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Accounts Receivable--Student Financial Information Cost Allocation for On-Campus Services
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TRAVELContacts:
Julie Erickson
Candi McKeeth Motor Pool Vehicle Regulations & Reservation Process Scroll down for information about:
Policies and Procedures:Any employee traveling on University business must file the appropriate paperwork before the trip begins. Travel request forms are to be submitted to the Business Office ten days prior to any University travel. You must complete a travel request form prior to any travel purchases including airline tickets and conference fees. Pick the right form(s):
If you will be driving for your trip, via either a motor pool or rental car, it is mandatory for you to complete a Driver Approval Form. You have to be an "eligible" driver to reserve and drive a motor pool or rental car for State business. This verification takes approximately 7-10 business days, so please plan accordingly. Your eligibility will last 12 months from date of submission. It is highly recommended to use a motor pool vehicle when it is within the authorized area. NOTE: If you are considering using a WSU 12-passenger van, YOU MUST read the guidelines provided. Driving a van of this size is considerably different than driving a university car or a regular sized van. You are required to sign and submit the document to the travel director prior to travel. You are asked to carefully read it before you drive one of these vehicles. For more motor pool regulations see Motor Pool Vehicle Regulations & Reservation Process . Airfare:IF AIRFARE IS PAID BY THE INDIVIDUAL, THERE WILL BE NO REIMBURSEMENT. CONTACT THE TRAVEL DIRECTOR FOR ALL AIR TRAVEL. Whenever public funds are used to pay for airline travel by an elected official or public employee, any credits or benefits issued by any airline must accrue to the benefit of the public body providing the funding. Minnesota Statute 15.435, Section 20. State employees using public funds and traveling on state business may not claim frequent flyer mileage as their own. Conference Registration Fee:You may not use a purchase order or a direct billing method to pay for a conference registration fee. You must pay the fee and be reimbursed OR the fee may be charged by the Travel Director on the WSU travel credit card. Any registration fee for a conference that exceeds $1,000 per participant requires approval as a "special expense" before incurring the expense. You must complete a Special Expense form (this is a different form than the Employee Expense Report Form). Meals:Employees may claim reimbursement for only the amount actually paid for meals. The maximum reimbursement, including sales tax and tips, is based on your collective bargaining agreement. The current amounts, except in designated high cost metro areas, are:
An employee in travel status may claim reimbursement for meals under the following circumstances:
Breakfast - You must leave home before 6:00 a.m. Personal Vehicle Use:If a motor pool vehicle is not available, an individual may use his/her personal car for university business travel. Mileage will be reimbursed for the shortest direct route to the designation, according to an official state highway department map. Deviation from the shortest route, such as vicinity driving or departure from the employee's residence, must be disclosed separately. Commercial or public transportation should normally be used for out-of-state travel except to communities which border Minnesota (see Mileage Table for approved driving destinations).For destinations not included in the table, contact the travel director. Reimbursement for transportation to and from long distance destinations is limited to the lowest advance purchase airfare at the time of travel. No additional reimbursement will be made for any vehicle expense, except for the payment of toll charges and/or parking fees. It is highly recommended to use a state vehicle but an individual may elect to use his/her personal car even if a state car is available. The reimbursement rate per mile shall be lower than when a state car is not available. Reimbursement rates for private car for all bargaining units are as follows:
State vehicle is not available - $0.55 per mile Student Travel:Official permission to be in travel status must be made by completing the WSU Student & Club/Organization Travel Plan Form available on line and submitting to the appropriate advisor for approval. The Student requesting assistance with travel must be sure the budget or cash balance of the group account is sufficient to cover the expenses of the trip. Money must be in an account before the Business Office can assist with any reservation. Information regarding student travel grant funding is available from the Grants and Sponsored Projects Office or the Business Office. Steps to Student Travel:
1) If you will be driving a state vehicle, you must fill out a Driver Approval form. Only "eligible" drivers will be allowed to reserve and operate a State Vehicle.
4) Reserve the appropriate number of hotel rooms for your group. Do not exceed maximum occupancy rules.
5) Your advisor can request a travel advance for the group, if necessary, by completing the Travel Request Form. This form needs to be submitted to the Business Office at least two days prior to depature.The advisor needs to obtain a Cash Advance for student Travel form to disperse these funds. 6) Any reimbursements due students, need to be submitted on the Student Travel Reimbursement Form and delivered to the Business Office within five days of return from trip. 7) All advances issued need to be settled on the Cash Advance Settlement form within five days of return trip. Deliver to the business office for processing. See the specific forms for more detailed information and requirements. Travel Advance:A travel advance may be obtained by a state employee if the estimated expenses for the trip are greater than $150.00. In order to obtain a travel advance, you must submit a Travel Request Form and an Employee Expense Report Form at least three weeks prior to the trip. When you return from the trip, an Employee Expense Report Form must be submitted with all actual expenses indicated on the form. This second expense report form (travel advance settlement) must be returned to the Travel Director within five working days from the time you return from the trip. Travel advances will be automatically deducted from your payroll check, if not settled in a timely manner. Vehicle Rental:Make sure you have completed your driver's approval Form before reserving a rental car. The State of Minnesota has two contracts with Enterprise Rent-A-Car. If you use Enterprise, insurance coverage is automatically provided. If you are unable to use Enterprise and must rent a vehicle outside of this state contract with Enterprise, you must purchase both auto liability and auto physical damage insurance through the rental company. If your trip originates in Minnesota (or is within the 6-state area that includes Wisconsin, Iowa, Illinois, North and South Dakota), it falls under State of Minnesota Contract V-33 (use corporate # N25415 when renting the car). See contract details at: http://www.mmd.admin.state.mn.us/pdf/V-33(5).pdf When you rent any vehicle locally, you must encumber the vehicle rental expense prior to taking the trip. You must complete and submit a 1400 form (in addition to the Travel Request form) to the Business Office, which includes a quote for the rental charge. If not using Enterprise, the quote on the1400 form must also include the cost of insurance purchased from the rental company. When you need to rent a car in another state, it falls under State of Minnesota Contract V-38 (use corporate # XZ19113 and PIN STA when renting the car). See contract details at: http://www.mmd.admin.state.mn.us/pdf/V-38(5).pdf When you complete your Employee Expense Report Form, you may request reimbursement for the additional insurance expense AND you must provide justification as to why you rented a vehicle rather than used public transportation or a motor pool vehicle. When you enter into a vehicle rental agreement in Minnesota, the rental expense is subject to Minnesota sales tax. If rentals occur outside the state of Minnesota, the rental state’s tax rules will apply. The State of Minnesota vehicle rental contracts shall be used for state business only and may not be used for personal travel. Last Modified: Monday, October 26, 2009 12:09 by Shraddha Bista |
