Updates to the Travel and Expense Policy effective January 1, 2020
Finance has clarified a number of items in the Travel & Expense policy and will publish the updated policy, effective January 1, 2020, on the Policies webpage.
The following summarizes the key updates:
Safety, Security, and Insurance
Rental Vehicles:
- Domestic – Drivers should decline auto liability coverage and collision damage waiver for domestic car rentals. Accepting and paying for this insurance is unnecessary due to coverages negotiated and included in daily rate with the university’s car rental suppliers.
- International – Drivers should purchase additional car rental insurance.
Car rentals should be booked through Concur/World Travel or directly with car rental vendors using university’s discount codes.
Air Travel
- Medical justification for first class airfare must be documented and approved by Equal Employment Opportunity Office as a reasonable accommodation. Office changed names from EAD to EEOO.
- Group air travel – must be booked by a Guest Travel Coordinator.
Sharing Economy
- Expenses from sharing economy vendors such as Airbnb, Uber and Lyft are allowable. Travelers should be aware ride-sharing and non-conventional lodging arrangements may be subject to separate terms of agreement between the traveler and the vendor.
- Every traveler should carefully consider the ability of a particular vendor to provide complete, reliable and safe services and accommodations when making travel choices.
International Security Provider
- University transitioned to new provider Anvil. VU is no longer using ISOS. If someone books outside of Concur/World Travel, itinerary should be emailed to travel@vanderbilt.edu so it can be added to database.
International Health Insurance
- International health insurance plans purchased through Vanderbilt’s provider GEOBlue, can be reimbursed for all faculty, staff, and graduate/undergraduate students.