Old Dominion University
University Policy
1050 Business-Related Travel Allowance
Responsible Oversight Executive: | Vice President for Administration and Finance |
Date of Current Revision or Creation: | October 29, 2021 |
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Purpose
The purpose of this policy is to provide an alternative to the assignment of a state car or mileage reimbursement to designated University employees while transacting official business on behalf of the institution.
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Authority
Code of Virginia Section 23.1-1301, as amended, grants authority to the Board of Visitors to make rules and policies concerning the institution. Section 7.01(a)(6) of the Board of Visitors Bylaws grants authority to the President to implement the policies and procedures of the Board relating to university operations.
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Definitions
N/A
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Scope
This policy applies only to employees designated by the President, in writing, who are authorized to use alternative transportation. Employees include all staff, administrators, faculty, full- or part-time, and classified or non-classified persons who are paid by the University.
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Policy Statement
With the approval of the President, a business-related travel allowance may be authorized for the purpose of providing an alternative to the assignment of a state car or mileage reimbursement. Approval of a travel allowance will generally be based on the needs and interests of the University.
Designated employees who receive a business-related travel allowance may not request additional mileage reimbursement using the Chrome River Travel Management System.
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Procedures
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Travel allowances shall be approved on a case-by-case basis by the President and provided to authorized individuals according to the University's payroll schedule.
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Travel allowances provided to authorized individuals will be reflected on the employee's W-2 form as "other income;" therefore, accurate business travel records should be maintained by the employee for tax purposes.
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Travel allowances may be discontinued at any time at the discretion of the President.
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Records Retention
Applicable records must be retained and then destroyed in accordance with the Commonwealth's Records Retention Schedules.
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Responsible Officer
Assistant Vice President for Finance/University Controller
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Related Information
N/A
Policy History
Policy Formulation Committee (PFC) & Responsible Officer Approval to Proceed:
Responsible Officer
Date
Policy Review Committee (PRC) Approval to Proceed:
Chair, Policy Review Committee (PRC)
Date
Executive Policy Review Committee (EPRC) Approval to Proceed:
Responsible Oversight Executive
Date
University Counsel Approval to Proceed:
University Counsel
Date
Presidential Approval:
President
Date
Previous Revisions
December 1, 1988; June 24, 2010; August 11, 2017; October 15, 2020; October 29, 2021
Scheduled Review Date
October 29, 2026