Travel Procedures and Policies


(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.

Training Materials

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.

Quick Reference Guide (PDF) - Travel Do's and Don'ts

Adding Comments to a Travel Authorization or Expense Report after Submitting (PDF)

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

MyCWU Transactions (Travel Authorization, Cash Advance, Expense Report)

Below are the procedures for submitting travel transactions within MyCWU. It is travelers responsibility to understand the travel rules and regulations and when they should submit these within MyCWU.

CWUR 3-50-205 Travel Authorization Procedure - Guidance for submitting Travel Authorization

**Please remember if you will be requesting to travel internationally you need to review the policy CWUP 2-10-155 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 refers to destinations outside the continental United States, Alaska, Hawaii 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.

CWUR 3-50-210 Cash Advance Procedure - Guidance for submitting Cash Advance and reconciling it

CWUR 3-50-215 Travel Expense Report Procedure - Guidance for submitting Expense Report

Airfare

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

3-50-220 Air Travel Procedure

Airfare Purchases (PDF)

CWU Travel Agents:

  • Travel Leaders | Valory Thomas

509.575.0292 - valoryt@hotmail.com

  • Wright Travel | Sarah Wright

206.524.8524 - sarah@wrighttravel.com

Please have your MyCWU travel authorization (TA) number ready, as well as travel dates and to/from locations.

Contracted Airfare Rates by State

Frequent Flyer Miles

Meals and Lodging While Traveling

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

CWUR 3-50-240 Meal Reimbursement Procedure

More information on OFM Per Diem Rates October 1, 2023

Rates Effective 10/1/22 - 9/30/23 GSA Standard RateGSA Specific Location Rates

For locations without specific rates, use the GSA.GOV standard rate for the state you are visiting.

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.

CWUR 3-50-235 Lodging Reimbursement Procedure

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.

CWUR 3-50-230 Hotel/Motel Reservations and Accommodations Procedure

Mileage and Vehicle Rentals

3-50-225 Vehicle Rentals Procedure - 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.

CWUR 3-50-255 Motor Pool Procedure - You can find details about how and when to reserve a vehicle through the CWU Motor Pool office.

CWUR 3-50-250 Mileage Log Procedure - This area is for departments with an assigned vehicle lease from the CWU Motor Pool.

City to City Distance Finder (Google Maps)

Mileage Calculator - Jan. 1, 2024 and Forward (MS EXCEL) Used by CWU employees that are stationed at the Ellensburg campus

Sample Mileage Log (MS EXCEL)

Enterprise Rent-A-Car Contract Information

Student Field Trips

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.
  • If a student provides their own transportation to the field trip location, each student must complete and submit to the faculty or staff member 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).

Other Travel Expenses

These can include registration fees, interview candidate meals, personal telephone calls while traveling, and Checked baggage fees.

Please refer to the CWUR 3-50-290 Other Travel Expenses Procedure

Corporate Travel Card Program

Contact Travel Desk traveldesk@cwu.edu

Interview Candidates/Non CWU-Employee Travel

Bringing Someone to Campus - First Steps (PDF)

Local Hotel/Motel Authorization Form (PDF)- Must be submitted to Travel at MS 7470

Local Hotel/Motel List (MS WORD)

International Travel

3-50-265 Foreign Travel Procedures

Individual travelers are responsible for compliance with this international travel policy CWUP 2-10-155. 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 the continental United States, Alaska, Hawaii 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.

Travel Payment by Non-University Sources

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 CWUR 3-50-270 Travel Payment by Non-University Source

External Grant/Contract Sponsored Travel

External Grant/Contract Sponsored Travel Information (PDF)

For more information on Grants

Heather Harrell, Post Awards Manager

509.963.1988

heather.harrell@cwu.edu

Additional Resources

County Finder

Interest Calculator (MS EXCEL)

Quick Reference Guide (MS WORD) - Travel Do´s and Don´ts

Policy for Use of State Funds for Entertainment, Public Relations, University Promotion and Recruitment

Miscellaneous Travel Information (MS WORD)

Washington State Administrative & Accounting Manual (SAAM)

Adding Comments to a Travel Authorization or Expense Report after Submitting (PDF)

Travel Forms and Checklists

Hotel/Motel Reservation Form (PDF) - required for hotel stays booked in Kittitas County (interview candidates, guest speakers, etc.)

Lost Receipt Verification Form (PDF)

Mileage Log Form (MS EXCEL)

Online Travel Access Request Form (for interview candidates/guests)

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

Travel Related Relocation

Due to changes in the tax code, all moving expenses either reimbursements or payments on behalf of employees are taxable, effective for expenses incurred on or after January 1, 2018. Furthermore, moving expenses will no longer be deductible on an individual’s personal tax return. These changes may have significant tax consequences for employees receiving compensation for personal moving expenses. Please refer to the relocation web page.

Please reach out to any of the below CWU Travel Desk staff with your questions.

CWU Travel Desk Contact

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