Faculty & Staff Travel
- A travel request (PDF) form must be submitted for all University travel. This approval is also needed before any pre-purchases can be made such as airline tickets or conference registrations.
- International travel requires Dean and President approval.
- Travel request form should be submitted 10 days prior to departure
- Supervisor approval is required
- If using multiple Cost Centers, indicate the amount to be charged to each one and obtain approval from all responsible parties
- Make your airline reservations as early as possible
- Research options using online websites to find flights that will work within your schedule and budget
- Contact the travel director for securing flights
- Need name as it appears on your driver’s license or passport
- Date of birth
- Phone number to contact while traveling
- Employees must not accept any airline benefits for personal use. Airline benefits include cash payments, discount coupons, free tickets, or frequent flyer mileage. Any sort of compensation to passengers who have been delayed or as rewards for frequent trips with a specific airline may not be accepted.
Ground Transportation: State Vehicle (Recommended)
Ground Transportation: Enterprise Vehicle Rental
Enterprise/National has a contract with the State of Minnesota for rental vehicles used for state business travel. Both Enterprise Rent-a-Car (Parent Company) and National Car Rental may be used under this contract. Due to the high liability exposure for the service of this contract, it is recommended that state agencies use this contract. An exception would be granted based on rental availability. “First call” should be to Enterprise. Contact National only if Enterprise is unavailable to provide a rental. Below are a few highlights to keep in mind.
- Possess a valid driver's license.
- Must be an employee of the State of Minnesota.
- Driver approval is required. (Rental vehicles are an extension of the campus motor pool.)
- Driver must be 18 years of age or older and must be 21 years of age if renting and operating ten- to 12-passenger vehicles. Under no circumstances may individuals who are not state employees drive the vehicles.
- Use corresponding corporate account ID numbers (in-state rentals: N25415 or out-of-state rentals: XZ19113) when making the reservation to ensure contracted rates are applied.
- Renting for state business purposes only. No personal rentals allowed.
- Extra costs for add-on devices or equipment, such as GPS, are not approved expenses.
- Insurance is included in the contract.
See contract for more detailed information.
If another vendor is required, it is highly recommended the employee purchase the liability and physical damage insurance coverage offered by the rental company.
Procedures to Reserve Vehicles
Rentals originating in Winona or other In-State rentals: Contact 507.454.4462 corporate account number N25415 or identify yourself as a Winona State University employee. Be sure to check the locations hours of service. Rentals originating in Winona can be processed on a purchase order, paid for individually (and seek reimbursement), or charged to your WSU individual travel credit card.
Rentals originating out-of-State: Contact 1.800.RENT.A.CAR (1.800.736.8222) or at Enterprise Rent-A-Car. Reference corporate account number XZ19113 and be sure to check the locations hours of service. The renter will pay for these rentals at the time the vehicle is obtained with either a personal credit card (and seek reimbursement) or an agency travel credit card. Direct bill/purchase order is not accepted.
National Car Rental:
(Secondary only if Enterprise is unable to provide car rental) 1-800-CAR-RENT (1-800-227-7368) or at National Rental Car. For reservations, reference contract ID XZ19113 and decline participation in the Emerald Club. Be sure to check the locations service hours. The renter will pay for these rentals at the time the vehicle is obtained with either a personal credit card (and seek reimbursement) or an agency travel credit card. Direct bill/purchase order is not accepted.
Ground Transportation: Personal Vehicle Use
- Reimbursement will be for actual miles traveled using the most direct route
- Reimbursement will be from your primary work location or your residence, whichever is closer to your destination
- If you choose to drive instead of fly to your destination, you will be reimbursed at the lowest possible airfare, instead of mileage reimbursement. Contact Travel Director to obtain an airfare quote, which is calculated using at least a two week advance purchase price ticket
- Commonly traveled destinations
- Complete an Expense Report (Excel) for reimbursement
Other Transportation Options
- Legal Counsel has reminded agencies they must use licensed lodging facilities when conducting authorized Minnesota State Colleges and University business. This includes all employees, students and any other individuals authorized to travel or be reimbursed for allowable expenses. The use of AirB&B, VRBO and similar properties, are not recommended as the license status is unable to be determined.
- Upgrades are not allowed
- Employees offered travel benefits/reward points by lodging facilities must not accept these benefits for personal use. Make sure your receipt does not have a member/account number listed and that you were not awarded any credit towards your stay
- Select a reasonably priced facility and always request the State/Government rate when making lodging arrangements
- Employees are responsible for paying for their own lodging and seek reimbursement. Visit the reimbursement page for more information.
Conferences and Registration Fees
A special expense form (PDF) is needed for any registration fees that exceeds $1,000 per participant (this is a different form than the Employee Expense Report Form). This form is also required if there are additional meal costs associated with the conference that exceed the allowable amount.
- A travel advance is used for individuals who wish to receive the funds for their trip prior to leaving. It may be obtained if the estimated expenses for the trip are greater than $50.00.
- Advances pay on the paycheck prior to departure.
- To receive a travel advance, you must submit a travel request form (PDF) and an Expense Report (Excel) form at least three weeks prior to the trip.
- The amount of the advance should not include any expenses that will be prepaid by the university.
- A traveler may not have more than one outstanding travel advance
- The advance must be settled by submitting an Expense Report (Excel) with appropriate receipts and documentation within five (5) days of returning from the trip. Advances not settled within 28 days of return date will be deducted from the employee’s paycheck in their entirety in accordance with appropriate payroll deduction procedures.
