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Updated Business Travel & Expense Policy

Posted by on Tuesday, February 5, 2019 in Expense Reports, News.

The Finance team has recently updated the Travel & Business Expense Policy with a simplified format and a few policy updates.

Key changes that may impact your area include:

Rental Vehicles

  • All tolls, fuel, GPS and parking fees incurred while travelling for business are allowable expenses.  As a result, users may opt into prepaid gas and other services provided by the rental car provider when reasonable.
  • Note that tickets and fines related to parking, moving violations or vehicle lockouts are not allowable.

Personal Vehicles

  • Vanderbilt now requires a round-trip airfare comparison for driving a personal vehicle if the trip mileage exceeds 1,000 miles (formerly 600 miles).

Expense Reporting: Deadlines and Tax Considerations

  • Clarifies that individuals must submit out-of-pocket reimbursement requests within 60 days of incurring the expense.  This deadline applies regardless of the timing of the related trip.
  • The Expense & Payment Cards team will report any reimbursement submitted outside of the 60-day window to Payroll as taxable income.


Questions regarding this policy should be directed to the Travel team at or Payment Cards & Expenses team at

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