VIVA: Travel Reimbursements
VIVA reimburses representatives of the VIVA public institutions for travel related to VIVA business. Reimbursement for the representatives of the private colleges is provided for the following:
All travel reimbursement is in accordance with George Mason's interpretation of the Commonwealth's regulations regarding travel. This includes the stipulation that all travel reimbursement requests submitted more than 60 days after trip completion may be reported as income and included on a W-2 for you as required by IRS guidelines.
Before You Travel (things to know)
Please use the following forms for authorization and reimbursement requests:
All travel form links are located on the top left side of the website.
Travel Authorization Form (PDF) See example form on the top left side
Overnight Travel Expense Reimbursement Form (PDF) See example form on the top left side (leave signatures of supervisor and approving official blank - VIVA will authorize)
Mileage Travel Reimbursement Form (PDF) See example form on the top left side (leave signatures of supervisor and approving official blank - VIVA will authorize)
W-9 (PDF) ( required for all VIVA travelers) See example form on the top left side
If you are not including a W-9, scan your form and receipts and send them to email@example.com. If you need to send a W-9, please write to firstname.lastname@example.org to request a secure email.
Do not send forms directly to the GMU Travel Office or enter travel directly into the George Mason Travel Request System. For budgeting and tracking purposes, all reimbursement requests need to be submitted directly to the VIVA Office.
VIVA appreciates the time and effort of all VIVA participants, and wants to help VIVA travelers receive their rightful reimbursements as expeditiously as possible. If you have any questions about a particular trip or VIVA travel in general, please don't hesitate to contact the VIVA office at email@example.com or firstname.lastname@example.org.
Travelers planning overnight trips should submit a Travel Authorization request prior to traveling, as pre-approval by the VIVA Office is required. Lodging reimbursements for one-day events are typically only approved when the traveler resides more than a two and a half hour drive from the event venue. If this presents a significant obstacle to your ability to attend an event, please contact the VIVA Office - we will do our best to accommodate travelers as needed.
Meals and Incidental Expenses (M&IE)
|Table 1: Calculating your Per Diem|
|Daily Rate per the M&IE and Lodging Table||$59||$64||$69||$74||$79|
|Breakfast value (deduct if provided)||$13||$14||$16||$17||$18|
|Lunch value (deduct if provided)||$15||$16||$17||$18||$20|
|Dinner value (deduct if provided)||$26||$29||$31||$34||$36|
|Full Day Per Diem||$59||$64||$69||$74||$79|
|Partial Day Per Diem||$44.25||$48||$51.75||$55.50||$59.25|
Lodging rates are specified in the GMU M&IE Lodging Rates Tables. Reimbursement will be for the actual cost of the room and cannot exceed established maximums. You must submit the original "zero balance" receipt(s). Lodging rates in the M&IE and Lodging Table do not include taxes and surcharges. Lodging taxes and surcharges are reimbursable.
Note: High cost rates are 100% more than the rates shown in the table, but must be pre-approved through the use of the Travel Authorization Form. The most common reason for requesting a high cost rate is that the hotel is the conference host.