Travel Authorization

  • Prior to planning or booking any travel, please obtain approval through dbconnect travel authorization form. PLEASE NOTE: Foreign Travel or travel outside of approved events, may require pre-approval from the Chair before requesting travel funds through dbc.
  • In the comments field, please be sure to include any funding requests or information you may have regarding proposed funding. If proposed funding source is outside of the Biostatistics department, please include a contact name for approval.

Foreign Travel or Travel outside of pre-approved conferences

  • Chair approval may be required before requesting travel funds through dbc, particularly for travel outside of the pre-approved conferences

Air Transportation

  • Once approval has been granted, you may book your own flights.
  • All air travel must be booked through CONCUR, do not use outside travel sites. Flights will be directly paid for by personal credit card.
  • Travelers should purchase the lowest available economy class airfare that meets the business needs of the travel.

Automobile Transportation

  • Rental cars should be used when they are less expensive than alternative means of transportation (e.g. taxi, car service, or train) or where there are convenience or safety issues that justify the additional cost.
  • Rental of up to a mid-sized car is reimbursable.

Car Rental Insurance

  • Automatic liability coverage for bodily injury, property damage and physical damage to a rental car is provided by the university for domestic travel.
  • When traveling domestically on university business, decline Collision Damage Waiver (CDW) and personal liability insurance offered through the rental company.
  • When traveling internationally on foreign university business, purchase additional rental car insurance if offered.

Food and Lodging

  • Meal reimbursement is limited to $58 per day.
  • Itemized receipts are required for all purchases
  • Alcoholic beverage expenses are considered personal expenses and will not be reimbursed. It is recommended that you ask for alcohol purchases to be placed on a separate personal receipt.
  • Travelers should use the Concur online booking tool to book hotel rooms.
  • If lower rates for accommodations are available from conference room block rates, these may be booked directly by the traveler and receipts should be uploaded.
  • The class of hotel should be reasonable and appropriate for the business purpose and location. Travelers should stay in standard or equivalent rooms. Vanderbilt reserves the right to deny excessive costs.

Telephone and Fax Expenses

  • Long distance phone and fax expenses that are reasonable and necessary for conducting business are reimbursable.
  • Internet access during travel for business purposes is reimbursable

Combined Personal and Business Travel

  • If personal travel is combined with VUMC business travel, only the business portion of the trip is reimbursable. On the same day that flights are booked, you must also price and print a copy of what the same flight would cost if you were traveling only on the days required for business. You will be reimbursed the difference between the two costs. Without the flight comparison, full reimbursement is not guaranteed.
  • The VUMC's travel tool must not be used to make personal travel arrangements. If traveling with family, please call World Travel Services 877-549-1570, and they will assist you in assuring family is on the same flight. Under no circumstances, may personal travel be booked online, using CONCUR business booking.

Reimbursement of Travel Expenses

  • While traveling you may use the TripIT Pro to upload your receipts to the CONCUR receipt store or you may scan and upload them upon your return.
  • Upon return Please create travel expense report in Concur and link itemized receipts to your report. The date, location and amount on the receipt should match the entries made in Concur; if they do not, please use the comments field on the expense to make a note. Please make sure Jill Shell is set up as your expense delegate (not travel assistant). Once report is created and you are satisfied that all receipts are included, email Jill that the report is complete. PLEASE DO NOT SUBMIT UNTIL JILL HAS REVIEWED. Jill will review the report, checking for accuracy, and will inform you when you may SUBMIT.

Please note that this is an abbreviated travel policy, please click here for https://vanderbilt.policytech.com/dotNet/documents/?docid=5267&mode=view.

Helpful Links

VUMC Travel

Currency conversion

Department Contact: Robbie Luckett, 615-936-6760 or Tawanna Peters, 615-322-2001

Topic revision: r75 - 18 Feb 2020, AudreyCarvajal
 

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