Travel & Expense

The Travel & Expense Team consists of three specialists who service travelers from the 23 colleges, the Systems Office, and the SSC.  It is our mission to focus on reimbursing travelers in a timely manner while enforcing regulatory compliance, reducing costs, and continuously improving travel operations and processes.

Tips below are only for the 2019 VCCA Conference:

VCCA Conference 2019 Expense Report Tips

VCCA Conference 2019 Pre-approval Report Tips


Travel & Expense
By Kara Stewart / December 11, 2019

Business Meals Pre-Approval Waiver and Exception Request Letter

To: All VCCS Presidents and Vice Presidents From: Shared Services Center Area: Travel and Expense Reason: Business Meals Pre-Approval Waiver...

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Travel & Expense
By Kara Stewart / December 10, 2019

Upcoming Chrome River Training Sessions

To: Active and Pending Chrome River Users From: Shared Services Center Area: Travel and Expense Reason: Upcoming Chrome River Training...

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Quick Links:

CAPP Topics 20335 & 20336 and VCCS Travel Policies, Procedures, and Regulations:  Use to review CAPP and VCCS travel standards, policies, and regulations.

FedRooms - GSA: Use to find compliant hotel rooms for travelers while on official State business.

USPS Zip Code Verification Tool: Use to verify the physical lodging location.

Federal GSA Per Diem Calculator or GSA Per Diem Rates: Use to determine the applicable GSA rates based on the physical lodging location.

DGS – OFMS Trip Calculator: Use to calculate cost beneficial analysis (cost comparison of rental vehicle vs. personal vehicle).

Proration Calculator: Use to prorate lodging tax/fees.

UDS Foreign Per Diem Rates: Use to determine the applicable international GSA rates.

Travel Training Materials: Instructional guides and helpful information to aid in the creation of Chrome River reports and other pertinent travel topics.  (MyVCCS login required)

Travel & Expense Reporting Dashboard: The Travel & Expense Reporting Dashboard is an interactive tool that answers two questions:

  1. How old are the submitted Expense Reports in Chrome River?
  2. How long have the submitted Expense Reports been in each approval role?

Travel & Expense FAQs

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