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Getting Authorization for Travel Expenses

Learn when and how.

The following table lists the authorizations needed for various types of travel expenses. A lack of proper authorization(s) could result in delays in processing and/or travel expenses not being fully reimbursed.

In ALL CASES, the necessary documentation MUST BE SUBMITTED with the Travel Expense Reimbursement Voucher to the Accounts Payable Department (if you use Campus Mail, address to Accounts Payable, Williamsburg Professional Center, 1310 Mt. Vernon Ave).

This Type of Travel Expense	Should Be Authorized By	And Documented On
All Travel	Department Head (Prior to Travel)	A completed Travel Authorization & Lodging Exception Form
Internet-Acquired Travel Services	Department Head (Prior to Acquisition)	Itemized copy of internet purchase. Cost-benefit analysis.
International Travel	W&M: Appropriate Dean VIMS: see VIMS table (Prior to Travel)	A completed Travel Authorization & Lodging Exception Form with Documentation indicating applicable per diem rates.
Conference and Convention Travel for More than Three Employees	Within the U.S. W&M: Appropriate Dean VIMS: see VIMS table International Travel Secretary of Education (Prior to Travel)	A completed Travel Authorization & Lodging Exception Form indicating the total number of attendees. Correspondence requesting approval.
Lodging reimbursement requests up to 150% of guidelines	Department Head (Prior to Travel)	A completed Travel Authorization & Lodging Exception Form with an explanation of additional costs.
Lodging reimbursement requests over 150% of guidelines	Manager of General Accounting, Department of Accounts (Prior to Travel)	Correspondence to the Acounts Payable Manager requesting approval.
Lodging other than hotels and motels	Department Head (Prior to Travel)	A detailed cost comparison.
Overtime meals	Department Head	Identification of overtime workdays, start times, and end times.
Business meals	Department Head	Correspondence requesting approval identifying business discussion and those attending. Itemized receipt.
Business Meals up to 150% of guidelines	Department Head	Correspondence requesting approval identifying business discussion, those attending, and additional costs. Itemized receipt.
Travel paid by exempt agencies and organizations (not subject to State regulations) that may exceed state reimbursement guidelines	Secretary of Education (Prior to Travel)	A completed Travel Authorization & Lodging Exception Form including a formal request to the Secretary of Education via the Provost describing the purpose of travel, possible reimbursements in excess of state guidelines, and the agency or organization paying the travel expenses.
Personal vehicle mileage in lieu of public transportation	Department Head (Prior to Travel)	A detailed cost comparison.

Notes:

"Department Head" includes departmental chairs and principle investigators on grants and contracts.
Other travel activities may require specific authorizations as well, please reference the State Travel Regulations (CAPP).
Agency head travel requires additional or unique authorizations in certain instances. The President of the College of William & Mary and the Director of the Virginia Institute of Marine Science are deemed agency heads for the application of State Travel regulations.
College policies relative to the State Travel Regulations:
- The travel authorizations table above identifies the College's agency head designees.
- The Vice President for Finance, or in his absence the Vice President for Administration will approve agency head travel vouchers charged to state funds.
- Each employee's supervisor is primarily responsible for ensuing the reasonableness of amounts reimbursed as evidenced by their signature on the traveler's voucher.
- Meal and incidental expenses (M&IE) are reimbursable up to the applicable per diem amounts without any additional documentation.
- The College's policy on overtime meals is the Commonwealth's policy as described in the State Travel Regulations.
- Reimbursement of a rental vehicle used to reach the travel destination will be authorized only if cost beneficial to the College. Otherwise, public transportation is required to reach the travel destination.

VIMS Authorizations

Additional authorizations are needed by VIMS personnel for various types of travel expenses. A lack of proper authorization(s) could result in delays in processing and/or travel expenses not being fully reimbursed.

In ALL CASES, the necessary documentation MUST BE SUBMITTED with the Travel Expense Reimbursement Voucher.

This Type of Travel Expense	Should Be Authorized By	And Documented On
All Travel Involving Ledger 4 or 5 Funds	Sponsored Research	A completed Travel Authorization & Lodging Exception Form
All Travel Involving Private Funds	Budget Office	A completed Travel Authorization & Lodging Exception Form
International Travel	Department Head DRAS* Dean/Director Secretary of Education, if more than three travelers attending a conference	A completed Travel Authorization & Lodging Exception Form with documentation indicating applicable per diem rates.
Non-Conference Travel Within the U.S.	Under $500 Department Head Over $500 Department Head DRAS*	A completed Travel Authorization & Lodging Exception Form
Conference Travel Within the U.S. Involving an Overnight Stay	Department Head DRAS* Dean/Director, if more than three travelers attending	A completed Travel Authorization & Lodging Exception Form
Conference Travel Within the U.S. NOT Involving an Overnight Stay	Under $500 Department Head Over $500 Department Head DRAS* Dean/Director, if more than three travelers attending	A completed Travel Authorization & Lodging Exception Form

*Department of Research/Advisory Services (DRAS)

Notes:

Travel Reimbursement for Non-VIMS Parties must have approval from the Department Head and Dean/Director.
Combined Business Travel and Personal Leave must have approval from the Department Head and Dean/Director.