Travel and Expense Reimbursements

Please reference the Travel Review and contact isis-office@vanderbilt.edu for assistance.

Travel FAQ

Q: Does VU consider the Southwest Business Select Fare a business class fare?  

A: It is not viewed the same – it’s a refundable fare and provides earlier boarding but doesn’t have the same class of service as business class on say American, United or Delta.

International Travel Guidance

  • Travel and Export Control: Most international travel is not impacted by export control regulations. However, certain destinations, activities, or research materials may be subject to U.S. federal restrictions. The Vanderbilt Export Compliance team is available to assess and advise on any travel-related concerns.
  • Department Notification: Before any university-related international travel, please notify your department chair with:
    • Dates of travel
    • Countries to be visited
    • Purpose of travel, including the funding source
  • Travel Registration: If you are traveling to a country with a U.S. Department of State Level 3 or Level 4 advisory, you are strongly encouraged to submit an international travel request at least 14 days in advance. This allows the university to provide support and assistance in the event of an emergency.
  • Immigration Considerations: If you are a non-U.S. national, please consult with the Office of Employee Immigration Services (EIS) before booking international travel to understand potential reentry and visa considerations.
  • Presenting or Sharing Research Abroad: If you or members of your research team plan to present or share research internationally, you MUST consult with the Vanderbilt Export Compliance team well ahead of time to ensure all necessary approvals are in place.
  • Travel Booking: All Vanderbilt-related travel must be booked through Concur, including for students or research staff traveling under your supervision. Booking through Concur ensures compliance with university policy and activates coverage through GeoBlue, Vanderbilt’s international insurance provider.
  • Device Security: For university-related travel, we strongly recommend using a travel-specific laptop issued by VUIT instead of personal or lab devices. Please reach out to VUIT with request, but additional guidance and a formal process for requesting loaner laptops will be shared soon.
  • Data Protection: Do not travel with sensitive research data or student records unless specifically cleared by Export Compliance. Similarly, avoid carrying such data on any personal trips.
  • Travel Questionnaire: To determine whether export controls may apply to your travel, complete the International Travel Questionnaire in advance of departure. The Export Compliance team will review your plans and provide tailored guidance.