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Travel
Request for Travel Authorization (RTA) Approval
State policy requires the Agency Head or his designee to approve all travel requests having a total cost of more than $500.00. The President has designated each Dean and/or Vice President as the person responsible for reviewing and approving all requests for travel for employees in their respective area. This means that all RTA's over $500 must have a designee's approval before they can be processed by Accounts Payable. Any RTA's received in our office without this approval will be returned to the originator.
Farmville Area Meal Policy
Longwood University follows the State Travel Regulations implemented by DOA with the following exceptions:
- Use of the Travel charge card is acceptable for expenses incurred during travel within the Farmville area. All receipts should be maintained. All travel expenses incurred while on travel status inside or outside the Farmville area must be submitted on a Travel Expense Reimbursement Voucher. Travel will require a Request for Travel Authorization (RTA), regardless of the amount, and must be completed and approved prior to travel. Use of the Travel charge card is acceptable for expenses incurred during travel outside the Farmville area.
Purchase of Air/Rail Tickets
Methods of Purchase
- Airline and rail tickets will be procured using the VISA Small Purchase Charge Card. This purchase may be made in person, over the phone, or over the internet using a secure site. DO NOT USE your Travel Card for this purchase. If tickets are purchased iwith the Travel Card they will be reimbursed only after the travel has occurred.
Traveler's Responsibilities
- The traveler (or designee) will be responsible for researching the lowest possible fares. After the traveler decides upon the lowest rate, the traveler will notify the department cardholder to book the ticket. The traveler will be responsible for having an RTA (Request for Travel Authorization) Form filled out in advance of the travel and on file with Accounts Payable. The traveler will give the cardholder who is making the arrangement on their card a copy of the signed RTA for the file.
Cardholder's Responsibilities
- The VISA cardholder will be responsible for giving the vendor the card information to secure the purchase. When the cardholder prepares the Log sheet the object code used for airline or rail tickets will be 1283. This will ensure that departments are able to track these expenses. The cardholder will attach a copy of the E-ticket/itinerary, a copy of the RTA, and any other pertinent information with the VISA paperwork for the month in which the charge is made. In the case of internet purchased tickets a copy of the secure site screen print must be attached. Tax may be charged on airline/rail tickets under the same policy that covers tax on hotel and travel meals.
EDI
- Longwood University has direct deposit available for all travel reimbursements. This program is mandatory for all employee's who travel at least twice a year. In order to sign up, click on the above link, complete and print the form, and send to Ellen Ranson in Accounts Payable. This is not the same as direct deposit for payroll checks. If your personal information or banking information changes please let Ellen know as soon as possible.
Travel Forms & Information
- RTA Numbers
- RTA Form (xls)
- Travel Reimbursement Voucher (xls)
- DOA Travel Policy (pdf)
- EDI Guide (pdf)
- EDI Form (pdf)
- Out Of Country (doc)
- Meal Per Diem (pdf)
- In State Lodging Rates (pdf)
- Out of State Lodging Rates (pdf)
- Overtime Meals (pdf)
