TRAVEL: WHAT A TRIP

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TRAVEL WHAT A TRIP!

• WSU POLICIES AND PROCEDURES

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WHO DO I CONTACT?

• Lenny Gonzalez, x5574
• Janiece Brown, x5541
• Office of Student Activities, 019 Student Union
• Hours 830-5 Monday Friday

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TRAVEL PROCEDURES

• Notify Student Activities 2 weeks prior to travel
• Forms to fill out
• Travel checklist (available in forms section at
  http//www.wright.edu/studentactivities/studentorg
  s/orgforms.html)
• Travel authorization
• Driver application
• Conference agreement
• Emergency contact
• Risk waiver
• PLAN AHEAD!!

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STUDENT HANDBOOK

• TRAVEL
• A. All student travelers must submit a travel
  authorization form signed by the advisor at least
  two weeks in advance of the travel date. No
  reimbursements will be made for unauthorized
  travel. Student organizations that are traveling
  or using organizational funds in University
  accounts are required to meet with a staff member
  in the Office of Student Activities at least two
  weeks prior to the trip to make the appropriate
  arrangements. Organizations must complete the
  driver application, emergency contact, assumption
  of risk and travel expectations agreement forms
  prior to the scheduled travel date.
• B. University travel and expenditure policies are
  available in the Wright Way Handbook at
  (http//wright.edu/wrightway/5601.html).

• TRAVEL
• A. All student travelers must submit a travel
  authorization form signed by the advisor at least
  two weeks in advance of the travel date. No
  reimbursements will be made for unauthorized
  travel. Student organizations that are traveling
  or using organizational funds in University
  accounts are required to meet with a staff member
  in the Office of Student Activities at least two
  weeks prior to the trip to make the appropriate
  arrangements. Organizations must complete the
  driver application, emergency contact, assumption
  of risk and travel expectations agreement forms
  prior to the scheduled travel date.
• B. University travel and expenditure policies are
  available in the Wright Way Handbook at
  (http//wright.edu/wrightway/5601.html).

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AUTHORIZATION OF TRAVEL

• All travel involving overnight lodging must be
  approved in advance of the travel using the
  travel authorization form
• Submit within 60 days of completion of travel
• Receipts must be attached
• Travel authorization form must be approved by
  advisor

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TRAVEL BY AIR

• Airline tickets and conference registration may
  be paid in advance of travel
• Registrations must include conference agenda or
  itinerary
• WSU preferred agency All World Travel, 222-1220

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AUTOMOBILE

• IRS mileage reimbursement 50.5 cents per mile
• Automobile trips over 700 miles, the LOWER of
  actual mileage or round trip airfare shall be
  reimbursed
• Collision insurance automatic with use of WSU
  procard for rental vehicle
• ALWAYS purchase full liability insurance coverage
  from rental car agency

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MEALS

• Reimbursed for overnight travel only
• Conference meals airline meals not reimbursable
• IRS meal rates
• Breakfast, 6
• Lunch, 9
• Dinner, 16
• High cost area
• Breakfast, 8
• Lunch, 10
• Dinner, 21

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VIOLATIONS

• Alcohol not reimbursable
• Violations of travel policies may result in
  revocation of travel privileges or further
  disciplinary action

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TRAVEL FORMS
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TRAVEL FORMS
BEHAVE!!
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TRAVEL AUTHORIZATION
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TRAVEL REMINDERS

• Plan ahead!
• Get advisors approval.
• Funds must be in the account before registration
  or other travel expenses can be paid.
• Upon return, submit original itemized receipts,
  registration, itinerary, etc. for reimbursement
  purposes.

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HELPFUL WEBSITES

• Wright Way Policy
• http//www.wright.edu/wrightway/5601.html
• Office of Student Activities
• www.wright.edu/studentactivities/
• Student handbook

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• THEME OF THE DAY PLAN AHEAD!!

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QUESTIONS?

• THANKS FOR LISTENING!

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BEFORE YOU LEAVE

• Schedule October mini-audit appt.
• Sign Policy Adherence Agreement