Lodging and airfare that is submitted with an Affidavit of Lost Receipt will also need to have a bank statement or other proof of payment submitted along with the request.
- Be an employee;
- In travel status for more than 14 days; and
- Have no outstanding advances
WSU policy also states that the traveler cannot receive the advance more than 14 days prior to the trip start date. If they do not meet these requirements, but are still approved and authorized to receive an advance, an exception to policy can be requested through Central. If the request is outside of state policy (i.e. for a student, more than 30 days prior to the trip start date, or for airfare) the advance would have to be issued on 17A funds. Advances are then cleared upon returning from the trip via a TEV substantiating the expenses.
Note: The Purchasing Card is the preferred method of payment of conference registrations and the Central Travel Account for all air, rail, and bus fare. This eliminates the need for personal resources of travelers to be used and reduces the administrative burden involved in processing reimbursements through Central.
- Access training materials on the Office of Procedures, Records, and Forms website. See the section titled “Help” on the right hand side of the page.
- The University maintains a zero tolerance policy for any personal usage of University Travel Charge Cards. Because the card is issued by Washington State University for University business travel expenses, the University may cancel the card account for misuse and/or payment delinquency.
Am I allowed to have a WSU student’s lodging direct billed to WSU? What if the student also has an hourly position?
- Yes. Students traveling on behalf of WSU can have their lodging direct billed regardless of whether they have a hourly position. The student’s department is responsible for making the arrangements.
If I am traveling and have personal automobile trouble, will WSU reimburse me for getting my car fixed? Can I use my Travel Card to pay for the services?
- WSU is not responsible for repairs to personal automobiles and using your WSU Travel Card is not appropriate. The POV mileage rate that individuals are reimbursed at factors in the cost of owning and operating a vehicle, which includes maintenance and personal insurance as that is the primary coverage when choosing to travel via POV.
- If the rate is offered to all government employees, whether or not they are on official business, then yes. If the hotel requires you to be on official business, then you cannot accept the government rate. To do so would be to use your official position to secure a special privilege. Reference: WA State Ethics Board