http://	TRAVEL	No. 5-32	Rev. 01-10-01
		Date: 3-15-78

OLD VERSION

I. DEFINITIONS

A. Per diem - a daily allowance for personal expenses while traveling for the University, i.e., 
meals, personal phone calls, etc.

B. Group - Two or more participants (i.e., an athletic team, club, etc.) Traveling on a WSU
sanctioned trip.

C. Group Representative - a WSU employee who travels with, and is accountable for, the
travel of a group.

D. Group Cash Disbursement Record - a form used to document cash given to individual
group travelers in lieu of per diem.

II. REFERENCES

PPM 4-10, Field Trips
PPM 4-11, Study Abroad Programs
PPM 5-11, Reimbursement for Petty Cash Purchases
PPM 5-25a, University Procurement/General
PPM 5-25i, Purchasing Cards
PPM 5-33, Vehicle Fleet

III GENERAL

University travel is to be processed on a University Purchasing Card (P-card). This policy
applies to travel by all employees or students where the costs of travel are charged against funds
in the custody of Weber State University, including general funds, grants and contracts, gifts and
endowments, student funds and auxiliary funds.

Any separate travel policies prepared to govern group travel must be approved by President's
Council.

The economical expenditure of institutional monies should be of prime consideration by all
travelers. Consideration should also be given to the efficient use of the traveler's time.

It is the intent of this policy that the institution should pay for the necessary costs incurred by the
traveler while traveling on University business. Except for per diem, the institution will not pay
for costs of a personal nature. For business expenditures, the institution will not pay more than
actual costs incurred and will not pay for costs reimbursed from any other source.

The immediate supervisor of the traveler is responsible for approving and reviewing all travel for
compliance with this policy and appropriateness of the items claimed.

The president, provost or a vice president may authorize exceptions in writing to any specific
provision of this policy, including the rates in Schedule I.

IV. AUTHORIZED TRAVEL EXPENSES

The following kinds of expenses are authorized to be paid by the University for approved travel:

A. Transportation Costs

1. Air Fare, Rail Fare or Bus Fare

The institution will pay up to coach rate. Where possible, air- fare reservations
should be obtained at least fourteen (14) days in advance to obtain the least cost air
fares. Additional savings may be realized by adjusting travel plans such as staying
over Saturday night or traveling on weekdays. In such cases, additional lodging and
per diem would be allowed.

Travel agencies operating under state contracts usually offer best value, and the
Purchasing Department should be contacted for state contract provisions and other
cost saving information.

The unused portion of the ticket/voucher (in case of an electronic ticket) or
confirmation (purchase via the Internet) must be kept for documentation.

2. Private Vehicle

Although travel by private vehicle is discouraged because of increased travel time,
the traveler may use a private vehicle instead of an airline for University travel. The
institution will pay for the transportation costs by private vehicle subject to the
following conditions:

a. The total cost of using the private vehicle, including mileage and costs
incurred enroute (such as per diem, lodging, tolls, parking, etc.) and parking
fees at the destination, cannot exceed the lowest available airfare to that
destination.

(1) The mileage cost is calculated using the approved mileage rate and
highway mileage from the Rand McNally Road Atlas tables for the
most direct route from Ogden to the destination. In cases where
reimbursement for the actual miles driven is approved, beginning and
ending odometer readings must be included with the claim.

(2) The lowest available airfare determines the maximum payment for use
of the private vehicle and may not exceed state contract city-pair rate.

(3) If a destination is not served by a scheduled airline, the institution will
pay for use of private vehicle using mileage from the Rand McNally
Road Atlas or actual mileage. However, per diem enroute will be paid
only if an overnight stay is required.

b. The additional time required for driving a personal or University vehicle
rather than going by air must be considered by the supervisor in approving the
use of a personal or University vehicle.

(1). The missed work time arising from such travel should be reviewed by
the supervisor to determine if vacation time should be taken.

(2). The missed work time must not interfere with employees'
accomplishing their teaching and/or other responsibilities.

