1. Please Sign In!
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2. Club Travel Training
Fall 2016

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

4. How do you budget for travel?
All travel must be budgeted the previous year
i.e. If you want to travel for school year, it must have been budgeted for during the 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

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

6. 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

7. 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

8. 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

9. 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

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

11. 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.

12. 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

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

14. 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
$ Limit
Over $999.00? – Need Advisor

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

16. 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

17. 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

18. Questions? Contact… Director of Business and Finance
Leo Meija Aguilar
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