There are two steps required to process reimbursement for business travel:
A VT Travel Estimate and Approval Form is required to be completed and returned PRIOR to any business travel outside Blacksburg, even if only for one day. “Address for Return of Form:” should be Ling Li, 203 Seitz. Funding Source with fund number is necessary for processing. Travel Approval forms should be submitted to Ling Li, who will obtain approval. The form will be held until a travel voucher is completed.
Only the current version (1/4/12) of the Travel Voucher Excel is accepted. This form should be completed online and printed, or completed NEATLY & LEGIBLY by hand, and submitted to Ling Li, 203 Seitz, within 30 working days after completion of the trip. Original receipts for all itemized expenses must be attached. Policies and rates on meals and lodging are available from the Controller’s Office/Travel. However, the rate for mileage reimbursement within the College of Agriculture and Life Sciences is 45 cents, for any usage of a personal vehicle.
The Department has trucks which can be checked out for research and fieldwork. These trucks are for project use by faculty and staff employed by the department. A fleet services FS-2 form (PDF) must be signed by the employee and kept on file with the department prior to use of a Fleet Services vehicle. A signed form and valid driver’s license must be presented to Laura Lehmann (111 Seitz Hall). Forms are kept on file in the department for as long as the employee is with the department.
Keys are available in the Ecological Engineering Laboratory (113 Seitz Hall). A signed FS-2 form and valid driver’s license must be presented to Laura Lehmann (111 Seitz Hall). Faculty and staff need to provide the service center manager with a valid fund number to which their mileage will be charged. A Departmental charge account number is to be indicated on the vehicle checkout sheet at the time it is signed out. Department Truck checkout sheets are located in 113 Seitz Hall. Faculty and staff must provide name, purpose for use, fund number, beginning and ending mileage and the location the truck was parked in when it was returned on the checkout sheet. Trucks may be reserved ahead of a scheduled trip by contacting Laura Lehmann (email@example.com, 540-231-6094) to determine availability.
Our Department trucks are state vehicles and are considered service vehicles. As such, they can be parked in any service (S) space on campus. If no service spaces are available, they can be parked in faculty/staff (F/S) spaces or commuter/grad (C/G) spaces. Department trucks CAN NOT be parked in handicap or carpool spaces. Additionally, the service spaces directly behind Seitz Hall underneath the walkway are for TWO vehicles only. Vehicles are only allowed to park in the striped area of the parallel space. Parking a third vehicle in the line next to the F/S spaces behind the building is off limits. This is to allow for proper view for vehicles leaving the parking area between Seitz and Smyth. If you park a vehicle in the non-striped space you may be ticketed. The last person to use the vehicle and park it there will be responsible for the ticket. If you have any questions regarding the use of departmental vehicles, please contact Laura Lehmann (111 Seitz).
If you are involved in an accident while using a department truck you must contact the police and the department as soon as possible. Contact Barbara Wills at 540-231-6615 or Laura Lehmann at 540-231-6094 to report any accidents to the department. Insurance information and a copy of the vehicle registration are located in the orange packet in the glove box of the truck. The orange packet has a blue form which must be filled out by the police officer on the scene and returned to the department as soon as possible. Further instructions for reporting the accident are outlined on the orange packet.