(3). No overtime nor compensatory time shall result from the time spent
driving a personal or University vehicle.

c. Employees traveling to the same destination for a common set of meetings are
encouraged to reduce total cost to the institution by traveling together where
feasible. If two or more employees travel together in the same vehicle, the
mileage cost for that vehicle plus the total cost of lodging, meals, etc. for the
group cannot exceed the total of the lowest available airfare cost for the
group.

d. When mileage is allowed, the amount allowed may be withdrawn from an
ATM using a University Purchasing Card.

3. University Vehicles

The institution will pay the cost of using a University-owned vehicle. (See PPM 5-
33, Vehicle Fleet and Schedule I of this policy)

B. Lodging

The institution will cover actual cost of the traveler's lodging for the period of the
authorized event as documented by a copy of the agenda plus any additional time required
to achieve an overall savings from special airfares.

Lodging costs at a destination within 50 miles of Ogden must be approved by the provost
or appropriate vice president.

C. Per Diem

The institution will provide a per diem only when an overnight stay is required. (See
Schedule I)

D. Rental Cars

The institution will pay reasonable and necessary costs of a rental vehicle at the destination
when such a vehicle is authorized.

Insurance coverage on car rentals is as follows:

1. Collision Damage Waiver is covered when using the University Purchasing Card
and should not be added to car rental agreements.


2. Personal Liability is covered by State Risk Management and should not be added to
car rental agreements.

3. Personal Effects is covered as a secondary coverage when using the University
Purchasing Card and should not be added to car rental agreements.

Specific questions on insurance coverage should be addressed to the Director of Public
Safety.

For information concerning rental cars in foreign countries, please call the Purchasing
Department.

E. Miscellaneous Charges

The institution will pay for the following types of expenses:

1. Travel to and from airport and Ogden or traveler's home (whichever is the least
distance)

2. Ground transportation for University business at destination, including bus, taxi, etc

3. Cost of parking, tolls, etc.

4. An accumulative total in miscellaneous business expenses can be claimed without
supporting receipts. (See Schedule I)

The institution will not pay fines for parking or traffic citations.

V. PROCEDURES

A. All Employee Travel

1. Before departure, complete the authorization part of the WSU Travel Log and get
required approval(s). Make necessary travel reservations well in advance for
transportation and lodging using the purchasing card, i.e., airfare, lodging, etc.

2. Within ten working days after return, complete the WSU Travel Log, reconcile
expenses, sign and obtain supervisor approval.

3. If a reimbursement is expected, take WSU Travel Log to Cashier's Office where log
will be stamped "PAID" and reimbursement will be made.

4. If traveler needs to reimburse the University, make payment to the Cashier's Office.
Obtain receipt and file receipt with WSU Travel Log.

5. WSU Travel Log is to be approved by department P-Card Reconciler after
reconciled against monthly statement and filed in department per the "Weber State
University Purchasing Card User's Guide".

B. Mileage Only Reimbursement (See Schedule I and II)

1. When travel only requires mileage reimbursement and is within the Petty Cash limit,
a Petty Cash Voucher should be used. (See PPM 5-11, Reimbursement for Petty
Cash Purchases)

2. A series of small claims may be accumulated on a log and submitted as a group at
least by the end of each semester. If the total amount exceeds the petty cash limit,
submit log with a Purchase Requisition.

C. Non-Employee Travel

In those instances where departments are paying for travel for non-employees, submit the
request on a purchase requisition. Receipts will be required to reimburse the individuals.

D. Athletic and Group Travel

1. Per diem, as defined in this policy, will not be used for group travel.

2. A Group Representative, a WSU employee who travels with and is accountable for
the travel of a group, has the following responsibilities:

a. Before departure: completes Part I of the WSU Travel Log (including the
Estimated Expenses portion when requested) and gets requird approval(s).
Makes necessary travel reservations well in advance for transportation,
lodging, etc.

b. During travel: maintains all travel-related receipts. Uses the Group Cash
Disbursement Record to document cash given to individual group travelers in
lieu of per diem.

c. Within ten days after return: completes the WSU Travel Log, reconciles
expenses, signs and obtains supervisor approval.

d. If a reimbursement is due the Group Representative: takes the WSU Travel
Log to the Cashier's Office where the log will be stamped "PAID" and
reimbursement will be made.

e. If the Group Representative needs to reimburse the University: makes
payment to the Cashier's Office. Obtain receipt and files receipt with the
WSU Travel Log.

