Western Carolina University

Travel guidelines apply to all employees, students and non employees conducting University business.

Before the trip

• Complete a Travel Preapproval Form making sure that all anticipated expenses are listed before traveling.
• The Travel Preapproval Form should be approved by the budget authority and traveler's supervisor before traveling.
• Any lodging over the 200% MUST have the vice-chancellor’s or chancellor’s signature.
• Prepayments may include registration fees and air travel.  Prepayment for registration should be processed on a check request and prepayments for air travel should be processed on a travel form, both forms should be forwarded to Kay Benson, Travel Auditor.
• Make travel arrangements early to secure the best rates for lodging and transportation.
• Plan ahead and allow at least ten business days to apply for a travel advance.  Only permanent university employees can receive travel advances.  The Travel Auditor must have an original and 2 copies of the Travel Advance documentation.
• Travel Advances will not be issued earlier than five (5) business days before departure.
• Review transportation policies affecting use of personal car, rental car and taxis.
• Standard mileage rate of $.555 will be paid for 60 miles and under, $.30 a mile for over 60 miles ROUND TRIP per mile for the use of a private car.
• State rules override federal rules in connection with any reimbursement for federal grant funds.
• Learn the basic policies which apply to state guidelines for travel so you can avoid personal costs. Reimbursement for luxury rooms, personal services, and other expenses will not be reimbursed.

During the trip

• NO CREDIT CARD STATEMENT CAN BE USED AS PROOF OF PAYMENT ALONE.  Obtain receipts for any expense you wish to be reimbursed for except meal per diem. Meal (which includes tip) is reimbursed as per diem only.  No need keep receipts.  Lunch is never reimbursed unless there is overnight travel.
• Lodging – Hotel receipt with dates of stay. Itemized receipt with a zero balance.
• Airline/train - tickets and itineraries (receipt) at coach rate Car Rental – Rental agreement contract showing total cost of rental with a zero balance.
  Optional insurance is not reimbursable.
• Bus – must have ticket (receipt)
• Gas - Fuel receipt that shows the $ per gallon (for rental car or if gas card in state car does not work)
• If traveling by personal car, record your total mileage for ROUND TRIP (example: 60 miles to airport and 60 miles back equals 120 miles at $.30 not 2 single trips at .555)
• Obtain original receipts for parking, tolls, and taxis
• Baggage Charges - Must have receipt showing $ amount was for baggage expense
• We can only reimburse the person who actually paid the bill
• Room service tips, valet tips and other hotel services

After the trip

• Prepare the Travel Reimbursement and submit to Travel within 30 calendar days from the return date. 
• If the travel expenses are less than the Travel Advance received, write a check payable to Western Carolina University or bring cash to the Travel Auditor, for the difference within 30 days of the travel.
• Be sure to attach all original receipts to the reimbursement check request. If receipts are smaller than a half page please tape the receipts to an 8 1/2 by 11 page.
  If foreign currency receipts are attached please label what it is for, date it was incurred and, submit the foreign currency converter sheet which can be found at http://www.oanda.com/currency/converter/.
• After getting all the signatures needed on the Travel Reimbursement Form, forward the travel reimbursement and receipts to the Kay Benson, Travel Auditor
• After processing, traveler will receive a reimbursement check for allowable expenses.