Expenditure Guidelines for funding from RSPG, Hemingway, Bingham Research, and Presidential Distinguished Professor Awards
Mileage Reimbursement Only:
Refer to the mileage rate and schedule at the end of the travel policy at http://documents.weber.edu/ppm/5-32.htm.
If the total to be reimbursed is less than $100 -
Use a petty cash form (available from your department secretary). Once completed, either bring the form to Miller Administration Room 306 for a cost code and authorization signature or mail it to Betty at MC 1004 (and it will be mailed back to you). Once you have the cost code and authorization signature on the form, take it to the Cashier's Office in the Student Services Building. You do not have to go in person and may send a student or staff member on your behalf.
If the total to be reimbursed is more than $100 -
Use a mileage reimbursement form (see http://departments.weber.edu/accounting/accounting/forms.htm). Complete the form, sign where indicated on the bottom of the form and send it to Betty at MC 1004. Betty will complete the account information on the form and take the form to Accounting Services. Accounting Services will mail a check to you. Checks are printed several times per week so you may expect the check within a week after you send the form to Betty.
In lieu of driving your personal vehicle, you may obtain a vehicle from the WSU Motor Pool. Call Betty at x7124 to get the account code to use and ask the Motor Pool to send a copy of the final invoice to Betty at MC 1004.
For more information about obtaining a vehicle from the Motor Pool call x7327.
If you have a WSU purchasing card (p-card):
Use your p-card and then send copies of your completed travel log and associated p-card statements to Betty at MC 1004 to have the charges reallocated. To purchase airline tickets, you may either book the flight through the Internet or use the state travel agent Christopherson Travel (866-489-9834).
If you do not have a p-card:
To get a p-card -
Travel should be paid for with a purchasing card (p-card). A p-card is a MasterCard so it is accepted like any other credit card. A p-card can be issued to you with a declining balance for your project. If you wish to do this, apply for a p-card by following the instructions at http://departments.weber.edu/purchasing/Purchasing/obtaining.htm and then notify Betty at x7124 that you have done this so she can follow up with Purchasing regarding the account information. Please allow plenty of time before your trip because training is scheduled only once or twice per month.
To use your personal credit card -
Only in instances where there is not enough time prior to your trip to obtain a p-card and receive the training, you may use your personal credit card and be reimbursed. Prior to traveling you should review the travel policy at http://documents.weber.edu/ppm/5-32.htm. Please note that if you pay for your own airfare, reimbursement normally will not be processed until after your trip.
Prior to your trip complete part I of a travel log envelope (available from your department secretary). Have your department chair or other appropriate supervisor sign it and then send it to Betty at MC 1004 for cost code authorization. Betty will send the signed travel log envelope back to you.
To purchase airline tickets, you may either book the flight through the Internet or use the state travel agent Christopherson Travel (866-489-9834).
After your travel, complete parts III and IV of the travel log envelope, sign it as the traveler under part V and also have your department chair or other appropriate supervisor sign it. Send the completed travel log envelope with your receipts to Betty at MC 1004 (be sure to keep copies for yourself). Betty will request reimbursement for you and a check will be sent to you. Checks are printed several times per week so you may expect the check about a week after you send the travel log to Betty.
Additional information about travel policies and procedures is available at http://departments.weber.edu/purchasing//Travel/default.htm.