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ADMINISTRATIVE POLICY
Travel and Business Expense Policy
Approval Authority: Vice Chancellor for Finance
Responsible Administrator: Controller
Responsible Office: Finance
Policy Contact: Senior Director, Purchasing and Payment
Services
POLICY STATEMENT/REASON FOR POLICY
This policy is to support the productivity and safety of those traveling on university business, to
ensure compliance with external and internal requirements, and to confirm Vanderbilt resources
are used properly.
Non-travel related business expenses may be reimbursed if an individual paid the expense from
personal funds and no other acceptable methods of buying and paying are available (i.e.
good(s) available via the catalog, goods requiring a purchase order as defined in the general
purchasing policy, or goods purchased using the Vanderbilt One Card).
This document is intended to cover the most common travel-related situations; where unusual
circumstances arise, the spirit of this policy – along with good judgment – should prevail.
General considerations:
• Travelers should neither gain nor lose personal funds as a result of business travel.
• Travelers will have necessary approvals and travel documents in order prior to
travel.
• Individuals will use Vanderbilt contracted suppliers and booking and expense
management tools.
• Individuals will follow the terms of sponsored research agreements for travel under
such agreements.
THIS POLICY APPLIES TO
This policy applies to all employees, students, and guests who travel or book travel on
behalf of Vanderbilt business, those seeking reimbursement for necessary and
reasonable non-compensation business expenses, and those who review, approve, or
record financial transactions on behalf of the university.
Originally issued:
November 2018
Current version effective
as of:
September 2024
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POLICY
A. Travel
1. Vanderbilt requires travelers to document a business purpose and secure approval
from appropriate supervisor to travel prior to committing university funds or incurring
expenses. Commuting to and from work is not an allowable business travel expense.
2. Travelers are responsible for understanding and adhering to specific restrictions
imposed by the source funding the travel. Any travel requirements from the granting
agency supersede what is outlined in this policy.
3. Departmental policies can be more restrictive than the university policy; however,
they cannot be less restrictive under any circumstance.
B. Safety, Security, and Insurance
1. Vanderbilt requires travelers to contact the Vanderbilt Incident Response for Travel
(VIRT) team in the event of an emergency. The university also requires travelers to
report accidents, thefts, and other crimes that occur while traveling on university
business to the proper authorities, consistent with local/state laws, and to Risk and
Insurance Management.
2. Students participating in a Vanderbilt sponsored activity outside the United States
are required to abide by the Student International Travel Policy.
3. Vanderbilt insurance programs cover faculty, staff and students while traveling on
university business. These programs do not apply while on personal travel.
4. Through Vanderbilt’s insurance portfolio and negotiated contracts with rental car
vendors, drivers and rental vehicles are fully insured, therefore all additional car rental
insurance, specifically the Collision Damage Waiver (CDW), should be declined for
domestic travel. Accepting and paying for this insurance, while reimbursable from
unrestricted funds, is economically unnecessary.
a. Car rentals should be booked through the university online booking tool, travel
agency, or directly with rental car vendors using the university’s discount
codes.
b. In the event of an accident, contact Risk and Insurance Management as soon
as reasonably possible. The team will work directly with the rental car vendor
and the university’s insurance carriers to handle the claim.
c. Vanderbilt recommends purchasing additional car rental insurance when
traveling internationally.
d. Travelers are responsible for the automobile liability and physical damage
associated with the operation of personally owned, non-rented vehicles to
conduct Vanderbilt business. The traveler’s personal insurance is primary in
the event of an accident, Vanderbilt’s insurance coverage provides secondary
coverage.
C. Air Travel
1. Travelers are required to utilize Vanderbilt’s online booking tool or contact the travel
agency to make reservations.
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2. The university requires travelers to purchase the lowest available economy/coach
class airfare that meets the business needs of the travel.
3. Airfare upgrades/fares/fees obtained using rewards/miles/credits are considered a
personal expense and are not reimbursable.
4. Airline-imposed penalties for changes to an airline ticket for business reasons or
circumstances beyond the traveler’s control are reimbursable.
5. Priority boarding fees, economy class upgrades (e.g., Early Bird, Economy Plus, exit
row, aisle seat, etc.) and fees related to trusted-traveler programs such as TSA Pre-
Check and the U.S. Customs and Border Protection Global Entry Program are
allowable.
6. Baggage fees that are reasonable and appropriate for the purpose and length of the
trip are reimbursable. Fees associated with baggage that is personal in nature. (e.g.,
golf clubs) are not allowable.
7. Non-economy class airfare (first class or business class equivalents) is reimbursable
only if the traveler’s Vice Chancellor and Chief Business Officer have approved the
request in writing in advance of booking. One of the following conditions must exist
in order to request non-economy class seating:
a. A flight segment has a scheduled in-air flying time in excess of four hours; or
b. The total scheduled in-air flight time for all flight segments is in excess of seven
hours.
c. If both first class and business class is offered, the traveler will select the lower
of the two classes.
