Pre-Registrations
The Travel and PCard offices have developed a process making it easier for WWU faculty and staff to use the PCard for Conference Pre-Registrations.
By using the PCard for Conference Registrations you will
eliminate reimbursements and save WWU time and money.
Step 1: Initiate Travel Authorization (TA) -
forms are available at the Travel Desk (x3341) or on campus in OM 410. When
traveling for the university it is mandatory to have a Travel
Authorization on file with the Travel Desk before incurring expenses related to
your trip.
- Complete Sections I - VII of the Travel Form.
- Include information in Section II stipulating that
this is for conference registration. You may also wish to state that
other travel related to this conference will be added at a later time.
- OR You may wish to include Meals, Lodging, and
Transportation at this time.
- Check the box at the bottom of the form so that the
yellow copy of the TA will be returned to you.
You will need to complete a TA for all travel outside of
Washington and, if you will be traveling for longer than overnight. For
example, a day trip to Seattle does not require a TA.
Step 2: Submit your Travel Authorization to
your Supervisor and Vice President for signatures and approvals.
This normally takes 3-5 days. The TA will then be
forwarded to the Travel Desk and kept on file.
Step 3: Your Travel needs to be approved
before incurring any travel expenses. Contact Debbi Baughn (x3341) in the
Travel office if you have any questions.
Step 4: Use the PCard to make your Conference
Registration. Request receipt or print online receipt.
Step 5: When you Review/Approve the PCard
transaction on PaymentNet, record the conference registration TA # in the
Comments/Requisitions field on PaymentNet.
Step 6: Attach a copy of your signed Travel
Authorization to the appropriate PCard transaction print out and receipts. Keep
this documentation in your PCard file.
Step 7: Be prepared to show a copy of the Travel
Form and conference registration documentation at your periodic PCard
Review/Audits.
The PCard should not be used in place of a Travel Card
for transportation, reservations, meals or lodging.
