Travel
The WSU Travel team provides oversight and facilitation of travel processes, policies, and procedures to ensure integrity, economy, efficiency, and accountability.
Here are some forms you will likely need:
- Spend Authorization in Workday
- Student Travel Request
- Expense Report in Workday
- Student Reimbursement Report
Conference & Registration Fees
Conference registration fees can either be paid with a university credit card or with personal funds that will be reimbursed after the conference has concluded.
Faculty Travel
WSU provides credit cards to approved staff and faculty members who demonstrate a continued need to make purchases for University business including supplies and trip related expenses.
Once the Spend Authorization is approved, you can use a university credit card for airfare, hotel, car rentals, as well as Uber, Lyft and taxis. Do not use your university credit card to purchase meals—these are a reimbursable expense.
You will want to upload receipts for each credit card transaction and confirm the program is correct in Workday.
Learn more about using a University Credit Card.
You can combine your business travel with personal days for travel.
You will need to split out the costs for your personal days as WSU cannot pay for them or reimburse them.
WSU will pay for your airfare to and from the location even if you are flying out early or later. You will need to provide proof of the cost.
If the airfare cost is less than it would be without the personal days, then WSU will cover the whole amount.
If the airfare cost is higher than it would be without personal days, you will pay the overage amount.
Contact travel@winona.edu if you have any questions.
You will need to submit an Expense Report in Workday after your travel has been completed.
Include appropriate purchases that were made with your personal credit card, meal reimbursement and mileage.
Learn more about reimbursement for travel.
Student Travel
Any student requesting assistance with travel must be sure the budget or cash balance of the Workday program is sufficient to cover the expenses of the trip.
Students should contact their Club Advisor or Faculty Leader for guidance regarding their travel purchases.
You must provide the Workday program number(s) and the estimated expense amount that will be charged to WSU. If you are not sure which program(s) to list, ask the advisor of your club or organization.
If you are receiving WSU financial assistance for travel, the budget or cash balance in the program must be sufficient to cover the expenses of the trip.
Funds must be in the account before any travel purchases are made.
Within 5 business days of your return from the trip, submit the Student Reimbursement Form for reimbursement for approved expenses. Attach itemized paid receipts for all expenses.
Within 7 business days of your return from the trip, complete the WSU Clery Act Student Travel Form with:
- accommodation(s) name
- accommodation(s) address
- the room numbers used by each member of your group
Rewards Programs
Hotels, airlines, and retailers may offer benefits that include (but not limited to) cash payments, discount coupons, frequent flier miles, awards points, free future travel, and rebates as either compensation to dissatisfied customers or as loyalty rewards.
If you would like to create an account to accrue these benefits offered by the companies, you may. However, they can only be used for travel on behalf of WSU or a future business purchase.
Refer to Minnesota Statutes 43A.38 subdivision 2, and Code of Ethics subpart B policies.