washington state university travel

Travel & Reimbursable Services

Travel & Reimbursable Expense Services  is dedicated to being experts in Travel for Washington State University, following the policies and the laws of the State of Washington.  Travel & Reimbursable Expense Services  is committed to providing exceptional operational support to our WSU partners.  Travel & Reimbursable Expense Services  strives to be knowledgeable and a well trusted resource to everyone we serve.

Travel Process

Spend authorization/prior approval.

Prior approval is required for ALL official University travel outside of the State of Washington in order for the traveler to be eligible:

• To travel on behalf of WSU, and
• To receive reimbursement for authorized and allowable expenses (see  BPPM 95.05 ).

For employees this also is required in order to be covered under WSU’s worker’s compensation insurance while in travel status

TYPE OF APPROVAL

Employee in-state travel allows for verbal approval except when:

• Requesting an exception to policy, and/or
• Travel is partially or fully funded by a third party.

All other travel requires written approval done via the  Spend Authorization  via  Workday , or a department’s substitute form. Note: Departments may have more strict policies and require written approval for all travel.

REQUIRED INFORMATION

The Spend Authorization, or the department’s substitute form, has to include:

• The traveler;
• Business purpose of the trip;
• Detailed itinerary, with dates of when the traveler will be in various locations;
• Any exceptions to policy;
• Signature of official authorized to approve travel; and
• Program/Project/Gift/Grant Number
• Cost Center/Fund/Region

Lodging Exceptions

Direct Bill Lodging

DAILY PER DIEM RATES

Daily Per Diem Rates include the total of the lodging rate plus the meals and incidentals (M&IE) rate. The rates are set by various state departments based on the locations.

• The U.S. General Services Administration (GSA) sets the  CONUS  Rates for the continental U.S.
• The Department of Defense sets the  OCONUS  Rates for Alaska, Hawaii, U.S. Territories, and Possessions.
• The State Department sets  Foreign Rates .

The following links contain additional information on per diem rates.

• Per Diem FAQs
• Washington State Per Diem Maps

LODGING RATES

CONUS and OCONUS locations do not include taxes. Only the nightly rate needs to be under the per diem amount for that location.

Foreign locations include taxes. The nightly rate, plus associated taxes, needs to be under the per diem amount for that location.

WSU MEAL BREAKDOWN

The meal rate used at WSU combines the allowance for meal and incidental expenses into a single rate. To determine the rate for the meals while in travel status, apply the below percentages to the daily Meals and Incidentals (M&I) rate:

• 25% for breakfast,
• 30% for lunch, and
• 45% for dinner.

Note:  This is to be applied to all rate schedules.

Travel Charge Cards

The WSU Travel Charge Card is a personal liability Visa card issued to WSU employees to be used for payment of expenses incurred while traveling on behalf of WSU. The benefit of the Travel Charge Card is that the employee does not have to use personal resources to pay for business trip expenses. Upon return a  Expense Report  still has to be completed and the balance on the card paid in full with the reimbursement from WSU.

For more information, policies, and forms, see: Card Programs – Travel Charge Cards

Allowable and Unallowable Expenses

Allowable expenses.

Travelers may be reimbursed for the following types of expenses while in travel status via Workday  Create Expense Report process :

LODGING (SEE  BPPM 95.06)

– Reimbursed at the actual cost up to the daily maximum allowable lodging rate in effect at the time of travel for the location.

• Shared venue lodging (i.e. AirBNB, VRBO, etc.) have been classified as commercial lodging facilities per the State and are allowable per  WSU policy as of June 2017 .
• Lodging within 50 miles of the closer of either the traveler’s official residence or official station is not reimbursable.

MEALS (SEE  BPPM 95.06 )

– Reimbursed at the meal rate in effect at the time of travel for the location. Location for overnight trips is based on where the traveler sleeps; for single day trips it is the primary destination.

• No reimbursement for alcohol.
• For single day trips that meet the 11-Hour Rule, all qualified meal reimbursements are taxable. If the  11-Hour  Rule is not met the meals are not reimbursable.
• The cost was included in a registration fee;
• The meal does not comply with dietary decisions for religious or other optional choices; or
• Example: Chose not to attend the reception and dinner at a conference.

TRANSPORTATION (SEE  BPPM 95.07 )

– When available, the tourist-class air fare is the maximum amount that is reimbursed regardless of mode chosen. Price comparisons are required when a different mode is chosen.

• Rental cars are reimbursed at rental cost and actual gas receipts (see  BPPM 95.12 ).
• WSU is not liable for any damage to the vehicle while in travel status.

MISCELLANEOUS EXPENSES ( SEE  BPPM 95.08 )

– Other expenses essential to the transaction of official state business are reimbursable to the traveler.

• Any miscellaneous travel expenses in excess of $50 must be submitted with original receipts.
• If the expense is more than $50 it should be purchased through standard purchasing channels.

CONFERENCE REGISTRATION FEES

– Reimbursed at actual cost.

DEFINED MEAL PERIOD

UNALLOWABLE EXPENSES

Personal expenses and those not essential to the transaction of official state business are not reimbursable. The following is a non-exhaustive list of expenses that are not reimbursable:

• Duty station parking
• Trip/health/travel insurance
• Medical/hospital services
• Shipping charges for any personal items
• Room service
• Any expense paid with miles/points/bitcoins
• Itinerary changes without a business purpose (i.e. change/cancellation fees, etc.)
• Expenses/fees due to negligence of the traveler (i.e. fines or parking tickets, locksmith, missed flight, etc.)
• Personal entertainment expenses, including transportation to and from the location
• Bellhop services
• Valet parking, unless it is required
• Cash paid to other traveler
• Airline club membership and fees
• Spouse/dependent expenses without a bona fide business purpose
• Fuel for personally owned vehicles
• Tolls associated with the use of high occupancy toll (HOT) lanes or associated with daily commute
• Claims associated with rental car damage when renter did not use WSU’s state contract and opted out of the loss damage coverage

Note: There may be additional restrictions based on the funding source as well.

