Travel

Travel is a routine activity for VTNSI personnel, and we are committed to making the process as efficient and user-friendly as possible. With the university’s transition from Chrome River to Emburse, we are enhancing both the tools and workflows that support travel authorizations and reimbursements. Emburse provides improved functionality, better mobile access, and a more streamlined experience to help ensure faster, easier reimbursements.

As part of this upgrade, VTNSI is simplifying its internal processes. Travelers will now enter their own travel authorizations and reimbursements directly in Emburse, reducing administrative burden, improving routing accuracy, and minimizing delays. These updates are designed to create a clearer, more efficient experience while strengthening compliance and supporting timely processing for all.

Getting Started - Approval, System, and Mobile App - Step 1

Supervisor (or PI) Approval

Coordinate your travel request with your supervisor (and/or PI) prior to traveling. There will no longer be a supervisor review in the system workflow process. Retain this approval for your own records.

System

Emburse

Training

Travel Specialist Training Modules - The training is designed for department travelers, as well as employees who serve as delegates or approvers in Emburse Enterprise.

The Finance Team will hold office hours to support travelers and is available for assistance at nsifinance@vt.edu.

Tuesdays from 9-11 a.m.
Wednesdays from 1-3 p.m.
Location: RB1311, Office 1059 or on Teams

Mobile App

The new Emburse Enterprise mobile app is now available and offers a faster, smarter way to manage expenses on the go. With the app, you can:

Snap and upload receipts instantly
Submit expenses in real time
Track approvals and reimbursement status

To download the app:

For iOS: Open the App Store, search for “Emburse,” and download “Emburse by Emburse Inc.”
For Android: Open Google Play, search for “Emburse,” and download “Emburse by Emburse Inc.”
Once installed, log in using your Virginia Tech credentials, just as you would on the desktop version.

Uploading receipts is simple:

Tap the Wallet button at the bottom of the home screen.
Select Add a Receipt, or tap the plus button if receipts already exist.
Choose From Files, Choose Photo, or Capture Receipt.
Add a note if desired and upload.
Use the plus button to upload additional receipts.
Receipts will be stored in your Emburse Wallet and ready to attach to an expense report at your convenience.

VTNSI Travel Procedures - Step 2

VTNSI follows the travel policies and procedures as outlined by the Controller's Office. While the university requires prior approval for international travel, VTNSI requires prior approval for all travel, both domestic and international.

Allowable Prepaid Travel Expenses

The following are allowable prepaid travel expenses which can be purchased by VTNSI to reduce out-of-pocket expenses for travelers. Complete a purchasing request using VTNSI BizOps to inititiate the process for pre-payment of registration. For questions, contact the fiscal team at nsifinance@vt.edu.

Airfare - see below for Deem instructions
Registration/Conference Fees
Student Lodging (if hotel will provide an invoice to VTNSI)
Global Travel Insurance (CISI)
Fleet Services Vehicle/Enterprise (if using Christiansburg or Roanoke-Blacksburg Regional Airport locations).
If using Enterprise, the account number is XZ21031.

All other expenses such as lodging, food, Uber/Lyft, etc. are reimbursable expenses.

Travel Authorizations

Travel Authorizations must be submitted at least ten (10) business days prior to your planned departure.

Before you begin travel authorizations, be prepared to provide:

full name, VT ID (if applicable)
complete information about the trip (i.e., purpose, dates, destination, estimates for travel, food, lodging and any other anticipated expenses and the funding source)

Traveler Confirmation

If a delegate enters the request, it will automatically route to the Traveler for approval before moving forward.

If the Traveler enters the request themselves, this step is automatically satisfied.

Travel Advance

Travel advances can be issued by ACH at a minimum amount of $250.

The fully approved Emburase travel authorization with travel advance request must be received in the Controller's Office at least 15 working days before the advance disbursement is required. To allow time for processing, you should submit requests to VTNSI 30 days prior to travel.

A Travel Advance Payroll Deduction Agreement needs to be attached once a calendar year to process a travel advance in Emburse.

