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Business and Financial Affairs

Travel

Traveling for CWU

 

Contact Information

 

Travel Office

traveldesk@cwu.edu509-963-1986

Chris Harrison

traveldesk@cwu.edu509-963-2334

Joyce De Priest

traveldesk@cwu.edu509-963-2621
 

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
 

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.
 

DescriptionCWUR NumberWhat you Need to Know

Travel Authorization

3-50-205
  • Traveler responsibilities
  • When to submit an authorization in MyCWU

Cash Advance

3-50-210
  • Process to obtain and reconcile your advance

Expense Report

3-50-215
  • Traveler and department responsibilities
  • When to submit an expense report in MyCWU
  • When expenses cannot be reimbursed

Air Travel

3-50-220
  • CWU Travel Agent contact information
  • When a traveler is allowed to book airfare for CWU travel
  • Additional Tools

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

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

Lodging Reimbursement

3-50-235
  • WA State, USA and International per diem rates
  • "Maximum Lodging Exception" Explanation
  • "50-mile Rule" Explanation

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

Mileage Reimbursement

3-50-245
  • When to use the "State Rate" or the "Motorpool Rate"
  • Mileage guidelines and exceptions
  • Additional Tools

Mileage Log Procedures

3-50-250
  • For departments with an assigned vehicle lease from Motor Pool

Motor Pool Procedures

3-50-255
  • How and when to reserve a vehicle through the CWU Motor Pool office

Domestic Group Travel Procedures

3-50-260
  • Essential information for the designated leader of any group travel in the US

Foreign Travel Procedures

3-50-265
  • Essential information for the designated leader of any foreign group travel
  • Additional Tools

Travel Payments by Non-University Sources

3-50-270
  • Definitions and guidelines

Other Travel Expenses

3-50-290
  • Registration fees
  • Interview candidate meals
  • Personal telephone calls while traveling
  • Checked baggage fees
  • Additional Tools

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

 

 

Additional Tools and Resources

 

Airfare

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

 

Mileage and Vehicle Rentals

 

 

Meals While Traveling

 

 

Corporate Travel Card Program

 

 

Joyce De Priest, Fiscal Analyst
509.963.2621

 

International Travel

 

 

Interview Candidates / Non CWU-Employee Travel

 

 

External Grant/Contract Sponsored Travel

 
 
Heather Harrell, Post Awards Manager
509.963.1988
 
 

Additional Resources

 

  • Useful MyCWU Queries and Reports - Coming Soon!
  • Understanding Error Messages, Red Flags and Exceptions - Coming Soon!

 

 

Travel Forms and Checklists

 

 

Questions?

traveldesk@cwu.edu

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