Policy Updates

Late travel related reimbursements.

WSU follows an accountable plan, as outlined in  IRS regulation 463 . In order to meet the accountable plan per the IRS, the following three conditions must be met:

• The trip purpose on the Expense Report is needed to document this, along with an audit of the expenses and whether they are essential to the transaction of official state business. Our team will request additional information if the business purpose of the expense is unclear.
• The IRS has defined the reasonable time being within  60 days  from when the expenses are paid or incurred. WSU will use the trip end date and the date the claimant signed the Expense Report to determine if this requirement is met.
• The IRS has defined the reasonable time being within  120 days  after the expense was paid or incurred. WSU will use the date the excess reimbursement or the advance was paid to the employee to determine if this requirement is met.

Note:  If these conditions are not met, the applicable amount will be reported to Payroll Services and payroll taxes deducted from the WSU employee’s paycheck. The applicable amounts will be reported as additional taxable income in box 1 of their W-2.

PER DIEM MEAL RATES (SINGLE DAY TRIPS & OVERNIGHT TRIPS)

• For  single day trips  use the primary location of the trip.
• For  overnight trips,   IRS publication 463  requires all meals to be reimbursed at the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep.
• Breakfast: 7 am thru 9 am
• Lunch: 12 pm thru 2 pm
• Dinner: 5 pm thru 7 pm

11-HOUR RULE

For non-overnight travel assignments (single day trips), a traveler may be reimbursed for meal expenses when the traveler has been in travel status for at least eleven hours.  If the 11-Hour Rule ( SAAM 10.40.50.b ) is not met, meals are not reimbursable. For non-overnight travel assignments, meal payments that are a fringe benefit are taxable on the traveler’s W2.

Helpful Resources

The following documents are helpful resources for travelers and administrators. These should be reviewed prior to traveling, or authorizing travel. Keep in mind policies change regularly and it is advised to review them periodically to ensure you are aware of updated information.

• No Cost Spend Authorizations  (Travel being paid for by separate entity—Department/Program retains this document)
• TSA Traveler Information
• OANDA Currency Converter
• Travel Bans  (PDF format)
• Mileage Calculator

WHAT CAN I DO IF I LOST MY RECEIPTS?

Complete an  Affidavit of Lost Receipt  when a receipt is lost or inadequate. The receipt is inadequate if it does not properly show detailed information of the expense, including date and time, location, vendor, amount, and that the expense had been paid in full.  Lodging and airfare that is submitted with an Affidavit of Lost Receipt will also need to have a bank statement or other proof of payment submitted along with the request.

WHAT PERSONALLY PAID TRAVEL EXPENSES CAN BE REIMBURSED PRIOR TO TRAVELING?

Reimbursements for expenses incurred prior to the trip are not allowed per state policy. If the traveler meets the travel advance requirements they can be issued an advance to defray the costs expected to be incurred for the trip. Our policy states a traveler must:

• Be an employee;
• In travel status for more than 14 days; and
• Have no outstanding advances

WSU policy also states that the traveler cannot receive the advance more than 30 days prior to the trip start date.  If the request is outside of state policy (i.e. for a student, more than 30 days prior to the trip start date, or for airfare) the advance would have to be issued on 17A funds. Advances are then cleared upon returning from the trip via a TEV substantiating the expenses.

WHERE CAN I FIND TRAINING MATERIALS ON THE WORKDAY SYSTEM?

Access training materials on the  Workday Knowledge base  website. Here you search for your specific inquires.

CAN I USE MY TRAVEL CARD TO MAKE PERSONAL PURCHASES?

The University maintains a  zero tolerance  policy for any personal usage of University Travel Charge Cards.  Because the card is issued by Washington State University for University business travel expenses, the University may cancel the card account for misuse and/or payment delinquency.

AM I ALLOWED TO HAVE A WSU STUDENT’S LODGING DIRECT BILLED TO WSU?  WHAT IF THE STUDENT ALSO HAS AN HOURLY POSITION?

Yes. Students traveling on behalf of WSU can have their lodging direct billed regardless of whether they have a hourly position.  The student’s department is responsible for making the arrangements.

IF I AM TRAVELING AND HAVE PERSONAL AUTOMOBILE TROUBLE, WILL WSU REIMBURSE ME FOR GETTING MY CAR FIXED?

WSU is not responsible for repairs to personal automobiles. The POV mileage rate that individuals are reimbursed at factors in the cost of owning and operating a vehicle, which includes maintenance and personal insurance as that is the primary coverage when choosing to travel via POV.

MAY I USE THE GOVERNMENT RATE OFFERED BY HOTELS WHEN I AM NOT TRAVELING ON BUSINESS?

If the rate is offered to all government employees, whether or not they are on official business, then yes.  If the hotel requires you to be on official business, then you cannot accept the government rate.  To do so would be to use your official position to secure a special privilege.  Reference:   WA State Ethics Board

DOES WSU HAVE INTERNATIONAL TRAVEL INSURANCE THAT INCLUDES MEDICAL EVACUATION?

WSU has coverage for faculty and staff who travel to foreign lands, with information found in the  Program Summary  and on the  Risk Management  site. If additional information is needed contact the WSU Risk Manager to get answers to specific questions. For the plan for students and their travel coverage contact  International Programs .

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Feeling the Coug spirit yet? Check out these videos to see more of WSU Pullman.

Considerations for international travel

Essential information for travelers.

The Office of International Programs provides information about the following:

• Obtaining passports and visas
• Health and safety when traveling abroad
• International Travel Registry: Free online system that documents international travel plans for WSU students, scholars, faculty, and staff who travel outside the U.S. for WSU-related, not-for-credit activities.

Export control laws

Are you taking project information and equipment with you, such as computers. software, or other tools? Steps may be necessary to comply with export control laws. Complete the export controls decision tree to determine what measures are needed for compliance.

