VCU Life Sciences

For the mot part, you do not need to enter any information under this expense type, as Collegiate Travel Planners will handle the payment process on their end. 

Airfare

You would not use this field.

Air Upgrade Fees

We cannot reimburse or cover the cost of upgraded plane tickets, so this field would not be used.

Baggage Fee

1. If you checked your baggage during official VCU travel, you can request reimbursement by selecting the "Baggage Fee" option.
2. In the Receipt Date field, please add the date listed on the receipt for the checked bag.
3. Enter the amount listed on the receipt.
4. Receipt attached should already be checked.
5. Select "Personally paid" if you paid for this cost at time of receipt.
6. If the Index List does not automatically populate, then please select "+ Add Allocation" and enter it.
7. Under Attachments, click the blue "Add Attachments" button. The select the "Upload Attachments" option.
8. Select and open the desired attachment file.
9. Select "Save" in top right once all fields have been completed.

Change Ticket Fee

If for any reason your ticket must be changed and a fee is associated with this cost, Collegiate Travel Planners should handle it on their end. If you have questions regarding this, please reach out to Amie Knapp (aknapp2@vcu.edu) or Lee Biggs at (babiggs@vcu.edu).

Passport/Visa Fees

VCU does not cover or reimburse passport or visa fees. If you have any questions regarding this, please reach out to Amie Knapp (aknapp2@vcu.edu) or Lee Biggs (babiggs@vcu.edu).

Travel Agency Fees

You would not use this field.

Car Rental

RECEIPT REQUIRED. Please use the receipt provided by the rental company.

Please go to the "Vehicle Fuel" section for instructions 

1. Enter the date listed on the rental receipt.
2. Enter the amount listed on the receipt.
3. Please be sure to list that you personally paid, as this cost will need to be handled upfront by the traveler.
4. Under "Start," enter the first day you rented the vehicle.
5. Under "End," enter the last day you rented the vehicle.
6. Under "Class," select the class of vehicle you rented. It should be a standard or compact vehicle.
7. Under "Agency," list the agency you booked through.
8. Receipt attached should already be checked.
9. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
10. Under "Attachments," click the blue "Add Attachments" button. Then select the "Upload Attachments" option.
11. Select and open the desired attachment file.
12. Select "Save" in the top right once all fields have been completed.

Mileage

If you used a personal vehicle for your travel, you can be reimbursed for the mileage you incurred. Gas receipts are not required for this.

1. Select the "Mileage" option.
2. Scroll down to the blue car icon that says "Calculate Mileage."
   
   
   
   
3. Enter the your origination address and destination address. If you submitted a pre-approval for this travel, this process works very similarly.

If you travelled to multiple locations, you can select "Add Destination" for each location you travelled. Please note, VCU cannot cover or reimburse travel taken between lodging and your destination address.

4. If you traveled back to your origination destination in your personal vehicle, you can select the "Return to Start" button directly underneath the addresses to add your start address.
5. Chrome River will automatically calculate the miles. Select the "Save Trip" button in the top right when you're ready.
6. Under "Receipt Date," enter the last date of travel.
7. Amount will be calculated automatically.
8. Purpose will automatically populate.
9. Under "Rate," select "Current Mileage Rate."
10. The rate should automatically populate.
11. Deductions should only be added if you took personal travel during your trip. Please reach out to Amie Knapp (aknapp2@vcu.edu) or Lee Biggs (babiggs@vcu.edu) and your department head in this instance for further instruction in this instance.
12. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
13. Select "Save" once all fields have been completed.

Parking

RECEIPT REQUIRED. VCU can reimburse parking fees accrued during travel. For instance, if you need to park your car at an airport during your travel, we can reimburse that cost.

1. Enter the date listed on the parking receipt.
2. Enter the amount listed on the receipt.
3. Enter the purpose of this purchase (i.e. Parking for personal vehicle at airport during travel).
4. Under "Parked," select the best option for your expense.
5. "Receipt Attached" should already be checked.
6. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
7. Under "Attachments," click the blue "Add Attachments" button. The select the "Upload Attachments" option.
8. Select and open the desired attachment file.
9. Select "Save" in the top right once all fields have been completed.

