Travel Arrangements Requests

Some colleges have elected to allow the Travel & Expense Team to book travel arrangements on the behalf of their employees and, on a case-by-case basis, their students.  At this time, the SSC T&E Team provides travel arrangement services for 13 colleges.

Eligible Travel Arrangement Services

Eligible Travel Arrangement Services

  • Airfare, Rail, Bus (e.g. Amtrak and Greyhound)
  • Conference Registration Fees
  • Hotel Accommodations (Room Rate & Lodging Taxes Only)
    • Room Rate cannot exceed 150% GSA unless pre-approved by Agency Head and Department of Accounts
    • Hotels must accept the Small Purchase Credit Card (SPCC) number over the phone or a secured online web form
      • The hotel must not require a card imprint on file, and
      • The hotel must not require a faxed or mailed copy of the SPCC or full SPCC number (including email)
How to Request Travel Arrangements

How to Request Travel Arrangements

  • You must obtain a fully approved Chrome River Pre-approval Report
  • You must complete a Travel Accommodations Form (T&E7000)
  • You must complete the Travel Arrangements Request web form below
    • Required to attach relevant documentation:
      • Fully approved Chrome River Pre-approval Report
      • Completed Travel Accommodations Form (T&E7000)
    • Special instructions and/or pertinent information should be attached to the web form request
Travel Arrangement Request Disclaimers & Important Reminders

Travel Arrangement Request Disclaimers & Important Reminders

  • Requests must be submitted to the SSC T&E Team no less than 3 business days from the first date of travel
  • The SSC T&E Team cannot book arrangements more than 6 months from the first date of travel
  • Requests must be in compliance with CAPP and VCCS guidelines
    • Requests containing expenses for personal comfort, convenience, and taste are not permitted (e.g. charges for premium desired airline seats)
  • Requests must be SPCC payment eligible
    • Payments cannot be made through some Third Party Payment Processors (e.g. PayPal)
    • Hotels must accept SPCC number over the phone or a secured web form
    • Single travel expenses cannot exceed $5,000
  • Local/Foundation funded requests are NOT eligible
  • Requests for student travel arrangements are eligible on a case-by-case basis
  • Requests for Non-employee travel arrangements are NOT eligible
  • Requests requiring check payment (or Direct Bill) are NOT eligible
    • Contact the SSC Help Center Team for Procure-to-Pay instructions and guidelines
  • Traveler is responsible for notifying the SSC immediately of any changes or cancellations to travel plans
  • The Travel & Expense Team cannot guarantee the request can or will be accommodated to meet the specific travel needs (i.e. requested hotel is fully booked, exact flight no longer available, etc.)

Travel Arrangements Request Form:

  • Requestor Name * Required
  • Required Consent * Required

 

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