Sponsor approval

Do you need written approval from your sponsor before traveling to another country? Check with the Office of Research Support and Operations  coordinator to determine if sponsor approval is necessary.

Medical coverage while you are overseas

WSU has contracted with On Call International to provide emergency and non-emergency related services and benefits while WSU employees are traveling internationally. On Call International responds to critical medical or safety emergencies and can also help you resolve non-critical day-to-day travel issues. Additional information about these services is available at On Call’s WSU Searchlight Portal. The group ID is 100061CPPD16.

Guidance when traveling with technology

WSU strongly recommends that the baseline precautions outlined here are adhered to during international travel to reduce risk to yourself and to the University.

Prior to traveling, determine if the U.S. Department of State has issued a travel advisory for the country that you are planning to travel to. The article that is most relevant to guide your travel preparations will depend on the country to which you are traveling.

Please see WSU Information Technology Services Security Tips for International Travel for additional information. If you have questions about this information, please contact your local IT support personnel.

Traveling with technology: general guidance

Faculty, students, and staff who are involved in international travel should always use general precautions to protect themselves and their technology.

Traveling with technology: countries with travel advisories guidance

Extra precautions are advised if the U.S. Department of State has issued a travel advisory for the country that you are planning to travel to.

The Fly America Act

The Fly America Act is a federal regulation stating that any foreign air travel financed by federal funds must be booked on U.S. air carriers, regardless of cost or convenience. The principal investigator (PI) or his/her designee is responsible for ensuring that all air travel charged to federal-funded accounts are in compliance with this regulation.

Compliance with the Fly America Act is the responsibility of each traveler. Before making arrangements for air travel through the University, the traveler should investigate the funding type and, ensure the booking is in accordance with any requirements or restrictions.

For additional information, please click here . If you have any questions, please contact WSU IP .

• Washington State University
• CAHNRS Finance & Administration
• CAHNRS Contracts
• Personnel/Payroll
• Staff Directory

Need help with your travel? We are available via email, zoom, phone, or come visit us in Hulbert Hall 305.

Before Travel

What do i need before i begin my travel, out-of-state, you will need to submit a spend authorization. , what you need to fill out the spend authorization (pdf.), foreign travel, you will need to submit a spend authorization and have additional requirements completed., additional requirements for foreign travel:.

• International Travel Required – Additional Detail (PDF ) – Filled out and emailed to Travel for Dean’s approval
• Dean’s Approval

What you need to fill out the spend authorization (PDF)

No spend authorization is needed., if you are traveling within washington as an employee, a spend authorization does not need to be completed. please see wsu’s bppm 95.01 for further detailed information., once you complete your travel, you will create an expense report., after travel, what do i need after my travel is complete, expense report, here is a helpful list of what you’ll need to fill out the expense report:.

• What you need to fill out the Expense Report (PDF.)
• Tutorials available

To avoid tax implications, please submit an Expense Report within 60 days after the travel is completed.

When i create a new expense report from spend authorization, do i need to click on the final expense report box a: yes, this helps close out the spend authorization attached to the expense report and releases encumbered estimates not spent., find expense report, find expense report by searching in workday: my expense reports, find spend authorization, find spend authorization by searching in workday: my spend authorizations, global travel contact information, global travel.

If you need support from the Global Travel Agency, their online office is open Monday – Friday, 8 a.m. to 6 p.m. Mountain Time. They can be reached at 800 548-2202 or at the direct line 208 387-1000, or by email to their Corporate Department .

Global Travel Team:

• Janice Meyers
• Jill Huffman
• Shelbi Hoffman

Global Travel website

Concur Website

Concur contact: Judy Karrels – 208-387-1112

Information on Ground Transport

Motor pool vs. personal vehicle usage.

BPPM 95.11 Normally, the use of a privately-owned motor vehicle is based upon University-related requirements rather than the personal preference or convenience of the traveler. A WSU traveler may use a privately-owned motor vehicle for official University travel when: A Motor Pool vehicle is not available, or It is more advantageous or economical to the University to use a privately-owned vehicle than a Motor Pool vehicle as determined by the approving administrator.

• Mileage Rates (PDF)
• National Car Rental
• Enterprise Rent-A-Car
• Motorpool Vehicle Procedure

International Travel Resources

• Foreign Per Deim
• Currency Converter
• WSU International Travel Insurance

NIMSS Multi-State Travel Information

Multi-state travel policies memo.

For more information, please contact:

Ellen Yeates

509-335-4563

[email protected]

Per Diem Rate by State

Per diem – by state, travel & covid restrictions, resource: cdc – travel, travel policies & procedures, bppm 95 – travel, travel tips.

• See the FAQ to know which type of purchasing card can be used for different travel expenses.
• Lodging – The arrival Date needs to match the Expense Line Date (Arrival when you arrived and Departure when you left)
• Meals – The departure Date needs to match the Expense Line Date (Departure when you started to travel and arrival when you came back)
• Meals – Provided means you provide yourself with a meal.
• Grant Award Line End Dates – Be aware of end dates and what is the most updated grant worktag to be used for your travel needs.
• Mileage reimbursement – Remember to provide the departure & destination locations noted in the memo line. A screenshot from google maps works very well to help verify mileage.

Workday Budget-Project Crosswalk

Wsu central travel division – webpage, wsu travel division, announcements, did you know.., new mileage rate is 0.67 per mile starting january 1st, 2024., updated per diem & mileage rates in wa state: (pdf).

As of October 1st, 2023, there are new per diem rates posted for WA State. POV Mileage Rate updated as of January 1st, 2024.

Motor Pool Procedure for CAHNRS Travelers

With the implementation of Workday, there has been some confusion about how the Motor Pool process works for CAHNRS travelers. The CAHNRS Travel Team will continue to facilitate the reservation process for vehicles as we…

Travel Process in Workday

Ever wonder what happens to with your travel reports in Workday? Here’s a chart to help see the process for both employees and non-employees in Workday.

