Travel Program
The Travel Charge Card Program is available to faculty and staff who travel for official State business more than twice annually. This program allows employees to charge expenses incurred during these trips. Please note that students are not eligible to participate in the travel card program. Cardholders are responsible for paying the full balance of their Corporate Travel Card (Individual Liability) each month, regardless of reimbursement status. Failure to adhere to travel charge card policies may result in the revocation of card privileges, and the cardholder maylose eligibility for alternative travel.
The Travel Card Program is designed to ensure that all travel conducted on behalf of the university is executed efficiently, cost-effectively, and in compliance with state and institutional guidelines. The primary objective of the program and its policies is to define terms and establish authority concerning travel-related activities, including the use of travel cards and reimbursement processes.
VSU utilizes a state-sponsored Travel Card Program to streamline the payment process for travel-related expenses. This program allows employees to charge travel costs directly to the university, thereby minimizing the need for personal out-of-pocket expenditures. Employees interested in obtaining a travel card should contact the University Travel Coordinator or Program Administrator for detailed information and guidance on enrollment procedures.
For travel funded through grants, it is imperative that all expenses adhere to both university policies and the specific guidelines outlined by the funding agency. Grant-funded travelers may be reimbursed for reasonable and necessary expenses incurred during official university business, provided that such expenses are in line with the approved grant budget and comply with the sponsor's regulations.
Faculty, staff, students, and other individuals traveling on official university business are eligible for reimbursement of reasonable and necessary expenses incurred during their travel. To facilitate this, travelers must submit a completed, signed, and dated "Travel Reimbursement Voucher" accompanied by original receipts and a copy of the approved Travel Authorization (TA) form. This documentation ensures that all expenses are properly accounted for and align with the university's financial protocols.
Additionally, VSU has established a policy specifically addressing Locally Funded Travel Requests and Reimbursements. This policy provides guidelines to ensure that travel funded by local sources is processed in accordance with state guidelines, thereby maintaining consistency and fiscal responsibility across all funding streams.
The Accounts Payable Office at VSU plays a crucial role in processing non-payroll payments to vendors and travel reimbursements to faculty and staff. Their mission is to handle financial documents promptly and accurately, ensuring compliance with state, federal, and university policies and procedures. They are also committed to providing outstanding customer service to both internal and external clients, assisting with inquiries related to travel reimbursements and other payable matters.
By adhering to these comprehensive travel policies and procedures, VSU ensures that all university-related travel is conducted responsibly, transparently, and in a manner that supports the institution's mission and operational efficiency.
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