8. Non-economy class airfare supported by a medical justification, documented, and
approved by the university’s Equal Employment Opportunity Office (EEOO) as a
reasonable accommodation does not require Vice Chancellor and Chief Business
Officer approval.
9. Traveling on private/corporate/state owned, rented, or borrowed aircraft (including
helicopters) requires the written approval of the Vice Chancellor for Finance/CFO and
Risk and Insurance Management in advance of a traveler committing to the flight.
10. The Fly America Act (FAA) requires the use of U.S. airlines for federally funded travel.
A non-U.S. air carrier is permissible in some instances if the carrier meets one or
more of the exception criteria listed in the Federal Travel Regulation (FTR) guidelines
section 301- 10.135-138.
D. Travel Booking Considerations
1. When traveling on behalf of Vanderbilt and an outside agency is funding your travel
in whole or in part, the travel booking may be managed through Vanderbilt’s online
booking tool. If you do not use the online booking tool or the university’s travel
agency, consider the following:
a. Review the Conflict of Interest Policy
requirements
b. Ensure you have obtained appropriate departmental approval
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c. Register your travel with Vanderbilt’s international security provider
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2. A companion’s (e.g. spouse, child, etc.) travel reservations cannot be made through
the university’s online booking tool; however, they can contact the Vanderbilt travel
agency directly for reservations. These travel agency services include additional fees
and cannot be reimbursed.
3. Vanderbilt will permit travelers to accept frequent traveler rewards (e.g., Delta Sky
Miles, Marriott Rewards, etc.). However, incurring additional expenses with the sole
purpose of obtaining more rewards (e.g., purchasing more expensive tickets in
exchange for higher reward points) is prohibited. Enrollment fees for these programs
are not an allowable business expense.
4. Group air travel sponsored by Vanderbilt and booked using a university issued One
Card must be booked by a Guest Travel Coordinator and managed via the
university’s travel agency.
5. The costs of ride-sharing services (such as those available through Lyft, Uber, or
similar providers) and non-conventional lodging opportunities (such as those
available through Airbnb, HomeAway, or similar providers) are allowable expenses
under this Travel and Business Expense Policy. The university recommends using
a commercial hotel or taxi unless the service is unavailable or cost prohibitive, and
strongly advises travelers to take special note of the terms of agreement between
traveler and vendor that accompany the ride-sharing and non-conventional lodging
arrangements.
6. Vanderbilt does not have a separate policy on ride-sharing or non-conventional
lodging. Vanderbilt does not endorse any particular provider of these arrangements,
and is not responsible for the safety of travelers’ persons or property in these or any
other transportation or housing arrangements. Every traveler should carefully
consider the ability of a particular vendor to provide complete, reliable and safe
services and accommodations when making travel choices.
E. Lodging
Travelers will use the online booking tool or travel agency to book hotel rooms.
1. If lower rates for accommodations are available through a conference rate, the traveler
may book through that website.
2. Vanderbilt will permit travelers to stay in accommodations that are reasonable and
appropriate for the business purpose and location.
3. Upgrades using rewards/miles/credits for accommodations or gifts/gratuities in lieu of
lodging at private residences are not an allowable business expense.
F. Ground Transportation
1
Contact travel@vanderbilt.edu for more information.
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The university requires travelers to select the most reasonable and economical form of
transportation when traveling on university business. Travel by shuttle, ride share, ferry, car
service, bus, taxi, or rail are allowable.
G. Rental Vehicles
1. Travelers will use the online booking tool, travel agency, or directly with rental car
vendors using the university’s discount codes.
2. Rental of up to a mid-sized car is an allowable expense. Exceptions are permissible
if there are three or more employees traveling together, if the traveler is transporting
sizeable equipment, or if there are other valid business needs. The exception must
be documented on the traveler’s expense report. Upgrades using
rewards/miles/credits are not an allowable business expense.
3. All tolls, fuel, GPS, and parking fees incurred while traveling for business are
allowable expenses. Tickets or fines associated with parking, travel violations, or
vehicle lockouts are not allowable.
4. Upgrades using rewards/miles/credits are considered a personal expense and are
not reimbursable.
5. Motorcycle/moped/scooter rentals are not an allowable business expense.
6. Rental of the following is prohibited unless prior authorization from Risk and
Insurance Management is obtained:
a. Passenger vans with seating capacities greater than 8;
b. Trucks or similar vehicles rented for the primary purpose of transporting any
type of cargo or property;
c. Sport or utility vehicles to be used off of maintained roads; or
d. Rentals of vehicles for use within the United States by authorized foreign
national guest of the university.
