Essential information on policies, procedures, and best practices for coordinating
travel at WKU. Whether you're organizing a student trip, faculty travel, or department-sponsored
event, find answers to questions about booking, expenses, transportation, and reimbursement
to ensure a smooth and compliant travel experience.
Yes. If any cash advance will be used, an initial check (at least $10 or more) is
required, even if the bulk of the funds will be handled through wire transfer or ATM
cash withdrawal. This allows the documentation to be scanned into the Banner system
for future reference and auditing purposes.
No, all funds must be requested under one name. The payee name for all funds requested
should be the name of the trip leader (one person responsible for the safeguard of
cash advance funds). All wire transfers, ATM cash withdrawals, and the check must
have the same name, even if the trip is co-directed with another leader.
Payee name must be a full time employee responsible for the funds. A six digit index
number and commodity code are required. The description should contain the following
information: Group Travel Advance, the destination city, state/country, and the trip
dates.
Two signatures are required:
(Recommended for payment by) is the person preparing the form or the recipient of
the funds.
(Approved by) is the Dean, Director, or Department Head responsible for the index
being used.
For international travel only - Include other funds being requested (ATM cash and/or
Wire).
No, the person receiving the funds must sign this form (the original form is preferred).
A faxed or scanned copy can be submitted with the initial request as long as the original
form will be submitted later.
If your area does not have a WKU Price Contract with a bus company, this would be
allowed. All Athletics buses have WKU Price Contracts with bus companies and therefore
cannot tip bus drivers.
Your per Diem and other expenses should be included on the group travel voucher as
you were a part of the group. If your expenses exceed the amount of your advance,
the amount will be refunded to you the same way it would if you prepared an individual
travel voucher.
Any funds wired must be documented with the initial requested amount and the actual
amount when the wire was processed. The USD amount must be documented with voucher
when the transition was requested in another currency (i.e. Euros). This also applies
when excess advance funds are wired back to WKU, even if received by WKU in Euros.
A copy of the PNC Procard Report should be printed and included with the expense voucher
documentation. The report can be found under Report Studio-Company Reports. Contact
the Procard office if you need assistance with this report.