Travel Process in Workday (PDF)

Step-by-Step Guides:

Spend Authorizations (Create, Approve, Change, Close/Cancel)

Expense Reports (Create, Approve, Change, Close/Cancel)

• BPPM Lodging Exception Rules (PDF) – When over Per Diem
• International Travel – Required Additional Detail (PDF)
• Mileage Log (Excel)
• Motor Pool Request (PDF)
• No Cost Spend Authorization (PDF)
• Travel Affidavit of Lost Receipt (PDF)
• Spend Authorization – ECM (PDF) – Travel
• Expense Report ECM (PDF) – Travel
• Expense Report ECM (PDF) – Confirming Reimbursement

Once filled out, please submit requests to [email protected]

Frequently Asked Questions

Are you using the right card, the preferred method of payment for air, rail, or bus fare is the department’s cta, also known as the central travel account. (see bppm 95.04 ), not sure if your department has a cta card check with the travel team: [email protected].

• You must have an approved Spend Authorization submitted in Workday prior to purchasing airfare.
• By using the CTA card, you do not have to carry the balance of the purchase on a personal credit card.
• Departments/Programs are eligible to accrue reward miles for future travel.
• Many departments also use Concur (Global Travel’s online booking tool for WSU) so travelers can schedule their own flights.

Traveler Personal Credit Card – A personal credit card may be used to purchase airfare

• Traveler cannot seek reimbursement for the purchase until after the travel has been completed.
• Payments prior to a trip are considered an advance per the State, so they are not allowed to be reimbursed until after the trip. Advances for airfare are prohibited per the State.

WSU Travel Card – University travelers are to use the Travel Charge Card for business-related travel and entertainment expenses as defined in the University travel policies. (See BPPM Chapter 95 ) University travelers should not charge any expenses on the travel card that are not reimbursable by WSU.

• The individual cardholder is personally responsible for paying all charges on the card by the statement due date. The account is not a revolving credit account. Partial monthly payments are not permitted. Any late fees incurred are the sole responsibility of the cardholder.
• If choosing to purchase airfare in advance it is the responsibility of the cardholder to pay the balance of the card in full regardless of whether the travel has been completed or not.
• Prohibited purchases include any personal items and any non-official travel related expenditures.
• If the traveler will not be getting directly reimbursed for the expenses via an Expense Report, then the Travel Charge Card is not an acceptable form of payment.

Do I need to do a Spend Authorization?

Before you start travel: spend authorizations are only required for out of state or foreign travel. if you are traveling within washington as an employee, a spend authorization does not need to be completed. please see wsu’s bppm 95.01 for further detailed information., how do i cancel my spend authorization, here’s a quick how-to:.

How to cancel a spend authorization? (PDF)

For an expense report, you would follow similar steps to cancel.

What are the current COVID restrictions for travel?

The cdc travel page shares updated travel information for domestic and international travel., where do i find current per diem rates, the u.s. general services administration page for per diem rates, you’ll find rates for lodging and meals. the map on the page also shows per diem rates for other countries as well., where do i find my expense report or spend authorization i created in workday, you can find your spend authorizations or expense reports in workday by searching:.

• My Spend Authorizations
• My Expense Reports

Where do I find the Motor Pool Request form?

On our travel page, under forms -> other forms -> motor pool request, what mileage can i claim as reimbursable, wsu’s business policies and procedures manual 95 for travel offers information about what mileage is reimbursable., travel mileage (pdf), we also offer a mileage log (excel) that can be filled out every month as well. reminder – departure & destination locations should be noted., how long does it take to be reimbursed, once you see that your expense report is with the expense partner, this is wsu central travel. it will go through the final review. it takes about 10 business days for payment to be issued out once the funding manager approves not when the expense report is submitted. review the travel process in workday pdf under travel tips., is there a minimum for travel/cash advances for non-employee students or grad students, no there is no minimum, they just can not go over per diem meals and lodging for the days they have gone, but they can request less., who can request a travel/cash advance, reference – bppm 95.05, faculty and staff employees can request travel/cash advances only if they will be in travel status for no less than 15 days., nonemployee students and graduate students (even if on paid assistantships or appointments) are able to request a travel/cash advance even if in travel status for less than 15 days., guarantee for advance of funds to non-employee students, university policy limits cash or travel advances to faculty and staff employees only. the responsible dean or director may request an exception to the travel advance policy in order to advance funds to a non-employee student., to ensure payment to the university in the event the recipient defaults in accounting for and/or returning the funds, the dean or director completes and signs a guarantee for advance of funds to non-employee student certification form. the dean or director enters the applicable worktags of the gift account that is to support any outstanding balance of funds., the dean or director must attach the certification form to the spend authorization in workday., amount of advance, according to the bppm 95.05 under amount of advance:, the best practice is to avoid advancing the traveler more than they will spend. it is recommended that the advance amount be no more than the total per diem allowance for the number of days in travel status., travel to phoenix, az from 3/1/18 through 3/17/18.

If the daily per diem allowance is: $174 (lodging) + $59 ( meals and incidentals) = $233. We will take the number of days in travel status: 16 and multiple our daily allowance total by 16 to attain out Total Advance amount ($233 x 16) = $3728.

Returning advances: (bppm 95.20), any unexpended portion of a travel advance must be returned to wsu at the close of the authorized travel period. (saam 10.80.60)(pdf), a university employee who does not repay an advance is considered to be in default. the university may withhold amounts due from the employee’s salary or wages., how do i get international travel insurance with wsu, wsu compliance and risk management – international travel is where you can find the information on international travel insurance..

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• For Sponsoring Agencies
• For Sponsored Students
• Where to Send Document Requests
• Student Resources Outside the Classroom
• Travel Outside the US
• Leaving WSU
• Leave of Absence
• Transferring Out of WSU
• Employment Eligibility for International Students
• Employment Rules for On-campus Students
• Leverage Your Education Abroad
• Workshops and Training
• Taxes for Students and Scholars
• Yang “Wendy” Liu Award for Excellence in Teaching
• International Students’ Council
• Student Organizations
• Peer Mentors
• Meet The Mentors
• Campus Friends
• Engage the World Program
• Friends and Family Program
• Community Involvement
• Meet the IC Interns
• IC Internships

Future Students

Imagine yourself in one of the top academic programs in the united states….

