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Travel Requests

Travel Request Form
Travel Expense Worksheet

Before You Go

The travel request form must be submitted. You can submit this in person or through email. Travel approval by your Supervisor/Chair must also be obtained before you travel. (WSU BPPM 95.01 | Travel Management)

  • I cannot purchase any conference registration, airfare, or process reimbursements without prior approval. 
  • If travel was not approved beforehand, and you submit for reimbursements, I will still require written approval from your Supervisor/Chair before any reimbursement is processed.

When You Return

If you have expenses needing reimbursement, you will need to fill out the Travel Expense Worksheet and submit this in person or through email. Please include receipts for expenses being claimed, except meal receipts.

Please submit reimbursements immediately.  Anything received 60 days after the day you return is taxable.

Expenses

Expenses are purchased by the employee and then reimbursed upon trip completion.

Exceptions: we can purchase Airfare and Conference Registration for you.

Meals & Lodging

 WSU BPPM 95.06 | Meals & Lodging

  • Meals are to be reimbursed at the rate in effect for the area where the traveler stops for sleep. (IRS Publication 463)
    • The location rate for meals on the last day of travel continues to be that of the location where the traveler last stopped for sleep.
    • Non-Overnight (Single Day) Trips are not eligible for a meal reimbursement unless you are in travel status for at least 11-hours.
  • Lodging:
    • We are State Government Rate eligible for Lodging, but we are not tax exempt. When possible, please ask for State Government Rates when booking.
    • Your WSU ID is your State Government card.
    • Lodging receipts must show a balance of zero ($0.00) or state “paid in full”.
  • Per Diem Rates for both meals and lodging:

Ground Transportation

(WSU BPPM 95.07 | Transportation)

  • Rental Cars: The preferred sources for rental cars are Enterprise Rent-A-Car and National Car Rental. Our state contract rate includes full insurance coverage for collision/loss or damage.
  • Personal Auto: All claims for personal vehicle mileage are for travel that is both critical and necessary for work.

A good rule of thumb: if you will be driving over 100 miles, please rent a car.

Travelers are required to use the most frugal methods of travel.

Questions about Travel that are not answered on this site?