All travel expenditures must be specifically authorized in accordance with the sponsoring agency’s rules and regulations. All foreign travel requires prior approval and export control review. Please check with your Grant and Contract Administrator for the specific regulations that apply to your sponsored program. All travel is subject to availability of funds on the particular sponsored program.
Advance Travel Authorization
Any travel out of town for one or more nights and any travel, regardless of duration, requiring the use of a rental car requires advance authorization. Information collected to assign Advance Travel Authorization (ATA) numbers is used to track travel trends and provide our insurance providers with information for risk assessment. The ATA number should be included in all paperwork related to travel expenses including Requisitions and Travel Advance/Expense Reports. Please provide your post-award Sponsored Programs representative with a completed Advance Travel Authorization request form. The Sponsored Programs representative will review this information and your project then, if appropriate, issue an ATA number.
Conference and Registration Fees
Conference and registration fees are allowable costs subject to the specific rules and regulations of the sponsoring agency. If you would like the Research Foundation to prepay the registration fees, please complete an ODU Research Foundation Requisition Form and forward it to the Foundation with the appropriate registration form at least ten (10) working days before the fee is due. The Foundation will issue a check and mail it with the registration forms no later than three (3) working days before it is due.
You may also request the registration fee as part of your travel advance. Proof of payment must be provided to be reimbursed for this expense.
Reasonable lodging expenses are an allowable cost, subject to the specific rules and regulations of the sponsoring agencies. The Foundation allows a conference participant to stay in the “conference headquarters” hotel even if other, less expensive, hotels are available.
Special lodging per diems can be authorized by the sponsoring agency and/or the Foundation for unusual travel circumstances. This usually involves extended travel in areas where normal commercial lodging is not available. Lodging per diems may also be appropriate for extended foreign travel. This type of travel needs to be anticipated at the time of proposal submission.
Unless a lodging per diem is authorized by the Foundation in advance, all lodging expenses must be substantiated with an original receipt from the lodging establishment. The receipt needs to provide sufficient detail for the Foundation to determine the cost of the room and any other charges included in the bill.
The Foundation can prepay room deposits using the same procedure described for prepaying registration/conference fees above. You may also request lodging expenses as part of your travel advance. In either case, the original lodging receipt is required as part of the travel settlement.
Meals & Meals Per Diem
Per diem is the allowance for meals and incidental expenses (M&IE). The General Services Administration (GSA) establishes per diem rates for destinations within the Continental United States (CONUS). Please consult www.gsa.gov for current per diem rates.
Meals while on out-of-town travel (outside a 50-mile radius of traveler’s normal place of business) are an allowable cost subject to the specific rules and regulations of the sponsoring agency. When on travel status, the traveler can be reimbursed for actual meal expenses, if reasonable and documented by receipts, or for meal expenses using per diem. Only one system may be used while on travel. If traveler requests to be reimbursed for actual costs, receipts for all meals while on travel must be obtained. Travelers will only be reimbursed up to the amount of receipts provided with travel expense reports. No per diem rates will be used if receipts are submitted for actual cost reimbursement.
The per diem rate is calculated at 75 percent of the maximum daily reimbursement (per diem) rates for M&IE on the first and last days of travel. All other travel days are calculated at 100 percent of the maximum daily reimbursement M& IE per diem rate.
The M&IE rates differ by travel location. Please visit www.gsa.gov to view your destination(s) to determine which M&IE rates apply. If the city or the county of destination is not listed on the GSA per diem rate page, then the standard CONUS rates must be used. The current standard CONUS rate of $55.00 for meals applies. NOTE: Meals that are furnished, partially or in whole must be deducted from per diem reimbursement claims. The Foundation follows the Federal Code for determining the appropriate per diem rate.
Commercial transportation expense is an allowable cost subject to the specific rules and regulations of the sponsoring agency. All Foundation travel should be procured at the lowest coach or tourist class services available that meet the specific needs of the traveler. First, business class, or comfort upgrade rail or air service is not an allowable cost.
The Research Foundation employs travel services from CI Azumano for Research Foundation business at no out-of-pocket expense to travelers. If you wish to use the services of CI Azumano, please contact them directly. When you contact them, you will need to provide the Advanced Travel Authorization (ATA) number issued by your Research Foundation’s Sponsored Programs Representative. CI Azumano’s contact information: 92 Ballard St, Suite 200, Virginia Beach, Norfolk, VA 23462; (757) 461-0022. email@example.com.