When you begin your journey at Washington State University, you can find the extraordinary – from our spirited and supportive Cougar community to our safe, beautiful, and diverse locations.

Yes, it’s possible: You can be a Coug!

Imagine your possibilities as a #FutureCoug!

Go for it: Earn a world-class degree at WSU!

The Carnegie Foundation recognizes us as a Tier 1 Research University with fieldwork, lab research, and creative projects!

We offer many options to learn and succeed : 200+ undergraduate fields of study, and nearly 150 graduate and professional degree programs!

The US News & World Report ranked us as the 88th Top Public School , 101st Best Value School , and 179th National University in 2022!

We provide 38 STEM programs, 100 in-major specializations, and various opportunities for research and internships !

Experience what makes WSU extraordinary!

“Studying Academic English has been one of the greatest experiences in my life. When I came to the U.S., I did not speak any English. That was so frustrating, but my teachers have done a great job.” Mauricio Cifuentes-Soto, Colombia

“I chose WSU because of its location in a very safe town. WSU provides me so many opportunities to improve myself in the classroom and through voluntary activities. it will always be a home to every Cougar!” Zichen Fan, China

I am amazed about how the International Programs staff at WSU are amicable and always ready to help. I made the best choice of school to study, and I will be forever grateful. Go Cougs!” Stephen Onayemi, Nigeria

Start Your Journey with WSU

WSU’s Commitment to Non-Discrimination

WSU does not discriminate and prohibits discrimination on the basis of sex, race, color, national origin, disability, age, religion, creed, genetic information, marital status, protected veteran/military status, or immigration or citizenship status in any education program or activity that it operates complaint with Title IX and other civil rights laws and regulations. Inquiries regarding Title IX, ADA, or other civil rights laws, as well as reports of discrimination can be directed to the Compliance and Civil Rights , WSU ADA Coordinator , or WSU Title IX Coordinator . More information on WSU’s policies and procedures to respond to discrimination and harassment are available here: Nondiscrimination statement .

Follow WSU International Admissions!

Travel Planning

Travel Advisory

Please be aware of weather conditions and increased travel times while en route to Pullman. Visit the Washington State Department of Transportation (WSDOT) Travel Alerts website for updates to inform your travel plans.

Getting to Pullman

By car (approx. drive times).

• Spokane – 90 minutes
• Seattle – 5 hours
• Portland – 6 hours
• Tri-Cities – 2.5 hours
• Greyhound: 800-231-2222
• Northwest Trailways: 509-839-4029
• Wheatland Express: 509-334-2200
• Pullman-Moscow Regional Airport (PUW) – 2.5 miles from campus
• Lewiston-Nez Perce County Regional Airport (LWS) – 36 miles from campus
• Spokane International Airport (GEG) – 80 miles from Campus

On Campus & Around Town

• The WSU Visitor Center is a one-stop resource for all the information you’ll need about navigating campus and the town of Pullman.
• Things to do on campus & in town
• Pullman campus map

Parking Permits

Parking permits will be available for you prior to your arrival on campus. Your pre-arrival email, which will be sent one day prior to your orientation program, will have detailed instructions. Please contact WSU Transportation Services if you have any questions: 509-335-PARK (7275) or [email protected] .

What to Pack

Students attending summer orientation will be housed in one of our residence halls. You will be provided with bed sheets, a blanket, pillow, pillowcase, towels, and washcloths. The key is to pack light. Here is a short list of items to consider bringing to orientation:

• Comfortable and weather-appropriate walking shoes
• Small backpack for your daily items
• You are encouraged to bring a bigger towel if needed
• Basic toiletries (i.e. toothbrush, toothpaste, deodorant, hair dryer etc)
• Weather appropriate clothing and pajamas
• Gym/Swimming attire
• Spending money
• Mobile phone and charger
• Refillable water bottle
• Any medication you normally take (if applicable)

Please check the weather forecast a couple of days before so you can pack accordingly. 

For Students

Make sure to have with you:

• Identification card/photo ID
• WSU ID number and network ID
• Documentation of any credit by exam (AP, IB, Cambridge, CLEP)

If you have taken any college courses:

• Bring current college/university transcripts (unofficial is ok) for any college-level coursework in-progress or completed.
• Contact the Transfer Center at [email protected] or call 509-335-8704 if you have any questions.

For Guests Attending with You

• Bring a small backpack. Even if you’re packing light, you’ll pick up materials during the program that you’ll need to carry.
• Wear comfortable and weather-appropriate walking shoes. Everyone will be walking a lot during New Coug Orientation, and just about everything on campus is uphill both ways.
• Bring a refillable water bottle and snacks.
• Bring extra spending cash/money for the bookstore, ice cream, etc.

Lodging & Meals

On-campus meals are provided during orientation programs.

Students will stay in a residence hall during summer orientation programs.

Lodging is not provided for Spring New Coug Orientation (in January) or Fall New Coug Orientation (in August). SIf you are attending orientation in the Spring or Fall, be prepared to move directly into your residence hall or apartment for the semester.

For Families & Supporters

On-campus lodging is not offered for guests at New Coug Orientation. For local accommodations please look at our Travel Guide .

Travel procedures

Export control regulations may impose travel restrictions.

Washington State University faculty and staff often find themselves traveling internationally to conduct research, meet with a collaborator, attend a conference, or present research findings. In general, travel to most countries isn’t a concern. In some cases, though, you may need to obtain an export license or license exception before your trip. Certain destinations, items, and activities are either restricted or forbidden.

Ask yourself the following questions

Where are you going.

Are you planning to go to an embargoed or sanctioned country? The Office of Foreign Assets Control (OFAC) administers economic and trade sanctions that can restrict transactions or travel, or require a license prior to travel or conducting business with an individual or entity.

