Wlu Travel Settlement Directions
WLU TRAVEL SETTLEMENT DIRECTIONS
The following items must be completed before submitting: (These items are located in the header section on the Travel Settlement Form)
-Name
-Address (Home address not campus)
-Department
-Title
-City/State/Zip
-Headquarters
-FIMS vendor No. (Do not complete)
-SS# (Do not complete)
-Normal work hours (8:00 am to 4:00pm)
-Vehicle
-Purpose of Travel
For directions regarding any amounts entered under the EXPENSES BILLED TO STATE SECTION of this form, please refer to page 3, number 3 ______
The top section of the form just below the header section must be completed with the amounts that are to be directly reimbursed to the employee.
(1) The following is a detailed breakdown of the above mentioned section:
DATE MM/DD/YY-This section must be completed as stated with each day of your trip listed separately.
TIME- This section must be completed with the start and ending time of your trip.
CITY/STATE From/To-Travel should start at West Liberty, WV and end at West Liberty, WV.
(1)
MILES-If personal mileage is requested and has been approved per a Travel Request the number of miles is listed in this section per day.
AMOUNT-This section must be completed per day with the dollar amount (the number of miles multiplied by the current mileage rate).
AIR-Complete this section with the amount of the air-fare that has been paid by the employee. If a purchasing card is used whether by yourself or another employee, enter that amount in expenses billed to the state. If the employee is being reimbursed an original receipt must be submitted with the settlement.
CAR RENTAL-Enter the car rental rate that has been paid by the employee. If a purchasing card is used whether by yourself or another employee, enter below under expenses billed to state. If the employee is being reimbursed an original receipt must be submitted with the settlement.
MEALS-This section must be completed for each day of your trip that you are eligible for meals. Meals can also be placed on a PCard. SEE P-Card Handbook. (Please refer to travel procedure #40, Section IV under the Human Resource Section of the WLU website for meal reimbursement guidelines). All original itemized receipts must accompany the settlement form if direct reimbursement is requested.
LODGING-This section must be completed with the amount of the lodging that is paid by the employee, if a purchasing card is used whether by the traveler or another employee, the expenses billed to state section of this form must be completed. If the employee is being reimbursed an original receipt must be submitted with the settlement.
OTHER-Other expenses that have been paid by the employee, for example: tolls, parking, etc. (Please refer to travel procedure #40, Section VIII under the Human Resource Section of the WLU website for other reimbursement guidelines). All original receipts must accompany the settlement form. The amounts should be listed by the date they are incurred. A description of these items must be entered by day under the Other Expenses section in the middle of the settlement form. A P-Card can also be used to pay these.
TOTAL-All amounts in each row per day need to be totaled and entered in this column as well as being totaled in each individual column. The vertical totals and the horizontal totals should be the same and entered under total amount due to employee. SHOULD TOTAL AUTOMATICALLY IF FORMULAS ARE NOT REMOVED FROM CELLS. (2)
(2) The following is a detailed breakdown of the “other expenses’ section of the settlement form: (Please refer to travel procedure #40, Section VIII under the Human Resource Section of the WLU website for “other” reimbursement guidelines)
Date-This section must be completed with the date that is on the original receipt. The amount of the receipt is entered under the corresponding date in the “Other Column.” An original receipt must accompany most of the items entered under other.
Description-Complete the expense description that was incurred-Example: tolls, parking, etc.
Amount- Enter the amount of “Other Expense” that was incurred.
(3) The following is a detailed breakdown of the “expenses billed to state” section of the settlement form: (Please refer to travel procedure #40, Section II under the Human Resource Section of the WLU website for “Purchasing Card (PCard)” reimbursement guidelines for travel).
Date-Enter transaction date
Vendor- The name on the receipt that is for the “PCard”
Amount-The amount listed on the “PCard Receipt”
Pymt Code-This is the code listed at the bottom of this section that represents the type of billing method that was used.
PCARD HOLDER NAME (if other than traveler) -If there were any expenses under another employees name please enter that name here.
Any expense listed under the PCard must have a copy of the receipt attached to the settlement.
When a PCard is used for any purpose of travel you must mark in the first section the words “On PCard”. For example if your airfare was paid by a PCard, write PCard under the Air column in the first section of this form. The same would apply to the lodging, etc.
(3)
When traveling on behalf of the University the State wants to know where you stayed even if it is on a PCard. They want to know how you arrived at your destination, for example car rental, etc.
When settlement form is completed the traveler must sign and date on the line marked traveler. No other signatures are required unless you exceed you original travel request amount by $100. If this does take place than a supervisor must sign and date under Additional Agency Required Signatures.
Special Instructions
All settlement forms must be typed. SIGNATURES MUST BE IN BLUE INK!
If Faculty Development is being used for the reimbursement, Crystal Lorimor in the Provost Office must sign off on the settlement form before submitting to the Business Office.
The state of West Virginia requires that all Enterprise Rental receipts be the white copy. The carbon copies of the receipts that are sometimes given will be rejected. You can print a duplicate copy from Enterprise.com.
Please do not use any staples in attaching receipts to the settlement. The receipts are scanned to Charleston and will get jammed in the scanner if they are stapled. All receipts must be taped on individual pieces of paper before submitting.
Please attach a copy of your approved request to your settlement when submitting.
Meal receipts that are not itemized will not be reimbursed.
ALL EMPLOYEES THAT ARE REQUESTING A TRAVEL REIMBURSEMENT FOR MILEAGE OR A RENTAL CAR MUST COMPLETE THE REQUIRED DRIVING TEST. IF YOU ARE REQUESTING A STATE VEHICLE, COMPLETION OF THE DRIVING TESTS ALSO APPLIES. ALL INFORMATION REGARDING THE COMPLETION OF THIS TEST SHOULD BE DIRECTED TO ANTHONY SALATINO AT 304-336-8116. NO REIMBURSEMENT WILL BE GIVEN TO ANYONE WHO DOES NOT COMPLETE THE TEST PRIOR TO TRAVELING. ALL DRIVING TEST MUST BE UPDATED EVERY 3 YEARS.
(4)