3. The WSU Travel Log must be approved by the department P-Card Reconciler and
reconciled against the monthly P-Card statement. The log must then be filed in the
department per the "Weber State University Purchasing Card User's Guide."

4. If the Group Representative is not available to travel with the group: the designated
volunteer must use personal funds. No reimbursements will be made until the trip
has been completed. Reimbursements will be made by Purchase Requisition (PR).
All receipts must be attached to the PR.

E. Travel on Grants or Contracts

Travel to be paid from funds received as a grant or contract from a non-WSU agency is
subject to the provisions of this policy, unless the funding agency imposes provisions more
restrictive than those in this policy.

F. Changes in Mileage Rates, Lodging Rates and Per Diem Rates

Changes in these rates or other items requiring periodic update are not considered as a
change in policy and will be added as an addendum to this policy. Standard rates listed in
Schedule I are the maximum rates. Supervisors may establish lower rates. Schedule I will
be reviewed annually for needed changes in mileage rates, lodging rates and per diem
rates.

SCHEDULE I
08/01/02
Rates for Reimbursement

A. Private Vehicle Reimbursement

$.28/mile. The total cost of using the private vehicle, including mileage and costs incurred
enroute (such as per diem, lodging, tolls, parking, etc.) and parking fees at the destination,
cannot exceed the lowest available airfare to that destination.

B. Hotel/Motel Rates

Reimbursement will be made at actual cost per lodging receipts submitted.

C. Per Diem:

$36/day to cover incidental personal expenses, i.e., meals, personal calls, dry cleaning, etc., on
travel requiring over night stay.

Partial per diem is allowed as follows:

Leave between 12:01 a.m. and 10:00 a.m.	Leave between 10:01 a.m. and 4:00 p.m.	Leave between 4:01 p.m. and 12:00 midnight
$36	$28	$19
Return between 12:01 a.m. and 10:00 a.m.	Return between 10:01 a.m. and 4:00 p.m.	Return between 4:01 p.m. and 12:00 midnight
$10	$19	$36

D. Miscellaneous Expenses:

An accumulative total of $20.00 in itemized miscellaneous expenses can be claimed without supporting receipts.

SCHEDULE II

Standard Mileage from Weber State University

IN-STATE

City	Authorized Mileage for Round Trip		City	Authorized Mileage for Round Trip
American Fork	130		Morgan	44
Blanding	696		Murray	88
Bountiful	58		Nephi	240
Brigham City	42		Panguitch	538
Brighton	136		Park City	126
Bryce Canyon Lodge	582		Price	312
Cedar City	582		Provo	162
Clearfield	20		Richfield	382
Coalville	82		Salt Lake City	72
Defense Depot Ogden	14		SLCC/Salt Lake City	78
Duchesne	280		Snow Bird	130
Ephraim	310		Spanish Fork	184
Fillmore	372		Springville	175
Heber City	140		St. George	684
Hill Air Force Base	28		Tooele	138
Kaysville	34		Tremonton	80
Lehi	110		UVSC/Orem	150
Logan	96		Vernal	414
Moab	540		Wendover	292

 

OUT-OF-STATE

Albuquerque, NM	1280		Missoula, MT	962
Boise, ID	614		Phoenix, AZ	1362
Bozeman, MT	790		Pocatello, ID	258
Denver, CO	1060		Portland, OR	1468
Evanston, WY	145		Reno, NV	1108
Idaho Falls, ID	356		San Diego, CA	1590
Jackson, WY	466		San Francisco, CA	1566
Las Vegas, NV	928		Seattle, WA	1600
Los Angeles, CA	1492

Other distances will be determined by using standard highway mileage charts and current road maps.
Distances determined from Salt Lake City to the destination will be adjusted by the standard miles from
Ogden to Salt Lake City.