FAQs on Student Travel

Frequently Asked Questions regarding student travel

Here are answers to some frequent questions around student travel reimbursements. Sections below include questions with answers related to hotels, flights, vehicles, other transportation, and meals.

Hotel

What charges on my receipt are eligible for reimbursement?

• Only the daily room rate, taxes/fees, and parking and WiFi (if necessary). Any other charges (e.g., room service, items purchased from the convenience store and charged to the room, etc.) cannot be reimbursed.

What if I share a room with another student attending the same event/conference?

• When submitting your ticket (email to cs-office@virginia.edu), please include the name of the student with whom you shared the room. Also, specify whether you require a full or half refund. Ensure your name is also on the receipt!

Can a hotel booking confirmation email be submitted for reimbursement?

• No, a confirmation email does not qualify as a receipt. Please request a physical copy or an emailed receipt at the front desk upon check-out.

Flight

Which airlines can I use?

• You must fly with a U.S. flag carrier. This applies to both domestic and international trips. A list of certified U.S. flag carriers can be found here.

Can I check a bag and be reimbursed for the fee?

• If your reimbursement is from a grant, checked bag fees cannot be reimbursed. (Ask your advisor about the funding type/source before your trip.)

Can I select my seat or get other upgrades for an additional cost?

• If your reimbursement is from a grant, seat upcharge costs cannot be reimbursed. However, if your advisor has non-sponsored funds, you may be reimbursed from those accounts (with their permission).

Can I be reimbursed if I paid for a flight using credits/points?

• No, flights must be purchased with credit cards.

Rental Car / Personal Car

What can I get reimbursed for when using a rental car?

• Only the cost of the car and fuel. Please include the receipts in your reimbursement request. The travel dates and location must align with UVA-related activities/travel.

What can I get reimbursed for when using a personal car?

• Only mileage. Your starting point for calculating mileage will be 85 Engineer’s Way (Rice Hall).

Other Transportation (Taxis, Ubers, Subways, etc.)

Which rides will be reimbursed?

• Only rides to and from the airport, conference center, and hotel will be reimbursed. Personal trips cannot be reimbursed!

What needs to be included on the receipt?

• Your name, the name of the taxi company, start and end destinations, the date of the ride, and the total amount shown as paid.

Can I use Uber Cash or Venmo to pay for my rides?

• No, please use a credit/debit card.

Meals

What do I need to provide to get my meals reimbursed?

• Please provide itemized receipts (showing what food/drinks were purchased) for each meal you want reimbursed.

What if the meal was split between more than one student or faculty member?

• Please provide the names of the attendees and the amount you wish to be reimbursed. Only the person who paid for the meal can be reimbursed.

What is the daily limit for meal reimbursement?

• The daily limit is $75.00.

For any questions about reimbursements not answered here, please contact cs-office@virginia.edu.