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Travel

PLEASE NOTE:  THE UNIVERSITY PROCESS FOR STUDENT TRAVEL HAS CHANGED AS OF JANUARY 2018.  Please see below for the updated travel process.

Guidelines

Limited travel reimbursement funding is available for VPIL students to present their Hotspotting work at a conference or meeting. Reimbursement amount will be determined upon approval, and provided the student secures approval on the appropriate forms prior to traveling. As per VU policies, students must obtain approval and complete the necessary requirement prior to traveling to a conference/meeting. Students should not make reservations prior to receiving approval from VPIL. Students can utilize their allotted funds throughout their time in VPIL; budget-conscious students may find ways to spread these funds across multiple trips.

Student Eligibility

If you have questions about your eligibility please contact vpil@vanderbilt.edu.

Travel Process

Prior to Travel

CONGRATULATIONS! Once you have been accepted to present at a conference or meeting, please follow these steps to book and be reimbursed for your travel.

1 – Before submitting a request for funding from the VPIL Program, the student should approach his or her program mentor to seek sources of funding to cover expenses that may exceed the amount approved by VPIL. (Note: you should have already sought your mentor’s approval to present your Hotspotting).

2 – Ensure proper arrangements are made with each of your course directors regarding missed classroom or clinical responsibilities.

3 – Complete and Save the Student Travel Preliminary Budget. This worksheet will be submitted with the request form.

4 – Complete and Submit the Student Pre-Travel Approval Form – VPIL to begin the approval process. Review the Approved Expenses Guidelines (below) prior to submitting.

5 – Within one week, you will receive further questions on your travel or notice of your approval from VPIL via email.  Do NOT delete your approval email as it will need to be uploaded with your receipts later for reimbursement.

DO NOT GO FURTHER UNTIL YOU HAVE RECEIVED AN APPROVAL EMAIL FROM OUR OFFICE!!!

6 – Arrange your travel! The university wants all students representing Vanderbilt to utilize the Concur travel tool for booking their travel. The travel agency connected offers the lowest priced deals available so there should be no reason to use outside airline tools.  You may book your accommodation outside Concur if you wish to utilize less expensive options like Airbnb, etc. that may not be included in the Concur tool.

If at anytime in this process you have questions or concerns, please contact vpil@vanderbilt.edu for assistance!

Poster Printing

If you need a poster printed follow the additional poster printing process.

During Travel

7 – We recommend you keep all original itemized receipts in an envelope and take photos of your receipts immediately in case you lose the hard copy.

While traveling please keep in mind:

  • Only flights to and from Nashville will be reimbursed
  • Only itemized receipts will be reimbursed
  • No alcohol, food, or personal entertainment will be reimbursed through VPIL
  • … and always follow the Approved Expenses Guidelines (below)

After Travel

8 – Receipts must be submitted through the SkyVU (Oracle) online system for reimbursement within 30 days of the end of your travel.  Reimbursement will not be approved unless you include your approval email from our office sent when you applied for funding.

9 – Please utilize this handout to walk you through the process.  This handout was provided by the university.  We realize it is a bit “busy” but just follow the numbers and it should make sense.  If you have any difficulty, please contact us and we can assist.

Receiving Your Reimbursement

Once you have completed the online process, we will review and approve your reimbursement (if there is any issue with the information you have submitted, it will be returned to you for correction).

Once approved by our office, Finance will process your reimbursement and contact you when your check is ready to be picked up.  (If this is your first time going through the new process, a paper check will be created and you will need to pick it up in the Baker building.  When you pick up your paper check, you will fill out a direct deposit form for all future reimbursements).

You should expect your check(s) within 2-3 weeks of approval for reimbursement. If you do not receive your reimbursement within this period, please contact our office.


Approved Expenses Guidelines

The following are general guidelines that students must follow in order to qualify for reimbursement. If students do not follow these guidelines they may not qualify for reimbursement. For all VU travel polices refer to the Travel & Business Expense Policy. If the student is receiving additional funding from a mentor/department, it is the student’s responsibility to follow any additional policies or procedures set forth by that mentor/department.

Acceptable Receipts

Original itemized receipts for all expenditures are required. Appropriate receipts should include transaction amount, itemization of goods or services purchased, method of payment (e.g., receipt showing last 4 digits of card number or cash), date, and merchant name. If sponsor or departmental requirements are more restrictive, this will take precedence. We cannot reimburse for expenses without proof that you paid. If expenses are paid for by someone other than you, we cannot reimburse that expense.

·         Note: confirmations do not qualify as receipts.

Flights

Only flights to and from Nashville will be reimbursed. Non-conference related stops will not be reimbursed (e.g., “side trips”).

Hotels

You can stay at a hotel as long as you would like, but we cannot reimburse for non-conference related hotel stays. Your additional nights must be billed separately or clearly divided on your bill.

Registration

Conference fees are reimbursable.

Using Credits

If you use your mileage or hotel points, ride sharing credits, etc., you will not be reimbursed.