Updated Travel Policy
The University Travel Policy has been updated following a comprehensive review. Notable changes include:
- Supervisor approval authority increased from $500 to $1,000 per trip.
- Travelers may be reimbursed up to 200% maximum (previously 150%) of the Federal GSA rate plus associated taxes and fees for their lodging.
- Travelers may be reimbursed up to a 200% maximum (previously 150%) of the Federal GSA rate including associated taxes and reasonable tip for a business meal.
- The full IRS rate will be reimbursed for travel up to 250 miles per day (previously 200 miles). Travel exceeding 250 miles per day will still be reimbursed at a decreased rate of $0.246 per mile.
- The requirement for additional approvals of four or more travelers has been eliminated.
Chrome River is the university’s travel management system. The system is used for the authorization of all travel as well as the submission of all reimbursable expenses. Access to system, as well as a detailed user’s guide, are located within the OneCampus portal. Refer to the user’s guide as well as the Chrome River Frequently Asked Questions for helpful information. Please contact Accounts Payable at (540) 831-7616 for questions regarding University and State Policy. For technical assistance, please contact (540) 831-7614.
Christopherson Business Travel (CBT)
Effective April 1, 2019, all university funded airfare must be purchased through Christopherson Business Travel (CBT). This partnership leverages travel spending, streamlines the booking process, and provides a duty of care to our travelers. The Online Booking Tool is the preferred and most economical means to book travel, however you may contact a CBT agent for travel assistance if needed. Access to the Online Booking Tool, as well as a detailed user’s guide, are located within the OneCampus portal.
As air travel resumes, please contact Accounts Payable (540) 831-7616, firstname.lastname@example.org to verify if you have an outstanding credit before booking any new tickets. The majority of airfare that was cancelled for spring/summer 2020 due to COVID-19 has been refunded as a credit in the traveler’s name. Accounts Payable can assist you with locating the credit as well as applying it to upcoming travel.
Chrome River & Christopherson User Guides
Both the Chrome River and Christopherson User Guides can now be accessed through the Learning Management System (D2L) under OneCampus. The guides are located under ‘Travel’ on the Controller’s Office training and resource page (Once logged into D2L, click Discover, search “Controller’s Office”). Please call 831-7616 if you need assistance locating these documents.
Airbnb and similar online community marketplaces, such as VRBO or HomeAway, connect people looking to rent their homes and apartments with travelers who need accommodations. Unlike commercial hotel and professionally managed properties, community marketplaces do not provide assurance that the property is in compliance with standard safety or fire regulations. In accordance with requirements issued by the Department of Accounts, risk management best practices and duty of care, the University will no longer approve the use of Airbnb or similar online community marketplaces for University faculty, staff or student travel accommodations effective March 1, 2019.
Due to COVID-19 protocols, vehicles rented from Enterprise Rent-A-Car must be picked up directly from the branch and will no longer be refueled at the university’s Armstrong Complex. Travelers must refuel before returning the vehicle and submit their receipts for reimbursement through Chrome River.
Last Updated 10/24/2023