Please note that the Federal government requires almost all foreign travel on its sponsored programs to be conducted on U.S. airlines. This rule applies even if the cost is higher and the service less convenient. Foreign travel needs to be anticipated at the time of proposal submission.
The Foundation will reimburse the traveler for actual miles traveled in one’s personal automobile, provided that:
the travel is an allowable cost, subject to the specific rules and regulations of the sponsoring agencies, and
actual cost does not exceed the lowest tourist or coach commercial air fare.
The Foundation may periodically revise its mileage reimbursement rate. Current rates are listed at the end of this policy. In no case will this rate exceed the mileage reimbursement rate set by the Internal Revenue Service.
Rental Car Insurance
The Research Foundation maintains an insurance policy to cover “Hired and non-Owned Autos” rented by authorized individuals for research-related activities through the Research Foundation account. The policy provides for both liability and property damage (collision) coverage for vehicles valued up to $45,000. When renting cars in the United States it is not necessary to buy the additional damage waiver coverage from the rental car company. The insurance policy does not cover vehicle rentals outside of the United States. When renting a vehicle in a foreign country, the traveler must purchase insurance when the vehicle is rented.
A DMV information release to ODU Research Foundation will determine either the employee is or is not eligible as a driver with this policy. If not eligible, insurance must be purchased when renting a car, paid at the driver’s expense. Employees must follow all state mandated laws when operating any vehicle owned, leased or rented. All employees are required to wear a seat belt. The use of communication devices when operating any vehicle is strictly prohibited, including cell phones. Authorized drivers must be employees of the ODU Research Foundation to be covered by ODU Research Foundation policies. In all cases, accidents that occur when conducting ODU Research Foundation business must be reported immediately to the ODU Research Foundation Human Resources.
Discounts -If reservations for an Enterprise vehicle are being booked through the on-line registration system for out of area travel, the traveler can get a discounted rate US-wide by entering our corporate account number and pin number where indicated on the reservation process screens.
The Foundation allows the following travel expenses provided that they are reasonable and consistent with the purpose of the travel:-
taxi fares/airport limousine service,
one personal long-distance call for each night on travel status
To obtain a travel advance and/or reimbursement, you must complete ODU Research Foundation’s Travel Advance/Expense Report form. The top portion must be completed to include beginning and ending dates and times of travel, as well as destination and purpose. For advances, Part A needs to be filled out to include all amounts required in the various expenditure categories, including any miscellaneous items, such as tips for luggage handling, etc. For an advance to be issued, the bottom left portion must be completed including the signature of the traveler as well as the principal investigator responsible for the grant being charged.
OLD DOMINION UNIVERSITY RESEARCH FOUNDATION CURRENT PER DIEM/MILEAGE RATES
The Foundation will reimburse mileage on personal automobiles at $0.625 per mile (effective 7/1/2022).
The Foundation will reimburse mileage on personal automobiles at $0.655 per mile (effective 1/1/2023).
The Foundation will reimburse per diem meal expenses at the daily rate specified for the city of travel destination.
Rates are available on the Web at www.gsa.gov. Daily rates are prorated in quarter-day increments based on time of departure and arrival.
TRAVEL ADVANCE/EXPENSE REPORT FORM INSTRUCTIONS
ODU RESEARCH FOUNDATION GRANT I.D. NUMBER The nine-digit ODU Research Foundation project number and travel object code from budget.
CHECK IF FOREIGN TRAVEL Check here if your travel will take you outside the continental U.S. Consult with your Grant and Contract Administrator concerning any foreign travel.
NAME OF TRAVELER Place the name of the person who will be traveling in this space.
UIN Place the UIN of the person who will be traveling in this space.
MAILING ADDRESS Place the address of the person who will be traveling in this space. You may use either a home or a campus address. This is the address the check will be sent, unless otherwise specified.
PURPOSE OF TRAVEL Place the reason for your travel in this space.
FROM/DATE This is the date you will be departing on your travel.
FROM/TIME This is the time you will be departing on your travel.
