Travel Central
Just get back from a trip? Skip to Reimbursement Form here!
Student? Find some helpful information here!
↓↓↓ TRAVEL TIMELINE ↓↓↓
TRAVEL TIMELINE BREAKDOWN
🚨🚨Before making any travel purchases, you MUST receive the relevant approval(s).🚨🚨
🚨🚨Unapproved travel purchases will NOT be reimbursed.🚨🚨
Review the University’s Travel Policy and Procedures!
Fill out a Travel Authorization Form:
A copy of this form can also be found at the DTL Brightspace page.
(Attach relevant files/letters at the end of this form)
NOTE: In order to be reimbursed, Airfare MUST be booked through Vanderbilt’s partnered travel agency, World Travel Service (WTS), by means of the Concur portal in Oracle. Vanderbilt University users can access Concur via the link on the VU logins webpage: https://www.vanderbilt.edu/logins/. This brings VU users to the logins screen where you select Oracle, input your VUnet ID and Password, and securely login to the Concur site via the Oracle tiles. For more complex travel plans, you may contact WTS directly (800-526-1412) and ask for a VU representative.
**If you have a flight credit, please make sure to use it before it expires by calling WTS directly. It has to be used on a flight that takes place BEFORE the flight credit expiration date.**
HOTEL & LODGING INFO
- If conference sponsored hotels are available, travelers should stay in one of the conference sponsored hotels or provide an explanation if a more expensive hotel is selected.
- Travelers may only be reimbursed at the conference sponsored hotel rates. Documentation of rates should be provided.
*The expense reports are distributed to delegates by faculty last name. (For students/staff, reference authorizing faculty.) Current breakdown is as follows:
- A -> L: Tucker Prestridge
- M -> Z: Shawn Blomker
This is subject to change based on PTO and high volume.
The vast majority of “REJECTED” expense reports require a minor fix or a clarification. You alone will be notified of the rejection. Work with your delegate to determine the problem and make the adjustments [if needed, contact for clarification/documentation].
If you do not follow up on your rejections in a timely manner,
your expenses may lapse past the 60-day window and be susceptible to tax implications!
REJECTED REPORTS from outside the department can be resolved expeditiously by forwarding rejection notice to your delegate or, if unknown, katelyn.chambliss@vanderbilt.edu
