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.