Travel Services

Western's Travel Services department advises faculty and staff of Western Washington University how to travel within the confines of Federal, State and University guidelines.

  • TEM 8.7 is coming!

The weekend of March 28-29, 2015 TEM will be unavailable while it is being upgraded to version 8.7. You can read about some of the changes and upgrades and also participate in several live training/demo opportunities:

Type of Training Date/Location Time
Hands-On Drop-In Training March 24/HU242 1:00pm - 4:00pm
Hands-On Drop-In Training March 26/HU242 1:00pm - 4:00pm
Open House Demo March 25/MH152 2:00pm - 4:00pm
Open House Demo March 27/MH138 9:00am - 11:00am
Full Training on new system (sign-up required) April 1/HU242 9:00am - 12:00pm
Full Training on new system (sign-up required) April 9/HU242 1:30pm - 4:00pm

Please stop by or sign up!


  • New Traveler Profile e-sign Form

(to be completed by all current travelers and new travelers)

Travelers can now agree to the travel terms and request access to the travel systems on an e-sign form!

Current Travelers and Delegates: Please complete our brand new Traveler Profile & Travel Acknowledgement Form for New Travelers as soon as possible. This form replaces the paper form and will allow faster processing for new travelers as well as better tracking and more transparency. Travelers may request their current delegate and supervisory approver information by completing Section I of the New Traveler Profile Form, agreeing to the terms, adding their supervisor, and approving the form to Travel Services.

The required field for the supervisor will be the supervisor approving the form. The supervisor may choose to route all travel through a different or no approver, but acknowledges the routing by approving the form.

Travel Services will provide the current delegate, supervisory approvers and funding information and forward the form back to the traveler for review. Travelers will approve the form (with any necessary corrections) to their supervisor. Please check with your department before making changes to the form, however, as some departments incorporate additional steps for supervisory approvers.

Moving everyone to the electronic form ensures that all profiles are up to date and paper forms are properly archived. Paper forms must be held for 6 years after an employee leaves Western unless replaced by a new form.

 

  • Travel Advancement Reimbursement Changes

Travelers who need to repay an unused advance must now pay with check or credit card online at WWU Travel Advance CashNet. Travelers who choose to pay with cash may still make payments in the Student Business Office. The Student Business Office will not accept checks or credit cards for advance repayments. This change allows travelers to make payments remotely and also prevents payments from posting to the incorrect fund.

Please contact Travel Services x3341 if you have questions regarding your advance before making your payment.

 

  • Airfare Reimbursement

To ensure your airfare is reimbursed easily, please be sure to obtain a quote for the business travel dates and locations if you are adding personal days onto your flight. Please review “Mixing Business and Personal Travel” if adding any personal time to a business trip.

More information regarding the new TEM upgrade will be available soon!


Check With Your Department First

Each school or department may have travel requirements over and beyond those of the State or University. These may be additional forms for trip approvals, justifications, reports, or differences in what amounts will be reimbursed for meals, lodging, or airfare. Larger departments may have a single travel coordinator who will make all of your arrangements whereas smaller departments may expect the traveler to do all of it. Be sure you know before your trip, the role your department plays in both planning and reimbursing for travel.

 

Good Beginnings

What is TEM?

The Travel & Expense Management System (TEM) is an integrated Banner module that automates and streamlines the travel authorization, advance request, and expense reimbursement processes. Travel requests and approvals are routed electronically using Workflow, an application that generates email notifications prompting users for actions. In this paper-free environment the status of each travel document is tracked throughout the process. Transactions (encumbrances, cash advances and expenses) automatically post in Banner Finance after review and approval by Travel Services.

If you are not using TEM just yet contact Travel Services at x3341 or via email at Travel.Services@wwu.eduto get TEM set up.

 

Getting Started

Traveler & Delegate Training
 
Getting Approved - Mistakes to Avoid

 

Looking for Information on buying fuel or using the Fuel Card? Learn about the Fuel Card.

Questions?

Visit our TEM website or the Links and Tools Page for user guides, training documentation, forms, and general information about TEM. You can also check to see if we've answered your question on the FAQ page.

 

Page Updated 03.17.2015