1. Travel Training

2. Travel Documentation Business Office Webpage Questions??
Travel Request form
Travel Settlement form
Travel Direct Deposit form

3. Before You Go
A travel request must be completed and approved prior to any University travel.
All travel shall originate from and terminate at the University.
All conference information should accompany the request.
For a group travel attach a list of travelers and indicate the driver(s).

4. Transportation
Travelers must utilize the most cost effective mode of transport as calculated by the Business Office Travel Coordinator.
Enterprise rental arrangements will be secured through the Business Office upon approval.
University vehicles will be utilized whenever possible.
Mileage reimbursement rate is 53.5 cents per mile for business use of an employee’s personal vehicle.
Should a traveler forgo the University vehicle assignment no mileage reimbursement will be awarded.

5. Driving a University Vehicle
The operator of a vehicle must possess a valid driver’s license
Driver must have passed the required Driving tests.
Driver is responsible for fines/penalties resulting from negligence. Such fines and/or penalties are not a reimbursable expense.
PLEASE Clean out your vehicle upon return
Only University personnel are permitted in State vehicles.
No animals permitted.
Fleet Management Update
If you previously completed the driving test, you will just need to review the defensive driving training video and fleet management policy on WL website under Health and Safety. You are not required to take the test again.
Beginning August 2019 a yearly training course is required.

6. Air Transportation
University travelers may use National Travel Service to book all air transportation. (contact information can be found in the Travel Guide).
Avoid travel sites-book directly with the airline
If a traveler chooses to drive rather then fly while on business, reimbursement will be based on actual in-transit expenses (mileage, hotel, meals, etc), not to exceed the lowest available commercial airfare plus local transportation to and from the airport.

7. Lodging
Reimbursement shall include actual expenses for overnight lodging, use of a room during daytime and for all applicable taxes and surcharges.
Single room occupancy shall be reimbursed at the least expensive rate provided by the facility.
All out-of-state lodging reservations can be made through National Travel Service. If the NTS is not used hotel accommodations should be made directly with the hotel instead of an online service such as orbitz, expedia, etc.
The hotel/ motel statement, invoice or folio shall be the official document submitted for reimbursement.

8. Meals
Daily meal allowance for in-state travel is $39 per day, and out-of-state is $50 per day including the tip for the server. The tip should not exceed 20%.
Meal reimbursement is not permitted for single day travel unless the workday begins and/or extends two hours more than the normal work day.
Partial reimbursement is available at the following rates:
20% Breakfast
20% Lunch
60% Dinner

9. Registration Fees
Fees charged for attendance at conferences, meetings, seminars, etc. As well as event-related materials are reimbursable expenses. Advance payment is permitted if required by the sponsor.
All conference information should accompany the request.

10. Included or Courtesy services
When courtesy transportation is provided, the traveler is expected to use the service.
Travelers cannot request reimbursed for meals or lodging included in registration fees regardless of participation.

11. When You Return
Out of Pocket Travel Expenses can be reimbursed by filling out and submitting a Travel Settlement Form.
A “Travel Settlement Form” is required for any travel that results in expenses to the University.
Settlements including out-of-pocket expenses submitted more then 15 days from the travel end date may be rejected.

12. Travel Expenses/ Reimbursement
P-cards are the preferred method of payment for most travel expenses (EXCLUDES personal food expenses). All charges must be accompanied by an approved Travel Request form.
Remind travelers if someone else is making their arrangements they should forward an approved form with the request to spend.

13. Documentation Original receipts (meals required) Hotel Folio
The receipt must be itemized or detail the goods, i.e. item description, quantity, price
Receipts must be legible and without missing content
Hotel Folio
Directly from hotel- Room number/Guest name
WV tax exempt- p-card

14. Oasis Updates
In order to receive a reimbursement travelers must be listed as vendors in the WV Oasis vendor database with their correct address.
Send all name/ address changes to to avoid delayed reimbursement.
Employees are required to submit individual meal reimbursement

15. Payments
All employee travelers are encouraged to enroll in Travel Direct Deposit. This is separate from Payroll Direct Deposit.
You can expect to see your reimbursement within two pay periods.
Travelers can check payment status in myApps

16. Questions?? travel@westliberty.edu