Transportation
(Air/Rail/Ground) |
- U.S. carrier
- Coach class only
- Original passenger receipt or e-ticket receipt must be submitted with reimbursement form.
- The e-ticket/itinerary must show proof of payment (i.e. credit card being charged).
- Reimbursement for one checked bag per trip each way
- May arrive before or stay after meeting dates at your own expense
- Travel must comply with the Fly America Act. U.S. flag airline or foreign carriers that codeshare with a U.S. flag carrier. There are a few exceptions wherein you can use a foreign carrier which can be found on the GSA website here: https://www.gsa.gov/policy-regulations/policy/travel-management-policy-overview/fly-america-act
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| Meals & Incidentals (M&IE) |
- M&IE will be reimbursed up to the current FSA per diem rates
- Total per diem rate: $74.00
- Travel day: $55.50
- Itemized receipts showing what food was purchased must be submitted
- Alcohol will not be reimbursed
- Reimbursements will not be processed for meals on dates where breakfast, lunch, and/or dinner were provided to attendees during the workshop.
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| Lodging |
- Lodging will be booked directly by the organizers at the meeting hotel.
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| Rental Car |
- Rental of up to a mid-sized car is reimbursable for the dates of September 16 through September 20, 2024
- Collision Damage Waiver (CDW) and/or Theft Insurance will not be reimbursed
- All other features other than the basic will not be reimbursed - no mileage reimbursement on rental car.
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| Mileage |
Driving vs. Flying to a Meeting
The use of personal automobiles (traveler owned) for business travel is allowable when it is the least expensive means of transportation between that and a flight. If submitting for mileage reimbursement for driving from your original destination to the meeting location, Vanderbilt requires a round-trip airfare comparison if the mileage exceeds 1,000 miles.
Other notes:
- Mileage is reimbursed at $0.67 per mile
- Please include a Google Maps or screenshot showing mileage to and from destination.
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| Taxi / Parking |
- Will be reimbursed with submission of receipts
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| Reimbursement |
Vanderbilt uses the Candex payment system for reimbursement. You will receive an email from us through Candex asking you to register with the platform in order to accept and collect your reimbursement money.
Please submit the form and itemized receipts by October 7, 2024.
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