Travel Procedures

Prior Approval Requirements:

As the need dictates that faculty and/or staff travel for School business purposes, the information below details the prior approval requirements.

If the travel going to be overnight, advance written approval is required. 

If travel is only for the day, advance verbal approval is required.

If there will be a travel settlement submitted for reimbursement, please include the advanced written approval with the reimbursement documentation.

If there will not be a travel settlement submitted for reimbursement, please keep the advanced written approval with the p-card receipts.

Process Requirements:

The SPH has identified that the departmental/center representatives will be travel coordinators for their respective areas and the Accounting Assistant I (located in the Dean’s suite) will be the coordinator for any other travel that is arranged and/or submitted.  The process for arranging travel using SPH funding is listed below:

1. Work with the appropriate travel coordinator to obtain appropriate approvals (see Purchasing Hierarchy SOG 008 and Prior Approval to Spend SOG 009)
2. Travel Coordinators (or other cardholder) arrange for flight, registration prepayment using p-card.
3. Traveler retains all receipts during course of trip, any personal vehicle mileage is tracked.
Note: personal meals are not permitted on p-cards.
4. Upon return, traveler submits all documentation to department/center representative responsible for processing travel.
5. Department/center representatives (travel coordinators) complete WVU travel settlement (reference WV Travel Manual) and obtains traveler review and signature.
6. Two copies of the WVU Settlement will be made and submitted to the EBO, one for record keeping and one to be submitted to WVU Payment Services (if applicable).

Selected General Guidelines:

The WV Travel Manual details all allowable expenses and regulations, however, below are general guidelines governing the travel process:

• The P-card is the preferred payment method for all travel expenses with the exception of the individual traveler’s meal expenses. Because WVU and the WVU Research Corporation are tax exempt entities, taxes are not charged and this expense is saved by using the P-card.
• For expenses paid with personal funds or personal credit cards, employees are responsible for submitting all documentation within 60 days after the last day of approved travel to receive reimbursement.  SPH departmental guidelines may indicate a shorter timeline.
• State funded reimbursements may be made via direct deposit. Research Corporation funded travel reimbursements will be made via check.
• Any expenses incurred using the P-card require original receipts.  If a receipt is not available, a “P-Card Receipt Exception Form” must be completed and given to the Departmental Card Coordinator.
• For all expenses paid using personal funds, original itemized receipts are required.  If an original itemized receipt is not available, the traveler must certify the receipt copy or other proof of payment by writing: “I hereby certify this is only available copy of this receipt” and sign the certification.
• Careful records must be maintained to separate personal expenses incurred from the reimbursable or allowable business expenses of a trip. Personal expenses will not be reimbursed.
• Business related air transportation is reimbursed for the least expensive and logical airfare via the most direct route. Airfare paid with personal funds can be reimbursed up to 180 days before the trip begins. Processing fees and fees incurred for changes in airfare plans due to business related reasons or other extenuating circumstances are also permitted.
• Unallowable air transportation expenses include: deliberately causing increase costs or delays for the purpose of obtaining personal gratuities, specifying a particular airline to accumulate promotional plan mileage or fees incurred for changes in airfare due to traveler’s negligence.
• If a traveler chooses to drive rather than fly while on business, reimbursement will be based on actual in-transit expenses not to exceed the lowest available commercial airfare plus local transportation and related expenses to and from the airport.
• Lodging expenses are permitted for: room charge, applicable taxes or fees, business internet access and business phone charges.  Unallowable expenses are: multiple occupancy charges when only one traveler is on SPH business, personal entertainment expenses (i.e.:movies), personal internet access, and personal phone charges. 
• Meals are reimbursed on a per diem or by receipt basis, whichever method is more cost effective.  Reimbursement is based on days of travel and destination.  Calculations of meal reimbursements will be made based on the tables at the following link: https://www.gsa.gov/travel/plan-book/per-diem-rates/mie-breakdown for domestic travel and http://aoprals.state.gov/web920/per_diem.asp for foreign travel.
  

Cost Comparisons

The WVU Travel Manual states the following:

• When combining personal travel and business travel, a flight cost comparison must be documented to confirm that no additional cost was incurred to the University.  Actual expenses or cost of the least expensive and logical airfare via the most direct route are allowable.
• In the event that a traveler elects to drive rather than fly while on business, reimbursement will be based on actual in-transit expenses, not to exceed the lowest available commercial airfare plus local transportation and related expenses to and from the airport.

WVU Procurement is now enforcing these travel rules. If the cost comparison is not attached to the documentation, the SPH Business Office or WVU Travel Auditor will do a cost comparison at the time of review.  This may result in a reduction of the reimbursement made to the traveler.

Going forward, a cost comparison should be completed at time of booking travel.

Other travel rules to note:

• Travelers should not specify a particular airline in order to accumulate mileage for promotional plans, such as frequent flier points, if it results in higher airfare. 
• Fees incurred for changes in airfare due to traveler’s negligence are unallowable reimbursements. 
• If using a Pcard to pay for lodging expense, all personal expenses must be removed prior to using the Pcard for payment.  This includes room service and/or self-service drinks and snacks. 
• Meal expense reimbursement for single day travel is unallowable.

THE WVU TRAVEL GUIDE IS LOCATED BEHIND THIS SOG FOR MORE INFORMATION.  https://procurement.wvu.edu/files/d/3528c8d5-a3cf-4393-ba44-6e7f845502cb/university-travel-and-expense-manual-11-1-21.pdf