Business and Financial Affairs

Travel

Traveling for CWU

Contact Information

Kathy Reynolds	traveldesk@cwu.edu	509-963-2621
VACANT	traveldesk@cwu.edu	509-963-1986
Sara Raynor	traveldesk@cwu.edu	509-963-1985
Chris Harrison	traveldesk@cwu.edu	509-963-2334

Training Materials

Travel 101 Presentation	Overview of regulations and MyCWU
Travel Help Brochure	Quick-guide for common questions
Frequently Asked Questions	Answers questions about MyCWU processes
Non-Travel Employee Reimbursement User Guide	Provides instructions for submitting a request.

Travel Regulations
Traveler Responsibilities (SAAM 10.10.15, SAAM 10.80.20) All travelers shall obtain approval before traveling on official CWU business. It is the travelers’ responsibility to be familiar with CWU travel guidelines and policies. The university will not reimburse unauthorized travel expenses. The traveler is expected to pay excess costs for personal preference, convenience, and unnecessary expenses while in travel status. It is the travelers’ responsibility to prepare and/or certify travel expenses being claimed are true and accurate. The traveler is responsible for providing detailed supporting documents for travel expenses to the person authorized to approve travel.
Description	CWUR Number	What you Need to Know
Travel Authorization	3-50-205	Traveler responsibilities When to submit an authorization in MyCWU Return to top
Cash Advance	3-50-210	Process to obtain and reconcile your advance Return to top
Expense Report	3-50-215	Traveler and department responsibilities When to submit an expense report in MyCWU When expenses cannot be reimbursed Return to top
Air Travel	3-50-220	CWU Travel Agent contact information When a traveler is allowed to book airfare for CWU travel Additional Tools Return to top
Vehicle Rentals	3-50-225	Enterprise contract information When/how a traveler should rent a vehicle Restrictions and considerations when renting a vehicle Additional Tools Return to top
Hotel/Motel Reservations and Accomodations	3-50-230	How to make a hotel reservation When to connect with the CWU Travel or Purchasing Departments Vendors under contract Return to top
Lodging Reimbursement	3-50-235	WA State, USA and International per diem rates "Maximum Lodging Exception" Explanation "50-mile Rule" Explanation Additional Tools Return to top
Meal Reimbursement	3-50-240	CWU meal hours CWU-specific meal per diem breakdown Claiming meals during one-day travel Meal per diem percentages for foreign travel Additional Tools Return to top
Mileage Reimbursement	3-50-245	When to use the "State Rate" or the "Motorpool Rate" Mileage guidelines and exceptions Additional Tools Return to top
Mileage Log Procedures	3-50-250	For departments with an assigned vehicle lease from Motor Pool Return to top
Motor Pool Procedures	3-50-255	How and when to reserve a vehicle through the CWU Motor Pool office Return to top
Domestic Group Travel Procedures	3-50-260	Essential information for the designated leader of any group travel in the US Return to top
Foreign Travel Procedures	3-50-265	Essential information for the designated leader of any foreign group travel Additional Tools Return to top
Travel Payments by Non-University Sources	3-50-270	Definitions and guidelines Return to top
Other Travel Expenses	3-50-290	Registration fees Interview candidate meals Personal telephone calls while traveling Checked baggage fees Additional Tools Return to top
Corporate Travel Cards	3-50-295	Who is eligible for a card What types of cards are available Restrictions and guidelines on use Additional Tools Return to top

Additional Tools and Resources

Airfare

Please note that no airfare may be booked without an approved travel authorization in MyCWU.

Airfare Purchases
CWU Travel Agents
- Travel Leaders | Valory Thomas
  509.575.0292 - valoryt@hotmail.com
- Wright Travel | Sarah Wright
  206.524.8524 - sarah@wrighttravel.com
- Please have your MyCWU travel authorization number ready, as well as travel dates and to/from locations.
Contracted Airfare Rates by State
Frequent Flyer Miles

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