For a listing of current sanctions please see the OFAC Sanctions List s.

What are you taking with you?

Are you taking an item or technology that is found on either the United States Munitions List (USML) or Commerce Control List (CCL) ?

Any item, technology, or service subject to the USML requires a license to be exported.

For items subject to the CCL, a license exception may be available depending on the item and destination or you may have to apply for a license prior to export.

The two most commonly used license exceptions when traveling outside the U.S. are license exceptions BAG and TMP.

• License exception BAG ( EAR 740.14 ) authorizes temporary export of personal items such as a cell phone or laptop to any country except Cuba, North Korea, Iran, Sudan, or Syria. This exception allows the item to be used for personal use of the individual or use by your immediate family members only.
• The item(s) will be returned to the U.S. within one year
• The item(s) must remain under effective control. This means the item must be in your physical possession or must be maintained in a secured environment, such as a hotel safe or a locked or guarded facility.
• Allows travel to any country except Cuba, North Korea, Iran, Sudan, and Syria.

Who will you be interacting with and what will you be sharing?

Do you know if the foreign colleague or entity whom you plan to engage with is sanctioned or a specially designated entity or individual?

Prior to entering into a foreign collaboration, please request a restricted party screening . This screening will help to vet out potentially restricted entities and individuals.

When attending a meeting, conference, or meeting with a foreign research collaborator, it is important to remember that you can only share data or information that has been published, or is publicly available, or that falls within the fundamental research exclusion. Be diligent not to discuss any proprietary, unpublished, or export-restricted data or information.

Additional Resources

WSU International Programs (Students Only)

WSU International Travel (for employees)

• Search for:

Murrow Global Expeditions

Have you ever wanted an opportunity to study abroad? Do you have a passion for learning outside the boundaries? The Murrow Global Expedition program may be for you!

APPLICATION DEADLINE FOR GREECE PROGRAM

Applications must be completed by midnight of  Feb. 1, 2024 .

APPLICATION HERE

APPLICATION DEADLINE FOR Italy PROGRAM

Storytelling In Greece: May 12 – June 1, 2024

The Edward R. Murrow College of Communication is extending its footprint of global cultural learning and giving communication students a chance to gain valuable international field practice and experience. The “Storytelling in Greece – Murrow Abroad” program offers a month-long faculty-led Summer Semester 2024 program in Greece with two core courses of digital media PR strategy and Multimedia Storytelling. Storytelling in Greece gives students an opportunity to seek, find, and feature the human-interest and historical stories that interest them and their own public audiences. It is customized to provide a mix of culture and real-life business scenarios for at least 15 and up to 20 communication students in May & June 2022. The program is open to all Murrow majors, and provides a practical hands-on approach within both Strategic Communication and Journalism and Media Production courses. Greece is at the crossroads of Western influence and Middle-eastern strife. For this country known for its hospitality, storytelling and brand promotion opportunities are everywhere. Digital video and strategic public relations campaigns can be aligned to help local businesses and community groups following a barrage of recent economic and social influences. Group excursions round out the experience, bridging must-see antiquities and landmarks with the beauty of Byzantine-period monasteries and modern-day life on the seashore. Coupled with one-on-one client engagement meetings and service projects, this immersive study program helps students to come to know the Greek way of life and how to conduct business communication on behalf of these enterprises far more than what the classroom can do alone. Support for classroom and living arrangements are arranged through local partnerships to help students get to and from class efficiently and take in the heart of life within modern Thessaloniki and Athens.

This 3-week study-abroad program offers students the opportunity to complete courses (six credits total) while creating journalistic and strategic communications work for Greek organizations throughout the country. Storytelling in Greece is designed to provide a mix of culture, real-life business experience, and opportunities for multimedia production in an extraordinary setting.

FOR MORE INFORMATION

Justin Barnes – [email protected] Tracy Simmons – [email protected]

Multimedia Content Creation & Diversity, Equity, and Inclusion in an Italian Context: May 18 – June 8, 2024

Immerse yourself in the vibrant heart of Italy during the captivating 3-week study abroad program in Florence. Presented by The Edward R. Murrow College of Communication, this educational adventure blends academic exploration with real-world experience, fostering a profound appreciation for communication strategy and cultural diversity. Program highlights:

• As a participant, you will engage with regional businesses and their representatives, gaining insights into how they integrate communication strategies while upholding principles of diversity, equity, and inclusion.
• Expert speakers from local businesses, agencies, and universities will share their knowledge, providing you with an invaluable perspective on effective communication practices in a global context. Alongside your academic pursuits, you’ll embark on a cultural expedition that includes a journey to historical Rome and the Vatican.
• The program is designed to blend learning with exploration. You’ll stand face-to-face with iconic artifacts like the timeless statue of David and the grandeur of the Colosseum. While delving into the creation of digital content, you’ll also venture into local businesses, contrasting processes and procedures with those in the US, expanding your comprehension of international communication dynamics.
• Your experience will extend beyond business settings, as you indulge in the rich tapestry of Italian culture. Discover the secrets behind the historical coffee-making industry, witness the artistry of balsamic vinegar production, and savor the essence of local cuisine during a tantalizing biscuits tour and tasting.
• No exploration of Florence is complete without experiencing its culinary delights. Delight your palate with the finest pasta, pizza, and cappuccino you’ve ever experienced. Traverse enchanting streets, visit local restaurants, and immerse yourself in the incredible ambiance of espresso bars.

This transformative journey not only equips you with invaluable communication skills but also leaves you with cherished memories of authentic cultural encounters. Step beyond the classroom and into a world where learning and exploration intertwine, shaping you into a culturally adept and globally aware communicator. In this 3-week study abroad program, students are given the opportunity to complete two courses with at least one fulfilling a UCORE requirement: COM 210 Multimedia Content Creation and COMSTRAT 285 Diversity, Equity, and Inclusion in Communication Organizations – dynamic courses that empower students to delve into creativity and DEI principles through both personal and professional spheres. Through real-world projects, students will gain proficiencies in design tools and communication skills while creating portfolio-worthy projects that not only meet industry standards but deepen your comprehension a broader societal application of concepts to effect positive change.

