Accounting Department: Miscellaneous Expenditures Information

Registration fees should be charged on a Pro-card. If charged on a Pro-card, a receipt of the registration fee shall be attached to the Pro-card statement as documentation. Travel Authorizations are required as supporting documentation for all Registration Fee payments for conferences and seminars taking place outside the State of Washington.

Registration fees may be paid in advance by submitting a Purchase Requisition to the Purchasing Office. A purchase order will be issued payable to the conference.

If the registration fee is paid for with the travelers personal funds, the registration fee will be reimbursed via the travel expense voucher supported by an approved travel authorization. The receipt for the registration fee or a copy of the bank cancelled check will be required for reimbursement.

Receipts are not required for reimbursement of meals and expenses under $50. However, receipts are required for reimbursement of lodging expenses and airline tickets not purchased through the normal University purchasing procedure. Tips or gratuities for meals and lodging are recognized as part of the allowable per diem rate.

When more than one department is charged with the cost of an employee's travel expenses, one travel expense voucher form should be submitted for the entire trip. The costs should be distributed in the accounting information section of the voucher, and each department should sign to authorize payment.

When traveling with other CWU employees, the names of the other travelers should be noted on the Travel Expense Voucher.

Vehicle rental must be approved in advance. Reservations should be made through www.enterprise.com or one of the state authorized travel agencies. Payment is travelers responsibility and will be reimbursed on a travel expense voucher. If the Enterprise company is not utilized, reimbursement will be made not to exceed the rental cost had Enterprise been used. A copy of the approval must accompany the request for reimbursement.

Special notice regarding vehicle rentals: A vehicle rented on state contract is not to be used for personal travel. A personal contract is to be used when combining a business trip with a personal vacation. The employee is expected to reimburse the state for occasional incidental personal use of a rental on state contract.

In cases where the traveler chooses to extend a business trip with personal vacation, the date(s) of vacation must be clearly indicated on the Travel Expense Voucher and reimbursement will be calculated as if the personal vacation was not taken. Therefore, both per diem and transportation cost must be adjusted. The traveler must provide the information required in the Travel Expense Voucher form as if the personal vacation had not been taken.

Interview Candidates entitled to travel expense reimbursements are limited applicants considered for academic positions above the rank of instructor and professional or administrative employees in supervisory positions. Such travelers must follow the University Travel Policy if expenses are paid by CWU. Expenses for interview candidates may be submitted on a travel expense voucher. Airline tickets for interview candidates should be purchased via a GA-qualified travel agency and car rentals should be arranged through Enterprise. The interview candidate should sign a travel expense voucher and a travel authorization while they are at the university campus.

CWU employees seeking reimbursement for meals they paid for the interview candidate with personal funds (i.e. dinner) may be submitted for reimbursement on a travel expense voucher or A-19 invoice voucher. Guidelines for the Reimbursement for Meals and Light Refreshments at Meetings or Formal Training Sessions must be followed.

Personal telephone calls are not considered essential to the transaction of official state business and are therefore not reimbursable. However, reasonable charges for brief, personal telephone calls to the home of the employee are allowable when there is a change in travel plans.

Note: A traveler is not required to fly to his/her destination. If another mode of travel is taken, calculate the reimbursement two ways on the travel voucher or complete two travel vouchers - one showing what actually happened, the other showing what the trip would have cost if the traveler flew. The traveler will be reimbursed the lesser amount.