Any individual traveling on behalf of ÒÁµéÔ°ÊÓƵ on official university business must complete the Travel Registry Process prior to departure, no exceptions.
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.
ÒÁµéÔ°ÊÓƵ is required to communicate State travel policies, regulations and procedures to all employees who travel on State business. Additionally, ÒÁµéÔ°ÊÓƵ must ensure that all travel expenses conform to the State travel regulations.
Travelers are responsible for understanding and complying with all Commonwealth of Virginia and ÒÁµéÔ°ÊÓƵ 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.
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.
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.
The 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).
Travel Procedures
The procedures for travel are outlined in detail below. If you have any questions, please direct them to the Travel Team at travel@odu.edu.
- 6-700 - General Travel and Travel Planning Information (revised May, 2024)
- 6-701 - Travel Terms and Definitions (revised April, 2023)
- 6-702 - Traveler's Checklist for Overnight Travel (revised April, 2023)
- 6-703 - Travel Expenditure Sub-Object Codes (revised April, 2023)
- 6-704 - Common Travel Reimbursement Errors (revised April, 2023)
- 6-705 - Lodging/Accommodation Guidelines (revised April, 2023)
- 6-706 - M&IE Per Diem and Lodging Guidelines (revised May, 2024)
- 6-707 - Exceptions to the Meals and Lodging Guidelines (revised April, 2023)
- 6-708 - Reimbursable Meal Limits (revised May, 2024)
- 6-709 - Meals (overnight) (revised April, 2023)
- 6-710 - Meals (non-travel related) (revised April, 2023)
- 6-711 - Conference - Registration Fees (revised April, 2023)
- 6-712 - Use of Personal Vehicles (revised May, 2024)
- 6-713 - Use of Rental Vehicles (revised May, 2024)
- 6-714 - Travel Outside the United States (revised May, 2024)
- 6-715 - Other/Miscellaneous Expenses (revised April, 2023)
- 6-716 - Non-Reimbursable Expenses (revised April, 2023)
- 6-717 - Travel Credits (revised April, 2023)
- 6-718 - Travel Advances - Employees (revised April, 2023)
- 6-719 - Travel Advances - Students (revised April, 2023)
- 6-720 - Travel Vouchers - General Information (revised April, 2023)
- 6-721 - Travel Vouchers - Completing Travel Reimbursements (revised April, 2023)
- 6-722 - Travel Vouchers - Submitting Travel Reimbursements (revised May, 2024)
- 6-725 - Travel - Public Carriers (revised April, 2023)
- 6-730 - Corporate Travel Card (revised May, 2024)
- 6-735 - Completing Non-Employee Travel Reimbursements (effective April, 2023)
- 6-775 - Meals - Student Academic & Student Club Functions (revised May, 2024)
Office of Risk Management
University Travel Risk Management Policy #1007
Global Travel Registry Requirement
Specific Travel Guidelines
