All international travel must be booked through Concur or with Vanderbilt University Medical Center’s designated travel agency, World Travel. If flights are not booked through Concur or through World Travel, they will not be reimbursed.
Employees should also know that prepaid or postpaid payment for gasoline for rental cars will not be reimbursed. Employees should fill up their rental car prior to returning. If there is a prepaid or postpaid charge for gas with a rental car, it should be designated as a personal expense before submitting your report.
The current rules around booking international flights (per the Finance Policy, Travel and Employee Reimbursement, Policy Number Fin 4.7) went into effect July 1, 2020:
1. Staff and faculty are required to book international travel through VUMC travel systems.
2. Submission and approval of the Export Compliance International Travel Questionnaire is required prior to travel.
3. Reimbursement of travel expenses will be contingent upon compliance with rules 1-2 above.
The current international travel policy states:
AIR TRAVEL — Air Reservations
Air reservations are required to be made through the online booking tool (Concur) or, in the case of complex itineraries, directly with the designated travel agency — World Travel.
All international air reservations must be made through the online booking tool or directly with the designated travel agency, except in documented extreme cases necessitated by business needs and/or to preserve personal safety*. All airfare must be purchased with either a personal credit card or VUMC-issued Travel & Entertainment Card at the time of ticketing.
Reimbursement of expenses related to international travel will be contingent upon 1) booking through the online booking tool or directly with the designated agency, as stated above; and 2) submission of an approval of traveler’s International Travel Questionnaire from VUMC Export Compliance (https://www.vumc.org/globalsupport/50091). Submission of approval of the questionnaire is required with the filing of the traveler’s expense report in Concur.
*Cost is not defined as a business need. For examples of defined business and/or personal safety needs, please contact the travel office.
