Travel Services

Travel Expenses on the Purchasing Card

Prohibited Purchases:

All Employee Travel and Reimbursable Travel Expenses, Examples Include:

  • All Transportation Costs (Airfare, Bus fare, Rail fare, Taxi, Rental Car, Etc.)
  • Lodging
  • Meals

EXCEPTIONS: The Following Travel-Related Payments Are Allowable:

  • Payment of Washington "Go-Pass" Road Toll Fees
  • Payment of Employee Conference Registration Fees

Allowable Purchases:

Nonemployee Travel and Travel Expenses, Examples Include:

  • Hotel Reservations
  • Ground Transportation

Important:  When purchasing travel expenses with the PCard, departments are required to maintain all receipts and ensure that these receipts are not also requested for reimbursement on the Travel Expense Voucher.  Travel Authority numbers and purpose of the trip should be included on all purchasing documentation.  For lodging, departments should look up per diem rates and include lodging exceptions or discretionary funds for any overages.

Travel Services does not review charges placed on the PCard.  Therefore, department personnel are wholly responsible for ensuring that all applicable travel policies are followed and that no unallowable travel expenses are incurred.  This includes, but is not limited to, creation of a Travel Authority and use of the correct per diem rates.  Departments must secure approval from Purchasing Services prior to placing employee travel expenses on the PCard other than Go Pass Tolls and Conference Registrations.

 

For more information see the following:

Travel Services, PO Box 641025, Washington State University, Pullman WA 99164-1025, 509-335-8074, Contact Us