Changes to faculty and staff reimbursement for international travel go into effect tomorrow

Beginning July 1, both faculty and staff will be required to book work-related international travel through VUMC travel systems. The current policy only applies to staff.

Additionally, submission and approval of the Export Compliance International Travel Questionnaire will be required. Reimbursement of travel expenses will be contingent on the completion of these requirements.

The revised section of this policy, Finance Policy, Travel and Employee Reimbursement (Policy Fin 4.5) will read as follows effective July 1, 2020:

AIR TRAVEL 1.1. Air Reservations:

Air reservations should be made through the online booking tool or, in the case of complex itineraries, directly with the designated travel agency.

All international air reservations must be made through the online booking tool or directly with the designated travel agency, except in documented extreme cases necessitated by business needs and/or to preserve personal safety*.

All airfare must be purchased with either a personal credit card or VUMC issued Travel & Entertainment Card at the time of ticketing.

Reimbursement of expenses related to international travel will be contingent upon: 1) booking through the online booking tool or directly with the designated agency, as stated above; and 2) submission of an approval of traveler’s International Travel Questionnaire from VUMC Export Compliance (https://www.vumc.org/globalsupport/50091).  Submission of approval of the questionnaire is required with the filing of the traveler’s expense report in Concur.

*Cost is not defined as a business need. For examples of defined business and/or personal safety needs, please contact the travel office.