Non-Employee Travel

 

When is a Travel Authorization required?

  • TA's are required for Western employees.
  • TA's are required for student-employees when the nature of the student travel IS FOR their paid position and not a part of a club or activity.

Travel Authorizations (TA) are not required for non-Western employees(most of the time, exceptions below). Please see below for arranging travel for various purposes.

Western Guests/Speakers/Performers

  • If Western is paying a Guest beyond simple mileage and per diem, a contract or personal services agreement is needed. Please visit our Contract Administration Department web page for more details. Travel Authorizations are not required for non-Western employees. But if we are reimbursing a Guest for their travel expenses, a contract is likely required.
  • If you need to buy air travel and you have a contract approved, please provide one of our approved Travel Agencies with the Contract Routing form eSign number and your fast index. For example, 789123-FOBUYS. If There is no contract and WWU is paying for airfare directly, a TA will be needed. We need some sort of referencing form number in order to release airfare to Bellingham Travel or Travel Leaders
  • If you need to reimburse a Western Guest, please use a Services Reimbursement form referencing the Contract Routing Form eSign number for payment.
  • If you need to pay for their hotel stay or rental car, please use a Purchase Form referencing the Contract Routing form eSign number and the traveler’s name.

Interviewee's

To determine if a candidate is eligible to receive paid travel expenses, please review RCW 43.03.130 - Travel Expenses of Prospective Employees

  • If you are recruiting and bringing a candidate to campus, we do not require a Travel Authorization. Permission to recruit/hire/interview has already occurred (or should have). Travel Authorizations are not required for non-Western employees.
  • If you need to buy air travel and you have a Request to Interview form approved, please provide one of our approved Travel Agencies with the Request to Interview form eSign number and your fast index. For example, 789123-FOBUYS.
  • If you need to reimburse a Western Candidate, please use a Services Reimbursement form referencing the Request to Interview form eSign number for payment.
  • If you need to pay for their hotel stay or rental car, please use a Purchase Form referencing the Request to Interview form eSign number and the traveler’s name.

Students

  • If the student is your student employee, use TEM for authorization and reimbursement.
  • If the student is an employee for a different department but traveling for academic purposes, or a non-employee, complete a TE eSign form to authorize their travel and reimburse them with a Services/Reimbursement Form.
  • If a student is traveling with an employee, you may add their name to the employee’s TA and request reimbursement with a Services/Reimbursement form referencing the TEM TA for the employee.

Others

For webform Travel Authorization

For all other cases, call Travel Services x3341 or email Travel Services

Page Updated 12.19.2014