Travel Rules & Tips

Travel Rules & Tips

Travel Rules

• Airfare/transportation – may only be purchased with a Corporate Travel Card, directly with Airline or State contracted Travel Agency
• Receipts – must be originals, in the payee’s name, and showing as paid (not with a balance due)
• Travel – reimbursement must be sought in a timely manner; within 60 days of Travel completion.
• Resources – travelers refer to the Travel website: or contact the Travel Desk @ ext. 3341 for clarification on travel rules and regulations.
• Food – not in travel status. When using Chart of Accounts 1 Funds, to pay for food, and you are not in travel status, complete a Coffee & Light Refreshments/ Meals with Meeting web form. Be sure to reference that web form # on related pay documents.

 

Tips - Coordinate - Plan - Cooperate - Profit

• If many people are going to the same event, coordinate their travel preparations.
• Initiate travel authorization, and make travel plans for multiple travelers at one time. Remind them of reimbursement requirements so they save appropriate receipts.
• Encourage travelers to cooperate by sharing hotel rooms, and ground transportation such as: motor pool; cabs; and shuttles. Also, encourage multiple travelers to attend competing sessions at a conference.

Travel Advances

• Advances may only be issued to employees and are normally estimated at per diem (meals + lodging).

  There are three phases to a Travel Advance: 1) Request/Receive; 2) Travel; 3) Reconcile.

1. Request/Receive
• The traveler requests an advance on their TA, and it is approved when the TA is locked. When reviewing the TA, the Travel Desk might modify the amount or check needed by date. The traveler and department should look at the locked web form to confirm those two pieces of information.
• On the TA/TE, the “Check Needed by Date” is the date on which the advance will either be issued as a direct deposit, or delivered to the Cashier’s Office. A check will only be issued if the traveler is not enrolled in Direct Deposit payroll. If a check is issued, the traveler will need to pick up their check at the Cashier’s Office after 3pm that day, or during regular Cashier hours anytime after that.
2. Travel
• The traveler should proceed on their trip as they would for any other trip, saving receipts. The same receipts are required; receipts such as: lodging, long term (airport) parking, internet use, etc. Note, receipts still need to be in the traveler's name, and be indicated as "paid" and not "due". Meals may be reimbursed at per diem without receipts, or at actual cost (not to exceed per diem) with receipts.
3. Reconcile
• Upon return, the traveler should submit all receipts and complete a Travel Expense Voucher (TEV)
• The TEV should be filled out, as if the traveler were going to be reimbursed. Then the expenses should be listed down in the budget area, with appropriate Account Codes and amounts.
• TRICK: The final entry in the budget area should be the funding string from the Travel Authorization form, with Account Code S341, and the advance amount as a negative.
• On the TEV, in the budget area, the amounts should be summed (subtracting that negative advance amount). If the resulting # is positive, this is the amount still due to the traveler. If the resulting # is negative, the traveler needs to write a check, payable to WWU, for that amount, and staple it to the voucher.
• Submit the voucher, receipts, and check (if necessary), and submit for budget signature(s), then to the Travel Desk.