GENERAL INFORMATION ALSO READ IMPORTANT INFORMATION UNDER STATEMENTS AND CERTIFICATION SECTION Western Washington University Travel website: www.acadweb.wwu.edu/BFA/BusinessServices/TravelDesk.htm Complete all sections appropriate to your trip. For information and assistance regarding individual sections, click as indicated on form.. Travel Authorization: · A Travel Authorization must be approved and on file with the Travel Desk prior to scheduling air reservations or other travel plans, requesting travel advances, or prepaying conference registration fees. · A travel justification must be provided for all out-of-state travel, all in-state travel involving two or more consecutive nights lodging, and all foreign travel including Vancouver, B.C. (see Section VII) · All travel by University employees shall be evaluated by the appropriate vice president or designee. Review of the employee's Travel Authorization documents shall be sufficient to assure the requested travel is in the best interest of the University. · For Foreign & Non-Continental per diem rates, including British Columbia, contact : www.gsa gov/ travel.htm. If information is not available at that site, you may contact the Travel Desk at ext. 3341. Foreign per diem rates are not provided in the OFM Directive. Please refer to the Federal Site at www.state.gov, click on Foreign per diem · Travel Expense Advance: · A separate Travel Form is needed for each advance requested. (regardless of existing Blanket Authorization). Requests for all travel advances should be submitted to the Travel Desk two weeks prior to departure time. The minimum amount of Travel Advances to be issued is $200.00. · Travel advance checks may be picked up at the Cashier’s Office (OM 245) no earlier than three working days prior to the date of travel. · Travel Advances must be reconciled on or before the tenth day following the month in which the authorized travel period ended. See additional information under certification. INSTRUCTIONS FOR COMPLETING FORM Instructions by Section: (Shaded areas for Travel Office use only) SECTION I: ADMINISTRATIVE DATA: TE: Do not enter. Will be system provided when form is submitted. Mail Stop: Enter the departmental mail stop. Requested Travel Status: · Travel Authorization: To allow the traveler to travel on university business. · Travel Justification: To provide justification for out of state travel, foreign travel (including Canada) and in-state travel of two or more consecutive nights. · Travel Expense Advance: Advances funds to traveler prior to departure to defray anticipated travel expenses for meals and lodging. Date of Request: Date form is originated Department: Name of department or office issuing request. Department Contact: Person to contact if there are questions Department Phone: Department contact phone number ________________________________________

. SECTION II: COMMENTS/PURPOSE OF TRIP: Use this space to describe the purpose of the trip. This space may also be used for special instructions to the Travel Desk. SECTION III: TRAVELER/EMPLOYEE INFORMATION: Complete this section with the appropriate information. · Traveler’s Name · Travelers ID (W) number · Estimated Cost of Trip · Status of traveler · Departure Location · Destination Location · Departure date, time · Return Date, time · List dates of meetings, other itinerary, stopovers, etc SECTION IV: ADVANCE REQUEST INFORMATION: Allow two weeks notice on advances · Total Meal Entitlement: Per OFM state travel regulations (see website) · Total Lodging: Amount of lodging expenses requested, if not prepaid. · Check needed by: Date traveler requires check Travel Advances will be delivered to the University Cashier a maximum of 3 days prior. to departure. SECTION V: STATEMENTS/CERTIFICATIONS: Traveler must read the Statements/Certification section of these instructions, and acknowledge by submitting to the next appropriate approval authority. . SECTION VI: BUDGET AND ACCOUNTING INFORMATION: This section must be completed and signed by the authorized budget authority. Required codes: Fund, Orgn, Acct, Prog, OR Fast Index/Fund Default and Account. If splitting codes, please indicate maximum for each code. SECTION VII: TRAVEL JUSTIFICATION AUTHORIZATION: This section applies to all out-of-state travel all in-state travel involving two or more consecutive nights lodging, and all foreign travel including Vancouver, B.C. Respond in full to both questions APPROVALS: Approvers are to review the document for completeness, accuracy, and appropriateness. If the supervisor approves the request, they are to e-sign and submit to the next appropriate authority, ending with the vice president or designee. The vice president or designee shall review the documents for compliance with the intent of the Governor's Executive Order EO-93-05. The vice president or designee indicates approval of the travel by forwarding the form to the Travel Desk’s e-sign mailbox. Airline tickets will not be released, prepays for conferences and related expenses will not be paid, and advances will not be processed until the travel form with all appropriate approvals has been received by the Travel Desk PLEASE READ STATEMENTS AND CERTIFICATION ON THE FOLLOWING PAGE.

STATEMENTS AND CERTIFICATION BY TRAVELER

Read the following statements and complete section V.

INSURANCE STATEMENT:

In accordance with RCW 49.29.550 and 46.29.090, I hereby confirm that I am in compliance with the state's mandatory motor vehicle insurance law, Title 46, which requires proof of motor vehicle liability insurance, self-insurance, certificate of deposit, or liability bond.

NOTE: When using a private vehicle, personal owner's auto insurance is "primary" and the state's auto insurance is "secondary."

EMPLOYEE STATEMENT:

I hereby certify that if I have requested a travel advance, the above expense advance is requested, per State Travel Regulations and is necessary to defray my anticipated reimbursable expenses, other than private automobile expenses, while traveling on business for the State of Washington away from my designated post of duty, I understand that Travel Advances must be reconciled on or before the tenth day following the month in which the authorized travel period ended, and that the State of Washington has a prior lien against and a right to withhold any and all funds payable or to become payable by the State to me up to the amount of such advance and interest at the rate of ten percent per annum, in case of default, until such time as repayment or justification has been made. I further understand that any unauthorized expenditure of funds advanced to me shall be considered a misappropriation of State funds.

OTHER INFORMATION:

OFM Travel Regulations (10.50.45): Requires the purchase of all air travel arrangements, for state employees and interviewees, be made through a state approved qualified travel agency and billed through the state authorized travel charge card system. Contact the university qualified travel agencies for travel reservations. Travel agencies are qualified by the State Department of General Administration.

Please contact the Travel Desk at Ext. 3341 if you have questions prior to purchasing your ticket.

Purchase of air travel from non qualified travel agencies will not be reimbursed.
Purchase of air travel using a private credit card will not be reimbursed.

A list of available qualified travel agencies may be obtained at www.acadweb.wwu.edu/BFA/BusinessServices/
TravelDesk.htm..

TRAVEL ON NON-OWNED AIRCRAFT:

Pursuant to University Policy POL 5950.15, all University employees must obtain written authorization from Western's Risk Manager prior to the use of all non-owned aircraft on behalf of Western. Non-owned aircraft includes privately-owned, rented or chartered aircraft, but does not include commercial airlines on scheduled service.