The advance amount requested should include only anticipated reimbursable expenses for food, lodging, and local transportation (e.g. taxi, rental car, etc.). The amount requested should not include registration fees or air transportation.

Travel Advance Payroll Deduction Agreement.pdf

20330.pdf

Booking Travel - Step 3

Airfare

The Deem Travel Booking Tool is now available to help travelers book airline reservations directly through AAA Corporate Travel. The tool offers an efficient booking process and a reduced transaction fee of $7 compared to booking with a travel agent, $26.

To access Deem, go to onecampus.vt.edu and search "Deem".
The traveler must log into Deem using a desktop or laptop computer to complete their initial profile setup. Please add nsifinance@vt.edu as an additional email to receive notifications for billing purposes.
Airline preferences, seat preferences and loyalty numbers can be added into the profile.

A PO number is required when submitting requests in Deem; enter P4753765 for each request. This charge will be moved from central overhead to the correct fund number after posting.

Note: if you choose to purchase your own airfare and seek reimbursement after the travel occurs, non-reimbursable airfare will not be reimbursed by the university if you are unable to travel. Also, DO NOT purchase refundable airfare as university policy will not reimburse that expense.

Things happen! If you are visiting a country where travel is suspended, there is a natural disaster, etc. and you have purchased the flight on your own, you assume the risk! Don't do this!

Standard guidance for reimbursement of airfare is:

A cost comparison is needed if an airport other than ROA is used for departure. Employees in the northern Virginia office are exempt from this rule.
Economy plus, business class, or airfare by any other name that provides the same services as business class are not allowable unless the flight is international and the international leg is at least 8 hours.
First Class airfare is not an allowable expenditure.
Airfare cannot be purchased by the department greater than 90 days from the date of departure.
Airfare insurance/travelers insurance (this does not include CISI) is not an allowable reimbursement or purchase by the department if using a P-Card.
Additional costs for seat selection is not an allowable reimbursement.

Deem Travel Booking Tool

Search "Deem"

Deem Travel Booking Tool User Guide (1).pdf

Airfare Purchase Request

For students only

Hotel Reservations, Room Blocks, Direct Billing

Lodging exceeding the GSA base rate is viewed as unallowable on sponsored funding.

To submit above the GSA rate, the traveler will need to provide justification (e.g., proof of being unable to obtain the government GSA rate and/or written approval from sponsor agreeing to the higher rate).
In planning for travel, each traveler should plan for the allowable GSA rate for the zip code in which they are staying and prior to making hotel reservations.
At any time, should the sponsor or an auditor determine only the GSA rate is allowed on an OSP fund, the PI will be required to move the difference to a non-sponsored or various fund.
Lodging expenses will need to be paid by travelers and reimbursed after completion of travel. Hotels should have a cancellation policy which would allow for a refund up to a certain timeframe.

Room Blocks/Direct Bill:

Room blocks and direct billing arrangements are available at select locations in Blacksburg and Arlington. In general, room blocks require 3-4 months advance notice to establish direct billing with hotels. Lead time is needed for credit checks and processing times vary by hotel.
House accounts are available for direct billing at the following locations:

Blacksburg:

The Inn at Virginia Tech, 901 Prices Fork Rd, Blacksburg, VA 24061

Hilton Garden Inn, 900 Plantation Rd, Blacksburg, VA 24060

Hyatt Place, 650 University City Blvd, Blacksburg, VA 24060

Residence Inn, 850 Prices Fork Rd, Blacksburg, VA 24060

Arlington:

Westin, 801 N Glebe Rd, Arlington, VA 22203

Hilton, 950 N Stafford St. Arlington, VA 22203

Hilton Garden Inn, 4271 Campbell Ave, Arlington, VA. 22206

Dahlgren:

Hampton Inn, 4391 Hospitality Way, King George, VA 22485

Per Diem Rates - GSA

Ground Transportation

Controller's Office procedure 20335d: Ground Transportation provides guidance on use of personal vehicles for transportation.

If driving outside of Blacksburg, 25 miles or greater, a vehicle must be requested through Fleet Services, in accordance with procedure 20335d: Ground Transportation (this does not apply when driving to the airport). Please note your request for a vehicle five (5) business days in advance.

