Purchasing, Travel & Reimbursement
Start here before buying something, traveling, reimbursing someone, paying a vendor, or deciding whether an expense is allowed.
Decide what you are trying to do: purchase, travel approval, reimbursement, vendor or tax setup, or research-related travel and creative scholarship support.
Check the university Procurement or Controller source when the question is about VT policy.
Use the AAD materials when you need the college approval path, timing, or local form.
Ask Finance before spending if you are not sure whether the expense is allowed.
- Plan ahead: AAD travel authorizations should be approved 30 days before departure.
- Travelers are reimbursed only for reasonable and necessary expenses, and travel expenses must be able to withstand public review.
- Business meals and refreshments need a business purpose and attendee list; alcohol reimbursement is not permitted on VT funds.
- Receipts should be submitted within five business days after return, with original receipts preserved and organized.
- Supplemental research-related travel and creative scholarship support is a school/college matching process. The college may provide up to 50% of the total expense, capped at $5,000 per request.
- Research-related travel or creative scholarship support usually starts with the school. The Business Manager completes the supplemental request when the school director wants to request a college fund transfer.