TO/DATE This is the date you will be returning from your travel.
TO/TIME This is the time you will be returning from your travel
NOTE: Times must be filled in to determine per diem rates.
DESTINATION The place to which you will be traveling.
PART A. ADVANCE
COMMON CARRIER To be used for airplane, train, or bus tickets. These items should be prepaid. Obtain an ATA number from your Grant and Contract Administrator.
MILEAGE Estimate the number of miles to be driven times the current rate per mile if you are using a personal vehicle. Consult with ODU Research Foundation Accounts Receivable for applicable per mile rate. (Can only process 30 days before travel departure.)
LODGING Enter costs based on price quote from the hotel or per diem rate will be used for lodging. Hotel rooms can be prepaid. Submit ODU Research Foundation Requisition Form 109.
MEALS Estimate the cost of meals during your travel. Consult with ODU Research Foundation Accounts Receivable for applicable per diem rate. (Can only process 30 days before travel departure.)
TOLLS/PARKING Estimate the cost of tolls or parking fees you may incur during your travel. (Can only process 30 days before travel departure.)
TAXI/BUS Estimate the cost of taxi or bus fares you may incur during your travel. Do not include any bus fare for which an ATA number was issued. (Can only process 30 days before travel departure.)
REGISTRATIONS All registration fees to conferences, seminars, etc. should be prepaid. Submit an ODU Research Foundation Requisition to Purchase form for fees (ODU Research Foundation Form 109).
OTHER EXPENSES Estimate the cost of any other expenses for which there is not a specific line on this form that you may incur during your travel.
ADVANCE REQUESTED Total of all amounts listed above.
PART B. TRAVEL EXPENSES (ATTACH ALL RECEIPTS)
RECEIPT OR TICKET REQUIRED
Use this line if you used a common carrier and no ATA number was issued. A copy of a paid receipt must accompany this form. ___ #MI@ ___/#MI
Multiply actual total miles driven by per mile rate. Consult with ODU Research Foundation Accounts Receivable for per-mile rate.
HOTEL RECEIPTS REQUIRED Attach all itemized hotel receipts received during your travel, even if per diem rate for lodging was initially used to obtain advance. # MEALS _______ RECEIPTS REQUIRED
Attach all meal receipts received during your travel if per diem rate was not used. If the per diem rate was used, no receipts are required. Indicate the per diem amount that is justified based on actual time of departure and actual time of return.
TOLLS / PARKING – RECEIPTS ATTACHED Attach all other receipts pertaining to tolls/parking expenses.
TAXI / BUS – RECEIPTS ATTACHED Attach all other receipts pertaining to taxi/bus expenses.
REGISTRATIONS – RECEIPTS ATTACHED Attach all other receipts pertaining to registrations paid while on travel.
OTHER EXPENSES – RECEIPTS REQUIRED Any additional expenditures listed as “other” must be verified with paid receipts.
TOTAL TRAVEL EXPENSES Total amount of all items listed above.
PART C. TRAVEL SETTLEMENT SECTION
TOTAL TRAVEL EXPENSES Total of Part B.
ADVANCE REQUESTED Total of Part A.
BALANCE FOR SETTLEMENT Difference between total advance and total expenses.
DUE ODU RESEARCH FOUNDATION If the amount of your advance is greater than your total expenses, place that amount here. This is the amount you will return to ODU Research Foundation at the time you settle your advance
DUE TRAVELER If the amount of your total expenses is greater than your advance, place that amount here. This is the amount you will be refunded by ODU Research Foundation.
Do not use the areas in the right half of this section. They are for ODU Research Foundation USE ONLY!
ADVANCE APPROVAL AND SETTLEMENT
SIGNATURE OF TRAVELER The person who actually will be traveling must sign the left-hand side at the time an advance is requested. The right-hand side must be signed at the time the advance is settled. SIGNATURE OF PRINCIPAL INVESTIGATOR The signature of the principal investigator in charge of the project to which travel will be charged. Principal investigators traveling under their own projects need only sign under APPROVALS. Again, only sign the left side for an advance, the right side to settle.
This signature is required only for travel by ODU Research Foundation core staff.
NOTE: All travel advances are to be settled within 10 days of return date. No new advance will be issued until all outstanding advances are settled.