CWU Travel Desk

The CWU Travel Desk has created the below user guides to assist our CWU travelers.

Travel 101 Presentation (PDF) - This is an overview of regulations and information about using MyCWU.

Travel Help Brochure (PDF) - This is a quick guide for common questions.

Frequently Asked Questions Guide (PDF) - This answers questions about MyCWU travel processes.

Non-Travel Employee Reimbursement User Guide (PDF) - This guide provides instructions for submitting a request.

Below are the Travel Procedures for CWU related travel. It is the traveler’s responsibility to understand the travel rules and regulations and when they should submit these within MyCWU.

CWU Travel Procedure 205 Travel Authorization

**Please remember if you will be requesting to travel internationally you need to review the policy CWU 205-02 International Travel. Individual travelers are responsible for compliance with this travel policy. Units sponsoring CWU related travel are responsible for informing travelers of this travel policy and for facilitating compliance for individuals where appropriate. International travel does not include Alaska, Hawai'i, and the continental United States, and the District of Columbia. Travel to US territories, including American Samoa, Guam, Northern Mariana Islands, Puerto Rico, the US Virgin Islands and the US Minor Outlying Islands, as well as journeys on the High Seas are also considered international travel.

CWU Travel Procedure 210 Cash Advances

CWU Travel Procedure 215 Expense Report

For guidance on how to use MyCWU, please see the Travel 101 guide.

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

CWU Travel Procedure 220 Air Travel

Travel Leaders, Columbia Basin Travel | Carolyn Kinkade

Email: carolyn@travelleaders247.com

Phone: (509) 293-8080

Journey Travel | Kathy Pettibon

Email: Kathy@journeytravel.com  *preferred method of contact

Phone: (360) 532-2860 (9am-4:30pm)

Journey Travel | Jene'e Bearden

Email: Jenee@journeytravel.com  *preferred method of contact

Phone: (360) 532-2860 (9am-4:30pm)

Journey Travel | Holly Walker    

Email: Holly@journeytravel.com  *preferred method of contact

Phone: (360) 532-2860 (9am-4:30pm)

Trip Stew | Adam Stewart 

Email: adam.stewart@fora.travel  *preferred method of contact

Phone: (206)422-0231

Please have the following information ready to pass along to the travel agents:

- Your MyCWU travel authorization (TA) number

- Full name (as shown on ID)

- Date of Birth (DOB)

- Gender

- Phone number

- Email address

- Any assistance that is required (ie wheelchair, service animal, etc), if applicable

- TSA/Pre-Check number, if applicable

- Mileage program#, if applicable

- If a rental car (Enterprise only) is needed – the travel agents have the CWU information for direct billing for Enterprise.

The below content provides information for the CWU traveler regarding meals and lodging reimbursements.

CWU Travel Procedure 240 Meal Reimbursement

Rates are effective 10/1/24 - 9/30/26

For locations without specific rates, please contact the Travel desk.

• • Washington State Per Diem Rates - Current Rates Map - as of Jan 1, 2026 (PDF)
  • Continental U.S. Meal Per Diem Rates
  • Understanding Same Day Meals (PDF)
  • Individual Meal Calculator - For Time Period Oct 2025 thru Sept 2026 (MS EXCEL)

Below provides details for travelers regarding lodging. Please remember there are Washington state, USA, and International per diem rates. It is important to understand the "maximum lodging exception" and the "50 mile rule" that are referenced in the below procedure.

CWU Travel Procedure 235 Lodging

Travelers are encouraged to make their own arrangements, pay all travel costs, and then be reimbursed by the university. When making hotel reservations, an employee should always request the lowest available rate by requesting the state, government, or university rate. Prior to making a reservation, employees should review the list of allowable per diem rates for the destination city to be sure that the cost does not exceed these limitations.

CWU Travel Procedure 230 Hotel/Motel Reservations and Accommodations

CWU Travel Procedure 225 Vehicle Rentals - You can find details about the process, the Enterprise Contract information, understand how/when a traveler should rent a vehicle, and the restrictions and considerations when renting a vehicle. 

CWU Travel Procedure 245 Mileage Reimbursement

CWU Motor Pool webpage - You can find details about how and when to reserve a vehicle through the CWU Motor Pool office. 

CWU Travel Procedure 250 Mileage Log - This area is for departments with employees that routinely drive to observe student teachers or recruit as part of their job duties, or have an assigned vehicle lease from the CWU Motor Pool. 