Effective January 1, 2025, the mileage reimbursement rate for round trips of 200 miles or less increased from $0.67 per mile to $0.70 per mile. The mileage rate for round trips exceeding 200 miles will remain at $0.53 per mile.

Procedure states that, Fleet Services must provide a certification that no vehicle was available if Blacksburg campus is the traveler’s base point. If a state contract Enterprise vehicle is unavailable in the area of your travel, and you are requesting the higher mileage rate for reimbursement, then documentation of that must be presented with your reimbursement request submission.

20335d-Ground-Transportation_Updated.pdf

Fleet Services Reservations

Submitting a vehicle reservation serves as confirmation that all required departmental approvals have been obtained and that associated charges are authorized. Please coordinate approval with your supervisor and/or PI prior to making a reservation. Retain this approval for your records.

All drivers and requesters must use two-factor authentication to make a reservation. The system is intuitive; however, in the section labeled "Department Billing Details," you will need to enter an account number. This number will be used for billing purposes and should include the fund and account code.

Please list the fund number you wish to charge followed by the account code 12840, using this format: xxxxxx-12840.

Fleet Services Emergency

Please review topics related to fleet services procedures in case of emergency.

Make a Reservation

Fleet Services Information

Special Travel Types

Student Travel

PMO will enter student travel authorizations and reimbursements using the Emburse travel system.

First, verify the student has a profile in Emburse by selecting “Create”, then select “VT Student” from the Payee Type, and search for the student's name in the Student List. If the name does not populate, complete an Emburse Payee Creation/Update Form (also available on the Emburse home page). For current students, you will need:

Student ID 9xx
First initial
Last name
Mailing address (1311 Research Center Drive, MC 0713, Blacksburg, VA 24061)
Do they need Hokiemart – indicate no
Phone number
Email

Expect a couple of day's delay as the travel team has to add the student to Emburse.

Guest Travel

For guest travel, the finance team will assist with arrangements for airfare, accommodations, and transportation.

Contact nsifinance@vt.edu in advance to arrange travel for a guest.

During Travel

Meals and Incidentials

Receipts are not required for Meals and Incidental (M&IE) per diems.
If making a day trip, Meals MI&E is not provided.

Per Diem Rates - GSA

After Travel - Step 4

Travel Reimbursement

Welcome back from your travel! It's time to submit your travel reimbursement request in Emburse. This step should be completed within ten (10) business days of your return.

The traveler (or their delegate or PMO) enters the travel authorizations directly into Emburse. If a delegate enters the request, it will automatically route to the traveler for approval before moving forward. If the traveler enters the request themselves, this step is automatically satisfied.

Embruse allows users to "Import Pre-Approval" when submitting a Travel Reimbursement request. This feature populates the expense report with entries from the pre-approval. Amounts can be adjusted and confirmed when attaching receipts and proof of payment.

If you have any questions, please email nsifinance@vt.edu.

Emburse

To further support timely approvals, please be mindful of the most common reasons travel expense reports are returned:

When combining personal and business travel, attach airfare comparisons from the time of booking that reflect business-only dates. Reimbursement will only cover the business portion.
If meals are provided at a conference, they must be deducted from per diem. Attach supporting documentation, such as the agenda or program, showing what meals were included.
Hotel receipts must be fully itemized. Lodging may exceed per diem by up to 100 percent with authorized approval when justified. Personal expenses such as room service must be allocated to non-reimbursable categories.
Even if lodging is not claimed, include the lodging location, city, and zip code, in the comments to ensure correct per diem calculation.
If renting a vehicle above full-size, provide business justification in the comments.

IMPORTANT: Travel reimbursements that are submitted over 60 days after the end of travel will be considered taxable and have taxes withheld. See procedure 20335f for more information.

Virginia Tech has adopted the IRS Safe Harbor for a “reasonable time” to substantiate business expenses, which is 60 days or less from the date the expense was incurred or the date the travel is concluded, whichever is later.

