TRAVEL
95.07
Revised 6-07
Travel Services
335-2034
REIMBURSABLE EXPENSES
Reimbursable transportation expenses include all necessary official travel on railroads, airlines, ships, buses, private automobiles and other usual means of conveyance.
Residence and Official Station
Transportation costs between home and official station are a personal obligation of the employee. If a traveler's official residence is not located within the limits of his/her official station, travel expense reimbursement is allowed from official station or official residence, whichever is less. See 95.01 for definitions of official station and official residence.
MAXIMUM ALLOWANCE
When transportation on a scheduled airline is available, the lesser of tourist-class air fare or the current state contract air fare is the maximum amount which is reimbursed regardless of the mode of transportation actually used. (Contact a General Administration (GA)-approved travel agency for current state contract air rates.)
A traveler may elect to use a slower means of transportation instead of an available scheduled airline. In such a case, reimbursement for additional food and lodging expenses is not allowed. The difference in travel time between that spent on tourist air travel and the slower mode of transportation must be accounted for by leave status, e.g., annual leave.
Exceptions
Exceptions to this maximum allowance may be permitted under the following circumstances:
- When performance of the official mission requires that some other means of transportation be used, e.g., a truck to haul equipment.
- When the requirement results in undue hardship or inconvenience to the traveler.
- When the ultimate cost to the University is less. For example, when two or more employees travel together in the same automobile, the total transportation cost may be less than two tourist-class air fares. Other considerations include loss of productive time and increased food and lodging costs.
- When a flight to or from a point outside the continental U.S. is over 14 hours long (not including domestic layover time). In this case, business class (premium class other than first class) air fare may be permitted.
The responsible department chair, unit head, principal investigator, or project director must endorse a statement on a Travel Authority describing the extenuating circumstances that justify the exception. If the traveler is an administrator, his or her supervisor must endorse the statement. In the absence of a specific statement, travel by air coach or tourist class is presumed and authorized.
Route the exception Travel Authority to the Executive Director for Business Services/Controller prior to the trip.
COMMON CARRIERS
Common carriers should be used in preference to other means of transportation. Scheduled airlines usually offer the greatest convenience at the least cost in terms of dollars and time. Bus transportation is recommended for short distances.
The University pays the lesser of tourist class fare or state contract air fare for common carrier travel.
Travelers are encouraged to utilize reduced-fare schedules or excursion rates whenever possible. Travelers should be aware that many carriers assess substantial penalty charges for cancellation of reduced-fare packages.
Authorization
Common carrier travel must be approved in advance on a Travel Authority. See 95.05.
Paying Common Carrier Fares
The following procurement methods are considered acceptable for obtaining common carrier tickets.
- Purchase tickets from the carrier or a GA-approved travel agency using a departmental Central Travel Account (CTA). This is the preferred method. See 95.04.
- Purchase tickets from the carrier or a GA-approved travel agency using the traveler's state travel charge card. See 95.03.
(NOTE: If the traveler uses his or her state travel charge card to purchase the ticket well in advance of the trip, the traveler may be reimbursed for ticket costs by immediately submitting a Travel Expense Voucher. See 95.20.)
- Purchase discounted international tickets from an air travel wholesaler who is not a GA-approved travel agent if:
There is no state contract for the air routes on the itinerary, and
The cost of the tickets is less than quotes obtained from at least two GA-approved travel agencies for the same itinerary. (The department is to retain the quotes in the trip file.)
Contact Travel Services for details regarding the purchase procedure for discounted tickets.
- In emergencies only, use personal resources to pay for common carrier tickets.
Reimbursement Procedure
The traveler claims transportation expenses on a Travel Expense Voucher when the state travel charge card or personal resources are used. See 95.20 for Travel Expense Voucher instructions.
To claim reimbursement for common carrier expenses, the traveler must submit stubs from a common carrier ticket with the completed and approved Travel Expense Voucher. Receipts are required and must be attached to the Travel Expense Voucher for most allowable transportation expenses.
If personal resources are used to purchase tickets, provide a justification for not using a CTA or state travel charge card. The justification must be signed by the traveler and an official authorized to approve travel.
Unofficial Travel
Expenditures for unofficial travel that constitutes an incidental portion of an official trip may be included in the total travel package purchased with a CTA. The traveler is responsible for reimbursing the University for unofficial travel.
Custody of Tickets
The department retains physical custody of the tickets or e-ticket authorization numbers purchased with CTAs or otherwise purchased by the University until immediately prior to commencement of the scheduled trip. (NOTE: This requirement applies to tickets purchased by an employee using a state travel charge card if the employee receives reimbursement from the University prior to the trip.)
If there is an authorized change in itinerary, the employee may pay the added cost and claim reimbursement on a Travel Expense Voucher.
Refunds
If the traveler does not use all or part of a ticket purchased with a CTA the traveler reports the fact to his or her department and provides documentation (e.g., tickets). The department works directly with American Express or a GA-approved travel agency to obtain refunds for CTA ticket purchases.
If the carrier makes a refund directly to the traveler, the refund must be taken to the Cashier's Window in the Controller's Office immediately after the traveler returns.
OTHER TRANSPORTATION
Motor Pool Vehicles
The WSU Motor Pool provides motor pool vehicles for official University business. Details are available in 95.35. The rate schedule is available from the Motor Pool Rates website at:
http://facops.wsu.edu/motorpoolrates.htm
Privately-Owned Vehicles
See 95.11.
Rental Cars
See 95.12.
Nonscheduled Aircraft
See 95.30.
Local Transportation
See 95.08 for details regarding taxi, city bus, streetcar, monorail, subway, airport limousine, etc.