City to City Distance Finder (Google Maps)  

Mileage Calculator - July 1, 2025 through December 31, 2025. Used by CWU employees that are stationed at the Ellensburg campus

Mileage Calculator- January 1, 2026 forward. Used by CWU employees that are stationed at the Ellensburg campus

Sample Mileage Log (MS EXCEL) 

Field trips are an essential part of many university courses and provide valuable learning experiences for our CWU students. However, they can present serious safety exposures and high liability exposures. The intent of liability limiting procedures is not to inhibit education but rather to help our CWU faculty/staff make decisions that are for the protection of their students and the University.

All faculty and staff who oversee University sanctioned field trips must adhere to the below procedures to mitigate potential risk to students, faculty, staff, and the University.

• Transportation must be secured through the CWU contracted transportation company, CWU Motor Pool or Enterprise Care Rental using the State of Washington contracted rental rates.
• Students need to fill out the Assumption of Risk and Release Form (PDF) prior to the trip. The faculty or staff member must then attach each completed release form when they create their Travel Authorization (TA) within MyCWU prior to the field trip. Other information that should be attached is a student rooster (including names, phone numbers, and emergency contact information).

These can include, but are not limited to registration fees, interview candidate meals, personal telephone calls while traveling, and Checked baggage fees. 

Please refer to CWU Travel Procedure 290 Other Travel Expenses

Contact Travel Desk at traveldesk@cwu.edu or 963.2621 

See also CWU Travel Procedure 295 Corporate Travel Charge Card

Bringing Someone to Campus - First Steps (PDF)

Local Hotel/Motel Authorization Form (PDF)- Please email completed form to traveldesk@cwu.edu.

Local Hotel/Motel List (MS WORD)- Please request the government rate. These hotels can direct bill the invoice to CWU. 

Temporary ID Form- Please email completed form to traveldesk@cwu.edu. 

CWU Travel Procedure 265 Foreign Travel 

Individual travelers are responsible for compliance with this International Travel policy CWU 205-02. Units sponsoring Central Washington University Related Travel are responsible for informing travelers of this international travel policy and for facilitating compliance for individuals where appropriate. 

Per SAAM Subsections 10.10.15 and 10.10.50.a, all faculty and staff participating in CWU Related Travel Abroad must register their travel, regardless of funding, by completing a travel authorization prior to departure. 

Related deadlines may be set by the university administration. All students participating in CWU Related Travel Abroad (CWURT) must register their travel with the OISP/SAEP according to its policies and procedures. 

Travel Abroad, or International Travel (hereinafter used interchangeably), refers to destinations outside of Alaska, Hawai'i, and the continental United States, and the District of Columbia. Travel to US territories, including American Samoa, Guam, Northern Mariana Islands, Puerto Rico, the US Virgin Islands and the US Minor Outlying Islands, as well as journeys on the High Seas are also considered international travel. 

The Office of International Studies and Programs/Study Abroad and Exchange Programs (OISP/SAEP) is responsible for providing students general consultation on entry and exit requirements, including—but necessarily limited to—passports, visas and travel as a DACA or otherwise undocumented student. 

All faculty, staff and students participating in CWU Related Travel Abroad (CWURT) must purchase international health and emergency insurance for the full duration of CWURT. Travelers will be enrolled in the university’s contracted provider and billed as appropriate to their category of CWURT. 

• Foreign Per Diem Rates 

• Currency Converter 

• Study Abroad & Exchange Program (SAEP) Homepage 

In conformance with the state of Washington SAAM Manual Section 10.20.60, travel-related expenses may be paid by a non-university source for reasonable expenses incurred in connection with a speech, conference, presentation, appearance, or trade mission that the employee has been authorized to attend in an official capacity on behalf of Central Washington University (CWU) or for job-related activities such as committee meetings where the position on the committee was secured based on the individual's employment with the university. 

Please review CWU Travel Procedure 270 Travel Payment by Non-University Source 

External Grant/Contract Sponsored Travel Information (PDF)

For more information on Grants

• Heather Harrell, Post Awards Manager

        Phone: (509) 963-1988

        Email: Heather.Harrell@cwu.edu

County Finder 

Interest Calculator (MS EXCEL) 

Washington State Administrative & Accounting Manual (SAAM)

Travel Advisories for foreign travel 

Fly America Act

A-19 Form

Hotel/Motel Reservation Form (PDF) - please submit completed form to traveldesk@cwu.edu after making the reservation at a local Ellensburg hotel (for interview candidates, guest speakers, etc). The travel desk uses the forms as backup when paying the directly billed invoice. 

Lost Receipt Verification Form (PDF)

Mileage Log Form (MS EXCEL)

Signature Sheet (MS WORD) - Per Diem for Group Travel