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City of Newport News Sectio111405
Personnel Administrative Manual Effective July 1, 2023
the Travel Request Form along with all required supporting documentation to the
Department of Finance as far in advance as possible and at least ten (10) business days
prior to traveling. For travel with less than ten (10) days' notice, contact the Department of
Finance for travel arrangement options. Approved travel advances will be issued via check
to travelers approximately five (5) business days prior to the traveler's departure date.
2. Upon return from overnight travel, the traveler and/ or the designated travel coordinator
for the department shall submit the Final Travel Expense Report along with all supporting
documentation and receipts (which had not been previously provided with the Travel
Request Form) to the Department of Finance within fifteen (15) business days of return.
Requests for reimbursement received after the deadline may be denied.
3. If a trip is canceled or shortened for any reason, any travel advance must be returned to
the City within fifteen (15) business days of the cancellation or trip shortening.
4. Travel expenses to be reimbursed by any entity must be included on the Final Travel
Expense Report. Until the travel expenditure reimbursement is received, all expenditures
will be recorded within the department's operating budget.
B. LOCAL MEETINGS & TRAININGS
1. The Travel Request Form and Final Travel Expense Report are not required for local
meetings and trainings. Reimbursement requests related to local meetings and trainings
may be submitted directly to Accounts Payable with required documentation in
accordance with this policy.
C. OFFICIAL PROCEDURES AND FORMS
Official procedures and forms have been developed and are maintained by the Department of
Finance on the City's intranet site at www.portal.nngov.com and internet site at
www.nnva.gov. The official procedures and forms are considered part of this Policy.
V. OVERNIGHT TRAVEL
Overnight travel includes any travel when an employee is on business away from home that
requires an overnight stay. Overnight travel may only be authorized if the location of the
meeting/ training event is more than fifty (50) miles away from the City (as measured from Deer
Park Elementary located at 11541 Jefferson Avenue, Newport News, VA 23606), unless an
exception is approved by the City Manager. All overnight travel requires advance approval
following the procedures outlined in Section IV.
A. TRAVEL AGENT
The City has a Travel Agent to provide flexibility to departments for City-related travel. When
needed, the City's Travel Agent is available for handling arrangements for lodging and
transportation.
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