State law allows reimbursement of the actual amount of convention registration fees when substantiated by a valid receipt or invoice.

Registration fees are paid by using the Check Request form available at http://admfin.wcu.edu/control/chkreq.htm.

Tuition fees are distinguished from registration fees in that they are an educational expense and are charged to “Other Current Services” (294210).  Tuition fees are those costs associated with employees enrolled in a course(s) or sessions described as educational in nature.  The courses are usually accredited by a generally recognized accrediting agency.  Upon satisfactory completion of work, the employee receives a certificate, degree or other similar acknowledgment of completion of work.

9.08.02 Parking and Tolls

Parking fees, storage fees and tolls are reimbursable when incurred while traveling on official state business.  Receipts are required.

9.08.03 Telephone Calls

• Long Distance - Employees are not allowed to charge long distance telephone calls of a personal nature to the University, except as stated below. All long distance calls which are to be paid by the University must be made pursuant to the employee conducting official University business.
• Reimbursement - Business phone calls are reimbursable under “Other Expenses”. Individual calls over $5.00 must be identified as to point of origin and destination.
• Allowable Personal Calls - An employee who is in travel status for two or more consecutive days in a week is allowed one personal long distance telephone call for each two days.  Reimbursement to the employee may not exceed $3.00 for each in-state call or $5.00 for each out-of-state call.
• Employee Emergency Calls – Employees may use the state network system, state credit card, or may be reimbursed for a personal long distance call(s) if such call(s) is/are of an emergency nature.  An example is a call made when an employee calls home to inform someone that the travel period has been extended beyond original plans due to unforeseen reasons.
• Mobile Telephones - Because mobile telephone charges (cellular and digital) are based on measured use, no personal calls should be made on mobile telephones except in case of emergency as determined by the University.  Mobile telephone calls to conduct official state business should only be used when more economical means of telephoning are not reasonably available.

If an employee uses his/her personal mobile telephone in conducting state business, the employee can be eligible for reimbursement.  In order to receive reimbursement, the employee must indicate on his/her telephone bill the reimbursable calls, the individuals called, and the nature of calls and submit the telephone bill with the request for reimbursement.
• Use of Telephone with Computer Hook-ups - Employees traveling on official state business needing to transmit data via their computers should use the most efficient manner available, including services available through the state’s Information Technology Services (ITS) access.

9.08.04 Tips

Tips for meals are included in the meal allowances (see Section 9.03.02).  Baggage handling “tips” for porters at terminals and hotels and other tips (except tips for meals or food service) may be claimed as “Other Expenses”.  Excessive tips must be documented with a receipt and explanation.

9.08.05 Passports

Reimbursement for cost incurred in obtaining or renewing a passport may be made to an employee who, in the regular course of his duties, is required to travel overseas in the furtherance of official state business.  Passport expenses are chargeable to the same fund that supports the employee’s trip.

9.08.06 Fees and Service Charges of Travel Agents

With sufficient justification and documentation, state employees can be reimbursed for usual, customary, and reasonable fees and service charges imposed by travel agents for assistance in making travel arrangements.  Travel agent fees and service charges exceeding $100 require approval of the appropriate Vice Chancellor.