel your trip, first check with your travel agent or the airline to see if a waiver has been issued. There may be a travel waiver which will allow your ticket to be refunded. If a waiver is not issued for your destination prior to your departure date, you must cancel your ticket at least three hours before your scheduled departure to avoid being a "no-show" so your ticket will retain its value as a future travel credit.
Since the situation is fluid and airlines appear to be regularly reassessing their policies, travelers might consider waiting closer to their travel date before canceling if a refund will not be offered. Travelers should make a reasonable attempt to receive a refund for all other travel-related expenses. Trip-related expenses, including those that cannot be refunded, may be reimbursed with approval from their department.
Most hotel reservations, including first night deposits, can be cancelled from 72 hours prior to the event up to 6 pm day of arrival. Pre-paid hotels and conference registrations are at the discretion of the vendor to provide refunds in case of event cancellation. If the University/employee cancels the trip but the event is not cancelled and the fees are non-refundable (pre-paid non-refundable hotels are against university policy), the University/ employee will be responsible for these fees. We would recommend requesting refunds to see if the hotel/ conference will make exceptions. However, if the University/ employee chooses to cancel and the event is still taking place the University/employee is held to all cancellation policies in place at the time of booking.
If you have an event or meal planned on campus that needs to be canceled due to the University's guidance and response to the Coronavirus, these expenses will be reimbursable from departmental funds.
Bon voyage! Are you ready to travel?
Before you go, please note that Old Dominion University is required to communicate State travel policies, regulations and procedures to all employees who travel on State business. Additionally, ODU must ensure that all travel expenses conform to the State travel regulations. Learn more by reviewing the ODU Travel Guidelines.
ODU TRAVEL GUIDELINES
All claims for reimbursement of travel expenses are made using the Chrome River travel management tool.
Lodging & Meal Per Diem Rates
The M&IE Rate Table provides standard meal and incidental reimbursement guidelines and lodging rates.
Corporate Travel Cards are available to full-time and part-time faculty and staff who travel more than twice a year (students not eligible).
WHO IS MY TRAVEL PROCESSOR?
Each department is assigned a specific travel processor who understands the unique business operations of their unit, can liaise with Accounts Payable, and process all prepayment purchase orders.
ATTEND TRAVEL TRAINING
The Travel Training module of the Certificate in University Financial Management (CUFM) program teaches the guidelines for traveling on official University business.