University employees, students, volunteers, and other authorized individuals traveling on official university business are eligible for travel expense reimbursement. As provided in RCW 28B.10.029, institutions of higher education may use all appropriate means for making and paying for travel arrangements to support student, faculty, staff and other participants travel in the most cost effective and efficient manner possible. Methods used must be based on standard industry practices and be compliant with federal accountable plan requirements (SAAM 10.10.05). CWU travel regulations are applicable to vendors under contracts unless there are specific contractual arrangements covering travel reimbursement.
Travel is authorized as follows:
Travel expenses are approved by the funding department project manager(s) or grant manager(s).
The CWU Travel Authorization is required prior to travel as follows (SAAM 10.10.50, SAAM 10.30.20/30):
The CWU Travel Expense Voucher/Report is required as follows (SAAM 10.80.10):
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.
It is the departments’ responsibility to authorize all travel within their areas. Before placing an employee in travel status, a department is to determine for each occurrence whether it is more economical or advantageous to reimburse the employee for subsistence and/or lodging or require the employee to return to the official station or residence daily or on weekends.
Departments are encouraged to develop and implement alternatives to travel as well as less expensive means of travel. These methods may include, but are not limited to (SAAM 10.10.25):
[10/05/2011; 03/03/2010; 08/04/2010; Responsibility: BFA; Authority: BAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/ Effective Date: 04/17/2013; Approved by: James L. Gaudino, President]