- Air & Rail
- Personally-Owned Vehicles
- Rental Vehicles
- Rental Car Contracts
- Ground Transportation
- Richmond Airport shuttle
VCU faculty and staff are required to book air and rail tickets for official business using University funds through Christopherson Business Travel. Prior to booking travel with Christopherson, every traveler must update their online traveler profile. Step-by-step instructions: http://procurement.vcu.edu/i-want-to/travel/book-travel/
Fly America Act
Travelers using Federal grant funds are required to use US air carrier services for all travel funded by the US government. For International travel, the US government has entered into air transport agreements to allow use of foreign air carriers under certain circumstances. Visit GSA website for further guidelines and FAQ: https://www.gsa.gov/policy-regulations/policy/travel-management-policy/fly-america-act
Class of Fare
Generally, air and rail ticket costs cannot exceed the rate charged for an economy coach or equivalent class accommodation. The Authorized Approver may grant permission to upgrade accommodations above the economy class when either:
- Trips include an international destination. The international air/rail segment may be upgraded to business class while the domestic segment air/rail must be economy coach.
- Business class does not cost more than the lowest available coach fare
First Class seating is not allowed.
Charges for checking bags are reimbursable. Excessive weight and/or unusual charges must be fully explained.
Charges for changes to tickets/reservations to accommodate personal comfort, convenience and taste are not reimbursable. Change fees must be fully explained.
Combining Personal & Business Travel
Travelers who include personal travel when traveling for authorized VCU business must obtain the cost for the business travel portion only. This cost must be obtained through Christopherson Business Travel (online or agent) and must be at the time of booking. Air and rail tickets must be purchased through Christopherson Business Travel regardless. The university must not pay more than the travel cost for business portion only. The business portion documentation must be submitted with the Chrome River reimbursement.
Low Cost Carriers
VCU encourages the use of Low Cost Carriers (JetBlue, Southwest, etc.) to maintain competitive airfare prices in Richmond. Travelers are encouraged to make reasonable effort to utilize these carriers
Air Travel Options: Chartered, Personally-Owned, or State-Owned
Please contact email@example.com for information about Chartered, personally-owned, or State owned aircraft.
Employees are permitted to use their personally owned automobile when an Enterprise/National contract vehicle is not available, or when the use of a personally owned vehicle is cost-beneficial to the University. Mileage and other commuting cost incurred during commuting status are considered a personal expense and are not reimbursable.
VCU reimburses at the current Standard Mileage Rate established by the IRS. https://www.irs.gov/tax-professionals/standard-mileage-rates
Travelers are encouraged to use the Chrome River mileage widget powered by Google Maps. This will ensure the origination and destination addresses are documented as required.
Reimbursement of vehicle rental expenses is limited to official business use only. The traveler must select the most economical type of vehicle available, and acquire the appropriate commercial rate or government discount available when the vehicle is rented. VCU encourages travelers to use contracted vendors.
Itemized rental and gas receipts must be submitted with the reimbursement request. Proper business justification is required for optional add-ons (GPS, toll passes, etc.).
Travelers must ensure that the rental vehicle is refueled before returning the vehicle to the rental contractor. Reimbursement will be based on the fuel used and receipts provided. Travelers must never authorize prepayment for fuel.
The Department of Treasury, Division of Risk Management, provides a Statewide Self-Insured Automobile plan for State employees.
Liability Damage Waiver (LDW) and Collision Damage Waiver (CDW) are reimbursable expenses
Individuals traveling outside of the contiguous 48 States are required to purchase and will be reimbursed for LDWand CDW insurance.
Other types of insurance offered such as trip cancellation, personal, health or life insurance are not reimbursable.
Public transportation such as city metro services, taxis and shuttle services such as Lyft and Uber, and similar services are allowable for VCU official business travel, except as noted below. Receipts are required for reimbursements requests in excess of $75.00.
Any transportation costs for travel between and within the MPC and MCV campuses, and parking fees at VCU owned or occupied spaces are not reimbursable. For details, please see the Travel Guidelines and Policies.
James River Transportation provides shuttle services to and from Richmond International Airport (RIC). Reservations can be made:
- on-line (https://jamesrivertrans.com/richmond-airport-shuttle-service/)
- by phone (804) 249-1052 or
- through email RIC1@JamesRiverTrans.com
For individuals making arrangements for guests to the university, you may want to request an exception to allow the charge(s) to be made on your P-Card. Please email firstname.lastname@example.org to obtain information on requesting an exception.