H. Personal Vehicles
The use of personal automobiles (traveler owned) for business travel is allowable when it is the
least expensive means of transportation.
1. Vanderbilt requires a round-trip airfare comparison if the mileage exceeds 1,000
miles.
2. The university will reimburse travelers for tolls and parking fees incurred while
traveling. Tickets or fines associated with parking, travel violations or vehicle
lockouts are not reimbursable.
3. Vanderbilt will reimburse travelers for the business use of a personal vehicle at the
current IRS mileage rate for the actual mileage incurred. The university will not
reimburse for intra-campus travel.
I. Meals and Entertainment
1. In situations where an individual is conducting business with one or more guests,
group/business meals and entertainment expenses are allowable. Business meals
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and entertainment must be directly related to university business.
a. Reimbursements will be for actual expenses and cannot be combined with
the per diem rate.
2. Alcoholic beverages are allowable if necessary to support the business purpose.
a. Expensing alcohol and entertainment to sponsored projects is prohibited.
Travelers must clearly identify and classify the alcohol, related tax, and tip
expenses in expense reports as entertainment, regardless of the funding
source.
3. In addition to the Vanderbilt expense requirements, the Internal Revenue Service
(IRS) requires all business meals and entertainment expenses be properly
documented. This includes a list of attendees including titles and affiliation, or
identification of a discernible group, total number of attendees, and the business
purpose of the meeting.
J. Vanderbilt Per Diem Reimbursement
1. Vanderbilt’s per diem rate is systematically calculated in Oracle based on the number
of travel days. The per diem rate includes all meals, snacks, room service, and tips
for an entire day while traveling for Vanderbilt business purposes. The per diem rate
requires a minimum overnight stay outside of Davidson or surrounding counties.
2. The rate cannot be used on trips that include group meals, business meals,
entertainment, One Card expenses, or if meals were included as part of a registration
fee.
3. The rate cannot be used if any portion of the trip is federally funded.
K. Relocation
Effective 2018, under a new federal act, relocation and house hunting related expenses are no
longer tax-deductible expenses. Therefore, any funds provided to a new employee by Vanderbilt
for the purpose of relocation or house hunting related expenses are taxable income and must
be processed through HR/Payroll for appropriate income tax reporting.
L. Allowable Expenses (when required for conducting business during travel)
1. A temporary international voice or data plan added to a personal cell phone
2. Long distance phone and fax expenses
3. Foreign currency conversion fees charged to personal credit cards for Vanderbilt
business transactions are allowable
4. Internet access (e.g., hotel, airline, etc.)
5. Laundry and/or dry cleaning service required while traveling when travel exceeds
four consecutive nights
6. Passport and visa fees
7. Reasonable gratuity and incidental expenses if not claiming Vanderbilt per diem
expense
8. Required travel immunizations, testing, and country specific prescriptions
9. International health insurance plans purchased through Vanderbilt’s provider
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10. Scholarly publication fees (excluding advertising, marketing)
2
Visit Vanderbilt’s global safety website for more information: https://www.vanderbilt.edu//global/health-safety/
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M. Unallowable Expenses (not reimbursable)
1. Baggage insurance
2. Car washes and detailing
3. Child care
4. Clothing, luggage and toiletries
5. Damages to any form of lodging, rental accommodations or vehicles caused by the
traveler
6. Expenses for travel companions (e.g. spouse, child, etc.)
7. Expenses relating to normal commute
8. Fines, credit card interest, late fees, etc.
9. Fuel for personal vehicle
10. Hair, nail, and spa services
11. Personal expenses
12. Personal membership dues (including airport clubs, country clubs, warehouse
stores)
13. Pet care
14. Vacation
15. Vanderbilt campus parking permits for faculty, staff, or student
N. Expense Reporting
1. The individual seeking reimbursement must submit his or her own expense reports.
Expense Delegates cannot submit expense reports for approval.
2. All expense reports require a valid business purpose and the approval of the
designated FUM and/or BEA.
3. Individuals must submit out-of-pocket reimbursement requests within 60 days of
incurring the expense. The Expense & Payment Cards team will report any
reimbursement submitted outside of the 60-day window to Payroll as taxable income.
4. Vanderbilt will reimburse travelers for expenses incurred prior to travel.
5. Expenses not incurred within the previous 12 months are not reimbursable.
O. Expense Documentation
1. Original receipt documentation for all expenses equal to or greater than $75 is
required and individuals are to exhaust all measures to obtain required receipts.
Individuals are required to provide a justification if a receipt copy is not available.
Additional supporting documents may be requested if the original receipt is not
available.
Receipt Documentation is defined as a printed acknowledgment issued by the
supplier or service provider to substantiate the business transaction. Receipts must
include:
• Merchant information – name, address, phone, etc.
