Travel

Travel Authorization & Reimbursement

Note for All VA Employees: Please reference the Authorization for VHA travel Memo (June 2021) by the Acting Under Secretary for Health, Richard A. Stone, M.D. for advanced approval requirements due to COVID restrictions as well as the COVID-19: Travel Update for Veterans Health Administration (VHA) Staff (August 2021) by the Deputy to the Deputy Under Secretary for Health. Also reference the VA Foreign Travel requirements.

For BVARI-Administered Travel: A Travel Authorization Request Form should be submitted to spa@bvari.org at least 30 days ahead of any allowed travel:

  • Travel is directly related to any BVARI-managed sponsored research or education award as allowed by sponsor and approved by VA (for VA employees); or

  • Travel is related to BVARI-approved business (e.g., travel to further the acquisition or resources, education, and/or training of BVARI faculty and staff.)

  • If a rental car is necessary it should also be reflected in the request, although the reservation and payment must be borne by the travelers’ credit card. Insurance is recommended and reimbursable.

All travel must follow government per diem rates unless noted otherwise. Domestic Per Diem rates can be found at the GSA website and apply to:

  • Meals and Incidental Expenses (As with VA per diem rules, meals which have been provided for the traveler must be noted and are deducted from reimbursement.)

  • Mileage for Private Automobile Use

  • Hotel cost

Please refer to the Travel Policy for specific guidance on:

  • Lowest Economy Class Airfare

  • Foreign Travel (including required approvals, Fly America Act requirements, and Code Share clarification)

  • Private Automobile Use

  • Scientific Accoutrements (e.g., scientific books or professional society memberships)

Following travel, all travelers must complete the Travel Reimbursement Request Form and include supporting documentation for proof of travel, including all original receipts (or Missing Receipt Affidavit Form). Completed packages should be submitted to accountspayable@bvari.org within 30 days of completion of travel unless an exception is approved.

Additional supporting documentation that may be required includes:

  • Initial Travel Authorization Request

  • Copy of the conference or meeting agenda and related materials