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3.28 / Out-of-State Travel
Purpose:
The purpose of this statement is to set forth University policy
with regard to out-of-state travel by University employees.
Preamble:
This policy has been developed and put in place to maximize utilization
of financial resources allocated for travel expenditures and to provide
University faculty and staff members with alternatives for making
travel arrangements.
Policy Statement:
1. Any University employee proposing to travel out-of-state on
behalf of the University must complete and submit a travel
authorization form to be reviewed and approved by the appropriate
divisional Vice President (the President shall review travel
authorization forms for the Vice Presidents).
2. Upon authorization of out-of-state travel, the employee may
utilize the services of the travel agent designated by the State of
Kansas to arrange and make reservations for travel by airplane, train
or other commonly recognized transportation, hotels and/or car rentals.
3. Alternatively, an employee may make his or her own
arrangements for airplane, train, or other commonly recognized
transportation, hotels and/or car rentals; provided, however, that all
charges be made to the employee's personal credit card and the employee
will not be reimbursed for expenses until after the employee submits
the request for reimbursement of travel expenses. Should an
employee choose to make his or her own arrangements for airplane, train
or other commonly recognized transportation, the employee must provide
a minimum of two quotes for documentation of efforts to obtain the best
pricing available. The documentation of alternate quotes must be
attached to the travel reimbursement form that is filed with the Office
of Financial Operations for payment.
Implementation:
This policy shall be included in the WSU Policies and Procedures
Manual and shared with appropriate constituencies of the
University.
The Vice President for Administration and Finance
shall have
primary
responsibility for publication, dissemination and implementation of
this University policy.
Effective Date:
November 1, 2007