• Date of the transaction
• Itemizations of goods/services purchased
• Total amount paid
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• Form of payment
2. A Google map mileage calculation is acceptable documentation for mileage
reimbursement.
3. Vanderbilt will only reimburse the business portion of a combined business and
personal trip.
4. Employees seeking reimbursement for payment issued via personal check or cash
for services rendered must include the following within their expense report:
a. Confirmation the supplier has registered in the university’s supplier portal.
b. An itemized invoice for services provided to Vanderbilt.
c. A receipt for payment.
5. Vanderbilt does not permit the use of “In lieu of” and “tradeoff” expense
reimbursement. (e.g., although incurring a Saturday stay might reduce the cost of a
flight, the traveler may not use the difference to offset all or part of his or her personal
expenses).
DEFINITIONS
Allowable Expense – A necessary, reasonable, and appropriate expense incurred for the
primary benefit of university business and therefore permitted to be reimbursed or directly
charged based on the permission of the university or by the terms of federally or privately
sponsored agreements.
Business Unit/Entity Approver (BEA) – The Business/Entity Approver is responsible for the
stewardship of assigned financial unit(s) ensuring that transactions equal to or greater than
$10,000 are recorded accurately and comply with applicable university and departmental
policies. The BEA requires a deep understanding of the operations and financial landscape of
the unit as well as institutional financial policies and procedures.
Concur Travel – The authorized online booking system that serves as the system of record for
users to make Vanderbilt business travel reservations.
Expense Delegate – An employee authorized to prepare and edit expense reports on behalf of
the individual seeking reimbursement.
Financial Unit Manager (FUM) – The Financial Unit Manager is responsible for the financial
stewardship of his/her assigned financial unit(s) ensuring that all transactions are accurate and
comply with applicable university and departmental policies. The FUM requires a deep
understanding of the operations and financial landscape of the unit as well as institutional
financial policies and procedures.
Guest Travel Coordinator (GTC) – An employee authorized by the Vanderbilt Travel team to
book travel on behalf of non-employees, using a Vanderbilt One Card.
Travel Assistant (TA) – An employee authorized to make travel reservations (airline, hotel, and
car rental) on behalf of another employee using the traveler’s credit card.
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World Travel Service – The authorized travel agency that fulfills Vanderbilt business travel
reservations. The agency issues airline tickets, hotel, and car rental reservations, assists with
travel reservations, arranges group travel, and provides 24-hour travel reservation assistance.
CONSEQUENCES OF NON-COMPLIANCE
1. Expenses submitted for reimbursement that are deemed in violation of this policy
may not be reimbursed to the employee/traveler. These violation(s) are governed by
the appointed Chief Business Officer and/or Vice Chancellor in coordination of Travel
and Payment Cards and Expense Reports team.
a. Additionally, employee/traveler may owe Vanderbilt University an amount
equal to the total of discrepancies or unallowable expenses.
2. Individuals who do not follow air booking policy, may not have access to duty of care
resources made available by Vanderbilt and the university’s domestic/international
security provider system.
3. A personal expense paid with a One Card is strictly prohibited. The cardholder is
responsible for reporting transactions to the Payment Cards & Expense Report team
immediately. Please reference Vanderbilt University’s One Card Policy for additional
details.
PROCEDURES
Activity GTC/ TA
Employee/
Traveler
Expense
Delegate
FUM
Expense &
Payment
Cards Team
Secure appropriate approval to travel
prior to committing funds or incurring
expenses. Includes, requesting pre-
approval for policy exceptions from
Chief Business Officer and Vice
Chancellor.
Adhere to policy and verify all
expenses are allowable, reasonable
within the normal course of business,
and adequately substantiated.
Reports policy violations to the
Expense & Payment Cards team.
Creates and/or edits expense reports.
Submits all One Card transactions
within 30 days of the posted date via
an expense report.
Review and approve expense reports
verifying all expenses follow
Vanderbilt policies. Notifies the
responsible FUM or CBO of any
issues or policy violations.
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FREQUENTLY ASKED QUESTIONS
N/A
ADDITIONAL CONTACTS
Subject Contact Office Phone Email
Payment Cards
& Expense
Finance
Expense
and Card
Manager
(615) 343-6697 PaymentCardsExp@vanderbilt.edu
Travel Finance
Travel
Manager
(615) 875-8850 Travel@vanderbilt.edu
RELATED POLICIES/DOCUMENTS
One Card Policy Application Approvers
Guest Travel Coordinator Application One Card Application
HISTORY
Issued: November 2018
Reviewed: December 2019
Amended: December 2019
Amended: September 2022
Procedures Website
https://finance.vanderbilt.edu/procedures-forms/index.php
FAQ Websites
https://finance.vanderbilt.edu/purchasingandpaymentservices/travel/documents/FAQ.pdf
