VBRI may support expenses for the domestic or foreign travel of authorized individuals to bona fide scientific meetings or for other research or research-related educational purposes. The travel support will be consistent with VBRI policies and the stipulations of any relevant funding source(s).
The Education Committee must approve travel related to educational or training activities.
If the travel reimbursement is for a visiting fellow or scholar, the visa status of the individual must allow such reimbursement. All travel for foreign fellows or scientists should be pre-approved through VBRI.
Please see the Executive Director regarding per diem rates for domestic and International travel. VBRI will use the Federal Rate available on the VBRI website.
Note: Original itemized receipts are required for reimbursement. Credit card receipts or statements are not acceptable.
Meeting registrations can be pre-paid through VBRI directly to the meeting organizer. Alternatively, the registration cost will be reimbursed after the meeting along with other travel expenses.
Travelers should purchase their own economy class tickets, pay for their costs, and seek reimbursement after the travel is completed. Cash advances and pre-paid airfare are generally not provided to investigators. Cash advances and pre-paid airfare may be available to employees.
The request should be submitted on the Travel Reimbursement Form.
If another organization is providing partial reimbursement for a trip, sufficient information must be provided to VBRI to show that we are reimbursing appropriately. For example, the VA travel documents showing which items have been reimbursed and the amount.
Documentation of the meeting dates, location, and topic or theme must be provided. A program guide or brochure (a copy of the cover is sufficient if all the information is stated on it); invitation letter; or other written documentation that includes the dates, location and purpose must be submitted with the reimbursement request.
Full reimbursement of reasonable hotel expenses with appropriate documentation will be made.
The per diem reimbursement (meal and incidental expenses) will be at the federal per diem rate. These rates are posted on our website. Travel days will be reimbursed at 100% of the federal rate for full days (place of origin departure before 8:30 am / arrival after 5:00 pm) and 75% of the federal rate for partial days.
If a member hosts a special dinner meeting with research collaborators, these costs may be paid separately with a clear research rationale. However, such events should be discussed with the Executive Director or designee to ensure that reimbursement will not be problematic. Note: the cost of the meal for the member should be deducted because the per diem provided would include that cost.
Individual items $25 or greater in cost must be accompanied by receipts. Items costing less than $25 need only be itemized. Transportation reimbursement may be up to full reimbursement for reasonable costs of air, rail, bus or taxi and parking.
If the traveler chooses to take an indirect route, interrupt the business travel or utilize a mode of travel that requires additional accommodations en route, any resulting expense will be borne by the traveler.
The cost of a rental automobile may be allowable under certain circumstances. For example, if rooms are unavailable at the conference hotel, a shuttle service is not available, or cab fare is prohibitively expensive. However, car rental is allowable only as an exception. Specialty vehicles such as convertibles and SUV’s are not allowable
- Ground transport is generally limited to travel between the home or place of business and the airport; the airport and meeting site, and the return.
- Mileage expenses for private automobile use will be at published government rates.
- Generally, only coach airfare will be reimbursed. Exceptions may be made under special circumstances. Such exceptions should be reviewed with VBRI prior to making travel arrangements.
- VBRI recognizes the particular requirements of persons with disabilities and will make every effort to accommodate those needs. Please contact the VBRI administrative office for further information.