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- Registration feesshould 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 traveler´s personal funds, the registration fee will be reimbursed via the travel expense voucher supported by a receipt or a copy of the bank cancelled check. The registration form will not substitute for a receipt on the travel expense voucher. Meals paid for by a registration may not be claimed on the travel expense voucher. The traveler must attach a copy of the agenda or detailed registration form that provides a breakdown of meals, if any, that were included in the registration fee and provided at the conference.
- 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 the traveler´s responsibility and will be reimbursed on a travel expense voucher. If the Enterprise Company is available in a location and is not utilized, reimbursement will not exceed the rental cost if Enterprise had been used. A copy of the approval must accompany the request for reimbursement.
- 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.
Revised 02/13/2007
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