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Travel Guidelines

TRAVEL AND CORONAVIRUS/ COVID-19

May, 2021

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.

AIRLINE CANCELLATIONS

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.

HOTEL CANCELLATIONS

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.

EVENT OR MEAL EXPENSES

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.



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.

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.


 

Traveler's Responsibilities

Travelers are responsible for understanding and complying with all Commonwealth of Virginia and Old Dominion University policies and procedures. Failure to follow travel guidelines could result in a reduced reimbursement or delayed processing of a travel reimbursement request. Travelers are also reminded that submitting a false reimbursement claim constitutes fraud.


 

Traveler's Checklist

Travelers can use the Traveler's Checklist for Overnight Travel to help ensure compliance with Commonwealth travel regulations. It provides a checklist of steps and actions that must be completed prior to overnight travel, while in overnight business travel status, and after overnight business travel is completed.



Approval of Travel-Related Documents

Travelers may not approve their own travel-related documents. The traveler's supervisor and Budget Unit Director (BUD) must approve Pre-Approval Requests (for international travel) and Expense Reports in Chrome River. The BUD approving travel must be on the Master Signature List.


Chrome River Travel System

The Chrome River Travel System (odu.edu/chromeriver) must be used for all travel and small business expense reimbursements. All non-employees must be enrolled in Chrome River to receive reimbursements. (See Enrollment for Non-Employees).



Specific Travel Guidelines



Travel Procedures

Office of Finance

Here are the official procedures for travel, outlined in detail. If you have any questions, please direct them to the Office of Finance.

6-700 - General Travel and Travel Planning Information (revised April, 2018)
6-701 - Travel Terms and Definitions (revised April, 2018)
6-702 - Traveler's Checklist for Overnight Travel (revised April, 2018)
6-703 - Travel Expenditure Sub-Object Codes (revised April, 2018)
6-704 - Common Travel Reimbursement Errors (revised April, 2018)
6-705 - Lodging/Accommodation Guidelines (revised July, 2022)
6-706 - M&IE Per Diem and Lodging Guidelines (revised April, 2020)
6-707 - Exceptions to the Meals and Lodging Guidelines (revised July, 2022)
6-708 - Reimbursable Meal Limits (revised April, 2020)
6-709 - Meals (overnight) (revised April, 2018)
6-710 - Meals (non-travel related) (revised April, 2018)
6-711 - Conference - Registration Fees (revised April, 2018)
6-712 - Use of Personal Vehicles (revised July, 2022)
6-713 - Use of Rental Vehicles (revised January, 2021)
6-714 - Travel Outside the United States (revised April, 2018)
6-715 - Other/Miscellaneous Expenses (revised April, 2018)
6-716 - Non-Reimbursable Expenses (revised April, 2018)
6-717 - Travel Credits (revised April, 2018)
6-718 - Travel Advances - Employees (revised April, 2020)
6-719 - Travel Advances - Students (revised April, 2020)
6-720 - Travel Vouchers - General Information (revised April, 2018)
6-721 - Travel Vouchers - Completing Travel Reimbursements (revised April, 2020)
6-722 - Travel Vouchers - Submitting Travel Reimbursements (revised April, 2021)
6-725 - Travel - Public Carriers (revised April, 2019)
6-730 - Corporate Travel Card (revised April, 2021)
6-735 - Completing Non-Employee Travel Reimbursements (effective March, 2020)
6-775 - Meals - Student Academic & Student Club Functions (revised April, 2020)

Office of Risk Management

University Travel Risk Management Policy #1007
Global Travel Registry Requirement

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