**Perfect for 1 st or 2 nd year undergrads!**

APPLICATION DEADLINE FOR ITALY PROGRAM

Rebecca Cooney [email protected] and Imran Haider [email protected]

Recent Student Work

If you or your guests will be traveling to Pullman for Commencement ceremonies, the following information may help you plan your trip.

Travel and Hotels

Explore how to get to Pullman and where to stay once you arrive.

Parking and Transportation

Find out how to get around Pullman once you arrive.

International Visitors

The following suggestions may help loved ones from outside the U.S. as they apply for a B-2 visitor’s visa at a U.S. consulate or embassy in their home country.

Write a letter of invitation on your visitors’ behalf

Include the following information:

• Purpose of the visit (ex. visit Pullman, Washington for WSU graduation)
• Your relationship to the individuals visiting. Include their full name and date of birth (ex. my father, FIRSTNAME, MIDDLENAME, LASTNAME, Date of birth: January 01, 1970)
• Statement of your status here
• Itinerary detailing travel plans, the length of time they will be visiting, and including the places you will visit.
• Emphasize the temporary nature of the invitation and demonstrate your visitors’ intention to return to their home country following the visit.
• If you will provide financial support while your visitors are here, include that information as well.
• Include an Upon Completion Letter  approved by the Office of the Registrar or The Graduate School.
• Provide details of the Commencement ceremony.

U.S. consulate/embassy locations and application procedures

Review U.S. Department of State  visa information .

Providing your family members with this documentation may improve their chances of obtaining a visa; however, there is no guarantee a visa will be issued. The success of their request for a visa lies in their ability to prove that they have no intention of staying permanently in the U.S. Each application is reviewed independently and supporting documents must come from you as the host.

The Fall 2024 Alaska Airlines Travel Awards Program is now open for applications. The deadline is Monday, August 26, 11:59pm. Please use the link below to submit an application. Please reach out to Lauren Graziano at [email protected] if you have any questions.

Fall 2024 Alaska Airlines Travel Awards Program

Information

As part of Alaska Airlines’ partnership with Washington State University, the company has committed flight credits that have been distributed to WSU students and faculty since 2016.

WSU undergraduate students, graduate students, and faculty traveling to conferences or other professional development opportunities are eligible to apply.

Award Process

An internal panel will review each round of applications. If you receive an award, the review committee will contact you about the process for booking your flights.

Contact  Lauren Graziano  for more information and to apply!

Travel Awards & Conference Preparation

Would you like to travel to a conference to present your research, scholarship, or creative activity? The WSU Office of Undergraduate Research can provide qualified applicants with partial support, as well as guide you to find additional support from other sources.

On This Page

Introduction.

• Which Conference & How Much?

Travel Awards

• Additional Funding
• When to Apply

How to Apply

• Planning a Budget

After Applying

• Requirements for Recipients
• Preparing for the Conference

Why Should You Present Your Research at a Conference?

The opportunity to present your research or creative work to experts in your discipline is exciting. In fact, sharing or disseminating the knowledge you’ve created or validated in your field is essential to the research or creative process. Sharing your work creates the chance for you to network with professionals. It’s also a meaningful accomplishment to add to your resume or vita. However, traveling to a conference costs money. There are funding sources available to help cover your costs and the information on this page will help guide you through steps to find funding, and help prepare you for that professional presentation experience. Read more about disseminating your research on campus and beyond .

Which Conference and How Much?

Which conference should I go to?  Talk to your mentor to determine the best venue and event for your interests and academic needs. With your mentor’s approval, submit your abstract to that conference as early as possible.

What kinds of costs are involved? Costs for traveling to present at a conference often include: poster printing, airfare (or mileage if you are traveling by car), lodging, ground transportation, registration, and food, for example. (See Planning a Budget , below.)

There are many deadlines to pay attention to. Examples of important deadlines include those for registration, abstract or artistic work submission, and travel grant applications from the conference organizer. Start the process early so all deadlines are met and you can get any available early bird discounts and awards.

Back to On This Page

Travel Awards from Our Office

The Office of Undergraduate Research funds travel awards on a competitive basis to qualified students in all majors on the Pullman campus to partially cover the costs of presentation outside of WSU. Disbursement of travel awards from our office is contingent upon actually presenting at a conference. Travel awards range from $300-600 per student, and it is expected that the student’s mentor, department, or college will also commit support for the student’s travel. Applications are accepted year-round; but they must be received at least six (6) weeks before traveling to the conference where you will present. It is our expectation that your expenses will be 100% covered, but you will need to find multiple sources of money to cover all of your expenses. (See Planning a Budget , below.)

When Should I Apply for Travel Awards?

For office of undergraduate research awards.

The earlier you apply, the better. We prefer to receive applications a minimum of six (6) weeks before your anticipated travel to the event.

For External Travel Awards

Many conferences and meetings have travel awards for students. Check your meetings website early in the process for deadlines and applications. It is expected that you will apply for a conference or meeting travel award when such an award is available.

Contact us at [email protected]

Ideas for Additional Funding

• Conference : Check the conference website to see if travel awards are offered to students and, if so, apply for one! You might also be able to volunteer to help at the meeting for a discount—be sure to ask. You can also trim costs if the conference offers a reduced registration fee for students as well as early-bird registration rates if you register before a certain date.
• Mentor : Ask your research mentor for support. They might have funds, and they can also help by requesting funds from the department chair or college dean, or organizations in their discipline.
• Your Department and College : Many department chairs and college deans have access to money donated to support students; this funding can likely be used for travel costs associated with presenting at a meeting.
• Honors College : If you are a student in the WSU Honors College, check with that office about possible financial travel support.
• PNW LSAMP/TMP/McNair/etc. : If you are eligible or affiliated with certain programs at WSU (such as the Pacific Northwest Louis Stokes Alliance for Minority Participation ( LSAMP ), the Team Mentoring Program ( TMP ), the McNair Scholars program , and others) ask the advisor about possible travel assistance.
• The Council for Undergraduate Research (CUR) : A national and non-profit organization, CUR promotes undergraduate research for students in all majors; CUR awards are available to STEM and non-STEM students. Various disciplines within CUR provide travel awards to students, such as biology, psychology, and social sciences.  Also, CUR’s Trimmer Travel Award is specifically designed to fund an Arts & Humanities student’s travel to the World Congress on Undergraduate Research. You can find and explore CUR application details by discipline using the search tool on the CUR website .
• Discipline-specific organizations: If you know the names of such organizations, check websites. Also, ask your mentor for ideas.