International Travel

VTNSI International Travel

OESRC reviews all international business travel completed by VTNSI employees. If you are a cleared employee, please reach out to OESRC prior to your travel to ensure all reporting requirements are completed. Upon return, please contact OESRC for your post-travel debrief. OESRC also offers resources such as loaner laptops, if needed.

All VTNSI employees may contact OESRC with questions related to personal international travel, including briefings on countries you are visiting. It is also recommended that employees remove Outlook and Teams apps from their phones to avoid potential export control issues. You may not travel with any ITAR- or CUI-controlled laptops. OESRC can provide guidance on how to safely access email while traveling.

Additional Guidance

In addition to the required authorization, the university requires that all Virginia Tech faculty, staff, and documented representatives traveling for business purposes enroll in the university-approved Global Travel Insurance provided by Cultural Insurance Services International (CISI). The CISI plan provides emergency medical coverage and evacuation, security evacuation, and repatriation services. The cost for CISI coverage is an allowable international travel expense for university travelers.

Due to elevated CDC and Department of State Advisories related to the COVID-19 pandemic, almost all global destinations are high-risk, as defined by Virginia Tech Policy 1070: Global Travel Policy. If your destination is high-risk due to COVID-19, the request process is now a Canvas course that must be completed at least 14 days prior to your planned departure. This course includes 9 modules. It is recommended that you set aside 45 minutes to an hour to complete this course and submit your request.

If a destination is high-risk, the standard process for a request for an exception to university policy for high-risk travel must be followed.

Internal Workflow Approval Process

Travel Approvals

Each report submitted will receive approvals in Emburse as described below. For example, a travel pre-approval will go through steps 3-5 for approvals. After the completion of a trip, the riembursement report will once again go through steps 3-5 for approval.

Step 1: Coordinate your travel request with your supervisor prior to travel. There is no longer a supervisor review in the system workflow. Retain this approval for your records.
Step 2: Entry – The traveler (or their delegate or PMO) enters the travel pre-approval or riembursement directly into Emburse.
Step 3: Traveler Confirmation
If a delegate enters the request, it will automatically route to the traveler for approval before moving forward. If the traveler enters the request themselves, this step is automatically satisfied.
Step 4: Level 1 Emburse Approval – PMs
The request routes to Level 1 approvers (Project Management Office) for review and approval.
Step 5: Level 2 Emburse Approval – Finance
After Level 1 approval, the request routes to Level 2 (Finance) for final review and approval.

FAQ's

Will I have to re-enter the same information on a Travel Reimbursement after I have completed a Travel Pre-Approval? No. Emburse allows users to "Import Pre-Approval” when submitting a Travel Reimbursement request. This feature populates the expense report with entries from the pre-approval. Amounts can be adjusted and confirmed when attaching receipts and proof of payment.
Can I have access to submit requests on behalf of someone else? Yes, travelers can assign delegates in their dashboard by selecting Profile Name > Account Settings > Delegate Settings > Add New Delegates. Access can also be granted by contacting nsifinance@vt.edu if you need to submit requests on behalf of someone else.
I have paid for a conference registration. Do I need to submit a purchase request in Bizops to be reimbursed? No, the reimbursement request can be submitted directly in Emburse, along with any other travel expenses, after the event has taken place.
Can NSI Finance still prepay travel expenses? Yes, submitting a purchase request in BizOps can initiate prepayment of allowable expenses. Deem will now be used by travelers to directly book and prepay airfare using NSI funds.
Can I still purchase airfare on my own? Yes, though you assume risk for any non-reimbursable expenses. This is not recommended. Review guidance to understand what cannot be reimbursed (e.g., trip insurance, seat upgrades, business class, etc.). A reimbursement request can be submitted in Emburse after travel is complete. If you purchase a flight and it is cancelled, you cannot be reimbursed for this expense. The credit will remain in your personal airline account.
What if my flight is cancelled? If booked through Deem, the flight credit is issued to the institute and can be used for any employee’s future travel. If you purchase a flight on your own and it is cancelled, you cannot be reimbursed for this expense. The credit will remain in your personal airline account.

RELATED POLICIES AND PROCEDURES

Please visit the Virginia Tech Policy Library for a comprehensive list of policies and procedures.

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