Public Transit

RECEIPT REQUIRED.

1. Enter the date listed on the public transit receipt.
2. Enter the amount listed on the receipt.
3. Enter the purpose of this purchase (i.e. subway travel from airport to hotel or hotel to airport).
4. "Receipt Attached" should already be checked.
5. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
6. Under "Attachments," click the blue "Add Attachments" button. The select the "Upload Attachments" option.
7. Select and open the desired attachment file.
8. Select "Save" in the top right once all fields have been completed.

Rail

RECEIPT REQUIRED. Please review the receipt Concur provided after booking a rail ticket.

1. Enter the date listed on the train receipt.
2. Enter the amount listed on the receipt.
3. The "Purpose" field is optional.
4. Under "Depart," enter the day you departed for your travel.
5. Under "Return," enter the day you returned from your travel.
6. Under "Class", please select "Economy." We are only able to cover the cost of economy tickets.
7. Under "Travel," list whether the train was domestic or international.
8. Under "Destination," enter the city, state, and country.
9. Under "Booking Source," enter "Christopherson."
10. "Receipt Attached" should already be checked.
11. Under "Payment Method," select "University Paid."
12. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
13. Under "Attachments," click the blue "Add Attachments" button. The select the "Upload Attachments" option.
14. Select and open the desired attachment file.
15. Select "Save" in the top right once all fields have been completed.

Rail Upgrade Fees

We cannot reimburse or cover the cost of upgraded rail tickets, so this field would not be used.

Travel Agency Fee

You would not use this field. If you have any questions regarding this, please contact Amie or Lee.

Tolls

RECEIPT REQUIRED. Please be sure to request a receipt from the full-service booth at the toll booths. If you use an EZ Pass, a statement of the charge would also be acceptable.

1. Enter the date listed on the toll receipt.
2. Enter the amount listed on the receipt.
3. Please enter the purpose of this purchase (i.e. $0.75 toll on 267 to destination). Note: Express lane tolls cannot be reimbursed.
4. Receipt attached should already be checked.
5. If the Index List does not automatically populate, then please select "+ Add Allocation" and enter it.
6. Under Attachments, click the blue "Add Attachments" button. The select the "Upload Attachments" option.
7. Select and open the desired attachment file.
8. Select "Save" in the top right once all fields have been completed.

Taxi/Shuttle

RECIEPT REQUIRED.

1. Enter the date listed on the travel receipt.
2. Enter the amount listed on the receipt.
3. Please enter the purpose of this purchase (i.e. Taxi service for travel between airport to hotel).
4. "Receipt Attached" should already be checked.
5. Under "Payment Method," select "Personally Paid."
6. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
7. Under Attachments, click the blue "Add Attachments" button. The select the "Upload Attachments" option.
8. Select and open the desired attachment file.
9. Select "Save" in the top right once all fields have been completed.

Vehicle Fuel

RECEIPT REQUIRED. For travel with a personal vehicle, VCU reimburses at the current Standard Mileage Rate established by the IRS. Please go to the "Mileage" section for instructions. You would not use this field in this instance.

If you purchased a rental, then please submit information for fueling and refueling prior to returning the vehicle. Please be sure to enter separate expense entries for each fueling receipt.

1. Enter the date listed on the fueling receipt. 
2. Enter the amount listed on the receipt.
3. Please enter the purpose of this purchase, (i.e. fueling vehicle during trip or Refueling vehicle prior to return).
4. Under "Fueled," select "Car Rental."
5. "Receipt Attached" should already be checked.
6. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
7. Under Attachments, click the blue "Add Attachments" button. The select the "Upload Attachments" option.
8. Select and open the desired attachment file. 
9. Select "Save" in the top right once all fields have been completed.

Meals taken during travel do not require receipts unless the meal exceeds $75.

Business Meals

You would not use this field. If you have any questions regarding this, please contact Amie Knapp or Lee Biggs.

Per Diem 

1. Enter the start date of your travel.
2. Enter the end date of your travel.
3. Chrome River will automatically calculate the number of days you travelled.
4. "Purpose" is optional.
5. Please enter the location of your travel.
6. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
7. Select "Add Entries" at the bottom.
8. Separate entries for each day you travelled should be entered on the right.
   
