Navigating VCU’s Updated Travel Policy: What You Need to Know
Virginia Commonwealth University has updated its Business-Related Travel Policy. The revisions do not restrict business travel; instead, they modernize language and clear up gray areas around flexible work.
What Stays the Same
The core philosophy remains: spend university funds prudently on travel that directly aligns with VCU’s mission. Key procedural baselines include:
- $500 Pre-Approval: Required for trips exceeding an estimated $500.
- Mandatory Contracts: Air and rail must be booked through VCU’s contracted travel management company (TMC).
- Work Station Radius: The official work station remains within a 25-mile radius of your base point.
- Per Diem: Overnight meal allowances still follow GSA guidelines and do not require receipts.
- Lodging Caps: Maximum reimbursement stays capped at 200% of the standard GSA base rate.
New Rules for Hybrid and Remote Workers
The updated policy explicitly defines travel origins and commuting boundaries to fit modern work environments:
- Single Base Points: Employees cannot have multiple base points. Hybrid workers use their assigned on-campus address, while fully remote workers use their home address.
- Commuting Mileage: Round-trip mileage between home and your base point on a scheduled workday is a personal, non-reimbursable expense.
- Remote Travel Pre-Approval: Any campus travel requested by a fully remote worker now requires pre-approval, even if the cost is under $500.
Structural Updates & New Deadlines
The update introduces formalized definitions and a strict timeline to remove operational ambiguity:
- Lowest Logical Fare (LLF): Replaces the vague “most direct route” mandate. It balances budget savings with practical business schedules so travelers are not forced into unreasonable routes.
- Duty of Care: Formally embeds VCU’s obligation to anticipate risks and protect traveler safety.
- 30-Day Deadline: Reimbursement requests must now be submitted within 30 days of the last travel date, replacing the previous “as soon as possible” guideline.
Ultimately, these updates do not change the core mission of university travel, but they do make compliance much clearer. By defining rules for remote work, introducing practical guidelines like Lowest Logical Fare, and setting a firm 30-day reimbursement deadline, VCU has removed the guesswork from the process. Before you book your next trip, take a moment to confirm your designated base point and secure any necessary pre-approvals to ensure a smooth, worry-free journey.
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