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Club Travel Training Fall 2016

Outline Budgeting for Travel Before Travel Forms After Travel Forms Per Diems Location of Forms ASW925’s Contact Information

How do you budget for travel? All travel must be budgeted the previous year i.e. If you want to travel for 2016-2017 school year, it must have been budgeted for during the 2015-2016 year. Can ask IFC if travel was not budgeted In order to travel you must be in good standing Any travel that costs $1000 or more must bring a staff advisor with the trip or get an exception from ASWOU Judicial Board

Before Travel Forms Purchase Requisition Form Pre Travel Authorization Forms List of Students Student Travel Form Liability Waiver Emergency Contact Forms

Purchase Order Request Form Gives us information on your Vendor Give detail when you are describing your purchase Allows us to see what you are purchasing

Pre Travel Authorization Form Purpose of this form? Gives you permission to travel Gives ASWOU and Business Office Estimated Expenses Need a Cash Advance? Only for WOU Employees Check would get cut to the employee (Advisor) Must do post-travel with receipts in 30 days If not completed – removed from paycheck

Expense for a personal vehicle Estimate the cost of: Personal vehicle Lodging Registration Meals Expense for a personal vehicle 60 miles x .535 = $32.10

Student Travel Request Form Must be completed by the Advisor or group’s contact person Required for any WOU purpose – must receive approval Requests must be submitted to the Vice President for Student Affairs, WUC Approval must occur prior to travel to the event or activity

Waiver Forms All participants must sign a waiver form Contract to abide by WOU’s policy and standards MUST complete before travel

Emergency Contact Forms Purpose of this form? Must be completed by all participants/travelers Is needed in case of emergency Must be maintained by contact person *Two copies needed. One kept while traveling, one to Public Safety.

List of Students Must provide a list of students going on the trip Must be students of WOU Gives ASWOU and Business Office a number of people going on the trip

After Travel Forms Travel Reimbursement Request Must include Itemized Receipts What are these? Only way to get reimbursed Must have itemized receipts!

Per Diems Meals Lodging $999.00 Limit In State (total $28) Breakfast - $8 Lunch - $9 Dinner - $11 Out of State (total $31) Breakfast - $9 Lunch - $10 Dinner - $12 Lodging $45 for low cost cities and $55 for high cost cities $999.00 Limit Over $999.00? – Need Advisor

Where Can I find the Forms? OrgSync! (I will show you…)

ASW925’s What does this have to do with you? Using ASW funds to travel? Need ALL forms previously mentioned Not using ASW funds? You need the following forms: Student Travel Request Form Liability Waivers Emergency Contact Form

Last Minute Details… IFC Extraordinary Travel Fund Put away $6,000 yearly – do not use all of it Can be used to allocate for travel Must be used reasonably ASW925’s can request these funds Statutes for Club/Org Travel on OrgSync

Questions? Contact… Director of Business and Finance Leo Meija Aguilar aswoubusfin@wou.edu Office hours Monday: 10am-1pm Tuesday: 8am-9am, 11am-12:30pm Wednesday: 8am-1pm Thursday: 8am-9am, 11am-12:30pm ASWOU Office Coordinator Jane 121A