A Travel Authorization Request Form must be submitted to spa@bvari.org at least 30 days before travel for:

• Travel directly related to a BVARI-managed sponsored research or education award, as allowed by the sponsor and approved by VA (for VA employees), or

• Travel related to BVARI-approved business, such as activities supporting resource acquisition, education, or training for BVARI faculty and staff.

Rental Cars:
If needed, the rental car must be listed in the authorization request, but the traveler must book and pay for it with their own credit card.

All BVARI-administered travel must follow federal per diem rules, unless a specific exception applies.

Per Diem Rates (Domestic):
Available at the GSA website, covering:

• Meals & Incidental Expenses (any provided meals must be noted and deducted)

• Mileage for private automobile use

• Hotel costs

Travel Policy includes guidance on:

• Lowest Economy Class Airfare

• Foreign Travel (required approvals, Fly America Act rules, code-share clarification)

• Use of Private Automobiles

• Scientific Accoutrements (e.g., scientific books, society memberships)

Travelers must review the Travel Policy to ensure compliance before submitting a request.

After travel is completed, travelers must submit a Travel Reimbursement Request Form with all required documentation.

Deadline:

• Submit the full reimbursement package to accountspayable@bvari.org within 30 days of travel completion, unless an exception has been approved.

Required documentation includes:

• Original receipts (or a Missing Receipt Affidavit Form)

• Proof of travel

• Signed travel authorization form, conference agenda/ program.