Travel Card Overview
Travel card overview
WSU has a travel credit card program (separate from the PCard program) available to employees who demonstrate a continued need to travel for University business. This credit card program is a privilege which delegates authority to make travel related purchases specific to the cardholder only. (A separate program is available for faculty lead student group travel).
Credit cards provide the University with a cost-effective, convenient and streamlined method of purchasing travel, thereby reducing the amount of reimbursements to individuals.
How to Obtain a Travel Card
Authorized Card Use
Uauthorized and Inappropriate Card Use
The travel card is the property of Winona State University and is not to be used for personal transactions under any circumstances, regardless of reimbursement to the University. A cardholder who makes an unauthorized purchase with the card; uses it in an abusive or inappropriate manner; or for personal use; may be subject to disciplinary action up to and including termination, as well as revocation of the travel card, criminal prosecution and restitution of the unauthorized use. All charges that are not authorized and approved by the University will be the responsibility of the employee to whom the card is issued. The employee will reimburse the State of Minnesota at Winona State University for all incurred charges and any fees related to the collection of those charges.
UNAUTHORIZIED AND INAPPROPRIATE CARD USE/PUCHASES include, but is not limited to:
- Personal purchases of any kind
- Non University purchases
- Airline tickets (purchased through the Business Office only)
- Airline upgrades, pre-assigned seats or airline club admission fees
- Optional travel/baggage insurance
- Expenses of traveling companions
- Expenses related to vacation or personal days while away
- “NO-Show” charges (fail to cancel guaranteed room reservations)
- Room upgrades or amenities
- GPS or other add on devices issued with the use of a rental vehicle
- Vehicle rental insurance for Enterprise/National as it is included in the State contract
- Traffic or parking violation tickets
- Meals/food or beverage
- Alcoholic beverages, drugs or pharmaceutical products
- Entertainment, recreation admissions, movies, etc.
- Purchases for other individuals
- Personal car gas
- State motor pool gas
- Supply items (only if in travel status and you have an immediate need)
- Cash advances
- Memberships, unless in conjunction with, and a requirement to attend a specific conference
- Payments to individuals including honorariums, consulting or contributions
- Relocation expense
- Gifts, donations or contributions to individuals or organizations
- Expenses for faculty and staff recruiting, advertising, or entertainment of prospective employees
Abuse includes, but is not limited to:
- Making unauthorized purchases
- Exceeding budget limits
- Loss of receipts/not submitting receipts in a timely manner
Process when abuse is suspect may include, but is not limited to:
- Temporary revocation of travel card
- Asking details about the purchase
- Discuss with the supervisor or manager
- Review with the vendor
- Contact HR
- Notify union representative
If the cardholder is unsure of whether a purchase can be processed with the card, please contact the Business Office. Do not charge and inquire after the purchase has been made.
Responsibility and Accountability
- Safeguard the credit card and account number at all times; lost to stolen credit cards musts be reported immediately to 800-344-5696 and the WSU Travel Director immediately.
- Keep the card in a secure location.
- Do not allow anyone else to use the card.
- Review, in a timely manner, monthly electronic statements from US Bank/AccessOnLine for accuracy and ensure all transactions posted are legitimate. If not, see section on returns/credits and disputed items.
- Meet monthly deadlines established for statement reconciliation.
- Obtain supervisor, or responsible party to the cost center, approvals on monthly activity report. Signatures indicate that all charges have been approved and are in compliance with University and State policy.
- Obtain itemized paid receipts for all purchases and match amounts charged.
- Keep out of pocket expenses separate from card purchases. Out of pocket expense are recorded on an employee expense report for reimbursement.
- Return the credit card to the Business Office prior to any separation; medical, retirement, termination, etc.
- Take all other steps necessary to ensure that the credit card is used only for authorized purposes
The travel card should be treated with a high level of care in all regards.
- Do not loan the card to another individual.
- Do not share the account number with another person. The only person authorized to use the card is the cardholder themselves.
- The account number should be guarded carefully. Do not post the number or write in a location that is accessible to others.
- If for any reason a travel card is out of service (fraud, employee separation, expired, etc.), the card must be physically returned to the Business Office for proper disposal.
- If the card is lost or stolen, call US Bank immediately at 800.344.5696 available 24 hours. Also, notify the Business Office.
Returns, Credits and Disputed Items
Supervisors play a key role in the success and participation of this program. Responsibilities include;
- Approve participation
- Review purchases to ensure they meet the objectives and are within guidelines
- Respond to misuse of the card
- Ensure the account is closed upon separation of employment
Maintaining the security of the Winona State travel credit card is the responsibility of the individual authorized to use the card. This is true for online transactions as well as for traditional use. While there is some liability protection against credit card fraud, personal diligence is required to prevent personal legal obligation of charges.
The following guidelines are recommendations for general online credit card use:
- Document all online transactions. Print off the itemized receipt of payment at point of purchase.
- Do not save any credit card and/or password information on your computer or vendor websites. Most sites and browsers offer this option, but it provides a means for others to easily access this information.
- Always use an up to date browser with a secure http connection indicated by https:// in the address bar of your browser and a “Locked Padlock” symbol near the address bar before proceeding with the transfer of any credit card information. The Technical Support Center (TSC) will also assist in installing and configuring your browsers to ensure the highest level of security possible.
- Never email your credit card information.
- Always password protect your computer and mobile devices and do not share them with others.
- Report any concerns to the Business Office.
- Additional training and information can be attained by contacting Teaching Learning Technology, or reviewing the Date Security Training.