   
   
   
9. On your first and last day of travel, you will need to add deductibles. Select the first day of your travel. In this instance, it is "Mon, 08/02/2022."
10. A screen showing deductibles should display. Please select "Travel Day."
    
    
11. Select any additional deductibles for meals you did not take during your travel. For instance, if you commenced your travel at 5:00 p.m., you would need to select "Breakfast" and "Lunch," as you did not take these meals during your travel.
    • Add deductibles for each day you did not eat specific meals during your trip.
    • If you did not take any meals for a day, select "Breakfast," "Lunch," and "Dinner," so your "Pay Me" field is $0.00.
12. Once each day is added correctly, select the blue "Add to Report" button in the bottom right corner.

Per Diem

This is the same as the Per Diem Wizard, but you would need to add each day of travel separately. The Wizard is much more time efficient, so we would recommend that use over this feature.

Overtime Meals

You would not use this field. If you have any questions regarding this, please contact Amie Knapp (aknapp2@vcu.edu) Lee Biggs (babiggs@vcu.edu).

RECEIPTS REQUIRED

1. Enter the receipt date listed on the receipt provided by your lodging.
2. Enter the total amount of the receipt.
   • You would need to subtract any meals added to the receipt from the total, as this would be reimbursed through per diem.
3. "Purpose" is optional.
4. Under "Hotel Chain," select the appropriate option in the drop down. If the lodging where you stayed is not listed, please select "Other."
5. Receipt attached should already be checked.
6. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
7. Under "Attachments," click the blue "Add Attachments" button. The select the "Upload Attachments" option.
8. Select and open the desired attachment file.
9. Select "Itemize" in the top right once all fields have been completed.
   • If you did not select this option, select the "Lodging" expense entry on the left side of your screen. It should be easily locatable, as it will have a red hazard symbol. 
   • Select "Itemize" in the top right corner.
10. Your lodging expense should now be broken down into different components.

Room Charge

1. You will need to add a "Room Charge" entry for each day you stayed at your lodging. This means each day will have it's own room charge.
2. The "Receipt Date" should automatically populate.
3. Enter the daily rate you received for one day.
4. "Purpose" is optional.
5. The Allowable Total" field will be grayed out. You will need to select the blue "Calculate" button directly next to it.
6. A new screen should populate. This is the allowable total provided for lodging based on your location. Enter the start date of your lodging.
7. Enter the end date of your lodging.
8. Enter the city or county of your lodging.
9. Enter the number of rooms. This will likely be "1."
10. The bottom portion should automatically populate.
11. Select "Save" in the bottom right.
    
    
    
    
12. "Receipt Attached" should already be checked.
13. Select "Personally Paid" under Payment Method.
14. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
15. Your receipt should already be added, as you provided it for the overall lodging expense.
16. Select "Save."
17. Complete these steps for each day you stayed at your lodging.

Room Tax/Fees

1. You will need to add separate entries for each tax or fee applied to your stay.
2. "Receipt Date" should automatically populate.
3. Enter the amount listed for that line item on the receipt.
4. Under "Purpose," add the type of tax charged from your lodging receipt.
5. Receipt attached should already be checked.
6. Select "Personally Paid" under Payment Method.
7. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
8. Your receipt should already be added, as you provided it for the overall lodging expense.
9. Select "Save."
10. Complete these steps for each tax or fee line item charge on your receipt.

Hotel - Parking

We can reimburse parking charged by the hotel. If this expense is not added automatically to the lodging receipt, please request a receipt.

1. "Receipt Date" should automatically populate.
2. Enter the amount listed on the receipt.
3. "Purpose" is optional.
4. Select the type of parking received under the "Parked" dropdown.
5. "Receipt Attached" should already be checked.
6. Select "Personally Paid" under Payment Method.
7. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
8. Your receipt should already be added, as you provided it for the overall lodging expense.
9. Select "Save."

Telecom

We can reimburse telecom charges to your room. However, please note any telecom service you were charged will require a business justification. If this expense is not added automatically to the lodging receipt, please request a receipt.

