| 3.1.1 |
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Written approval to travel shall be secured in advance by the employee for all out-of-state and international travel. Under no circumstances should an employee travel without proper approval of the appropriate Vice President, Dean or Director. In state travel requires written approval from the appropriate Vice President, Dean or Director in advance of the trip if any expenses are to be direct billed to the university or if a cash advance is requested through the WV State Auditor’s Office.
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| 3.1.2 |
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Employees are responsible for submitting for reimbursement a travel expense account settlement form, with all required attachments, to her or his business office, departmental secretary or other designated individual promptly after the last day of the approved travel. The last date of approved travel is identified as the last date listed on the approved travel request form or the last date for which expenses are listed on the expense account form. Those who travel extensively and find it more convenient to submit monthly expense reports for all travel within that period may continue to do so provided that expenses are submitted promptly after the last date of the month. Travel should not be held until the end of an academic term and submitted for reimbursement.
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| 3.1.3 |
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Reimbursement of travel expenses paid from federal, state and private grants shall be governed by the terms and conditions of the grant if they differ from those contained in this policy; otherwise, this policy shall govern such reimbursement. The traveler will need to make special notation on the expense account form that grant travel regulations are being followed to call attention to this fact.
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