ALSO READ  IMPORTANT INFORMATION UNDER STATEMENTS AND CERTIFICATION SECTION

Western Washington University  Travel website:

http://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: http://www.wwu.edu/depts/fs/Travel/perdiem_1.shtml.  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. 

·          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.

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.