All reimbursement requests must be submitted to the NSI Finance Team within ten (10) business days after completion of the trip. To submit a travel reimbursement request, click the travel button below.

The VTNSI Finance Team will create an Expense Report in Chrome River based on the information provided in the reimbursement request.

The finance team will process the reimbursement request within 5 business days of receipt. The Controller’s Office procedure requires payment within 10 days of receipt of a reimbursement request once received by their unit. 

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.

The finance team can arrange airfare on your behalf. Utilizing this option not only prevents you from incurring upfront costs, which then cannot be reimbursed until after travel has occurred, but also ensures that the airfare purchased complies with the universities reimbursement policies. Please use this option when making travel plans by submitting a request form. 

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/traveler's 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 or purchase by the department if using a P-Card. 

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 (ex. 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

Dahlgren:

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

• Receipts are not required for Meals and Incidental (M&IE) per diems.

• If making a day trip, Meals MI&E is not provided. 

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.

Procedures states, Fleet Services must provide a certification that no vehicle was available if Blacksburg campus is 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."