Hotel - Business Usage Telephone

1. 1. 1. "Receipt Date" should automatically populate.
      2. Enter the amount listed on the receipt.
      3. Enter the business justification under the "Purpose" field. Example: You call in to a university meeting using the hotel phone.
      4. "Receipt Attached" should already be checked.
      5. Select "Personally Paid" under Payment Method.
      6. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
      7. Your receipt should already be added, as you provided it for the overall lodging expense.
      8. Select "Save."

Hotel - Internet

1. 1. "Receipt Date" should automatically populate.
   2. Enter the amount listed on the receipt.
   3. Enter the business justification under the "Purpose" field. Example: Grading student papers and you need high-speed internet to access assignment entries on Canvas.
   4. "Receipt Attached" should already be checked.
   5. Select "Personally Paid" under Payment Method.
   6. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
   7. Your receipt should already be added, as you provided it for the overall lodging expense.
   8. Select "Save."

Hotel - Business Meals

You would not use this field. Please follow the "Meals" instructions of this guide.

Other

These expenses are much less likely to be used. We recommend reaching out to Lee Biggs if you have an instance that would require one of these expenses to be reimbursed.

11. Once you add an expense for each line item on your lodging receipt, the Lodging itemization should have a $0.00 in the "REMAINING" field and the hazard icon on the listing be a check mark. Clicking on the "Lodging" line item on the expense list should open up the breakdown of each item you entered.
    
    
    
    

12. Select the blue "+" button on the same line as your name to add more expenses.
13. Or continue onto the next steps after this collapsible menu.

 

Telecom

 

RECEIPT REQUIRED

If your telecom services were not provided by your lodging, you can add them separately.

Business Usage Telephone

1. Enter the receipt date listed on the receipt.
2. Enter the amount listed on the receipt.
3. Enter the business justification under the "Purpose" field. Example: You call in to a university meeting using a conferencing phone.
4. "Receipt Attached" should already be checked.
5. If the Index List does not automatically populate, then please select "+ Add Allocation" and enter it.
6. Your receipt should already be added, as you provided it for the overall lodging expense.
7. Select "Save."

Internet

1. Enter the receipt date listed on the receipt.
2. Enter the amount listed on the receipt.
3. Enter the business justification under the "Purpose" field. Example: You call in to a university meeting using a conferencing phone.
4. "Receipt Attached" should already be checked.
5. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
6. Your receipt should already be added, as you provided it for the overall lodging expense.
7. Select "Save."

 

RECEIPT REQUIRED

This purchase can be completed by the Operations Coordinator prior to travel. However, if you decide to purchase the registration, you can be reimbursed for this cost, so long as your trip has been approved by the department.

However, regardless of how this item was purchased, it will need to be added to your expense report.

1. Enter the "Receipt Date" listed on the receipt.
2. Enter the "Amount" of your registration.
3. Enter "Event Start Date" for the first day of the event.
4. Enter "End Start Date" for the last day of the event.
5. "Purpose" is optional.
6. "Receipt Attached" should already be checked.
7. Under "Payment Method," select the appropriate method.
   
   • If you paid for your registration and would like to be reimbursed, select "Personally Paid."
   • If Amie, Lee or Matthew Springer assisted in purchasing your registration, select "University Paid."
8. If the index list does not automatically populate, then please select "+ Add Allocation" and enter it.
9. 9 Under "Attachments," click the blue "Add Attachments" button. The select the "Upload Attachments" option.
10. Select and open the desired attachment file.
11. Select "Save" in the top right once all fields have been completed.

For the most part, you should contact your respective department head and Gail Bartee Canter (dgbartee@vcu.edu) or Lee Biggs (babiggs@vcu.edu) when you are interested in purchasing items for any programs or departments you are a part of. You are welcome to view the University's policy regarding purchasing, however because the university uses contracted vendors for specific purchases, it is highly recommended you reach out for more assistance before moving forward.

If, after conversing with us, it is determined you will submit a personal reimbursement expense request, you will need to provide receipts for every individual purchase you make. We are also unable to reimburse taxes in most of these cases.