Applying for a travel award from the Office of Undergraduate Research

Eligibility requirements:

• Be an undergraduate on the Pullman campus: You must be currently registered as a WSU Pullman student pursuing an undergraduate degree.
• Stay enrolled: Travel to the professional conference must occur during the time you are enrolled. Travel during the summer is allowable as long as you are enrolled in the fall semester following that summer.
• Present at a conference: You must be presenting your research or creative work at the conference or meeting, not just attending it . However, we encourage you to apply for travel funding even before your work has been accepted for presentation so that you are able to start the application process early.
• Provide the required information: Review our online application ahead of time to learn more about the details you will need to apply, including your estimated travel budget , a list of additional funding sources, and details about the professional conference (title, dates, location, website URL, etc.). You must also provide us with updates after submitting your application as your work is accepted to the conference.
• Apply in a timely fashion: You must apply six weeks prior to the anticipated travel date.
• Your mentor, department, or college must have already committed some funds to support your presentation.

Planning a budget

An estimated budget is required as part of the application for Office of Undergraduate Research travel awards. Here’s some guidance on how to prepare one and use it to plan for your conference travel.

• Follow our example: Use the example budget we provide below to prepare the estimated budget that is required in our award application.
• Use it while seeking additional funding: Keep your travel budget at hand while you look for additional funding sources, and compare amounts you raise to the total you anticipate that you will need.
• Keep in touch : Notify us at [email protected] with updates and details, such as when you secure additional funding or when anticipated costs change. Funding sources like us want to know how you are doing toward reaching your budget needs!

Example Conference Travel Budget

(Draft example budget for flying in/out of Spokane to Denver for a conference presentation.)

* Be sure to check for any discounts, such as for early registration, volunteering at the event, etc.

Requirements for Award Recipients

My abstract was accepted and i received a travel award from your office. what are your expectations of me, before the conference:.

• Once you have been notified of acceptance to present at the conference, you must forward the official notification from the conference to [email protected] . We will not allocate or release funds to cover your expenses until our office receives such documentation.
• Be aware that you may need to cover travel costs up front with your own funds until you return to campus and turn them in for reimbursement. So, determine how you want to pay for expenses while traveling. For many meetings, WSU rules allow us to pay registration and air travel up front, but other expenses are covered by you and reimbursed after the meeting. Note: Many hotels place significant holds on payment accounts (especially debit cards), which can unexpectedly reduce the amount available from such an account (such holds can encumber available funds for a few weeks). Check with your mentor to determine what payment method will be right for you.

After the conference:

• After you have attended the conference, you will be required to type a personal thank-you letter to the person who (or organization that) funded your award. We will provide you with instructions for writing a strong, meaningful letter. It must be typed and hand-signed, among other requirements. You will submit this thank-you letter to the Office of Undergraduate Research; we will make sure the appropriate person receives it.
• In the spring following your conference, you will be expected to present your research at the Showcase for Undergraduate Research and Creative Activities (SURCA). We will check to be sure you have submitted your abstract by the SURCA abstract deadline.
• You will also be required to submit receipts and such for your conference-related expenses. Details about reimbursement procedures will be communicated to you.

Prepare for the Conference

• Work with your faculty mentor to prepare your presentation.
• Practice any presentation you expect to deliver.
• If you are presenting a poster, make sure to submit it for printing well in advance of your travel date and double check it days before you leave. This will leave you with adequate time to handle unforeseen problems.
• Look at the conference agenda and identify workshops or sessions that you plan to attend. Some conferences are very large and there are many concurrent sessions. Ask you mentor for suggestions of what to attend.
• Refresh your resume with all of your latest relevant information or accomplishments, and prepare a few copies to take with you.
• Make sure your class material will be covered while you are gone. If necessary, arrange to take exams at your conference or meeting.
• Start a draft thank-you letter to send to your supporters following the conference.
• Plan your travel wardrobe and pack a few days before you leave for the conference.
• Organize important documents and travel information; share your itinerary and contact information with your mentor as well as family and friends.
• Remember to take your poster, violin, artwork, or whatever you need to deliver your presentation!
• Throughout your trip, keep careful receipts as well as written records of your travel expenses.

Business Policies and Procedures Manual Chapter 95: Travel

Travel expense reimbursements.

For more information contact:    Travel Services     509-335-2038

Form: Receipt Affidavit

Employees, students, and other clients of the University are eligible to receive reimbursement for allowable expenses while in travel status conducting official WSU business. Travel status begins when a traveler leaves either their official residence or official station, exclusive of commuting between the two locations, and ends when the individual returns to either location.

Allowable Expenses

Travelers may be reimbursed with the proper documentation for the following types of expenses incurred while in travel status.

Reimbursement for lodging is at actual cost up to the daily maximum allowable lodging rate in effect at the time of travel for the location. Original receipts are required. See BPPM 95.06 .

Reimbursement for meals is at the meal rate in effect at the time of travel for the location. Location for overnight trips is based on where the traveler sleeps; for single day trips it is the primary destination. See BPPM 95.06 and SAAM 10.40.55 .

A department may implement a policy to reimburse meals at actual costs up to per diem for the following types of travelers only:

• Employees doing foreign study abroad
• Academic affiliates

For actual-cost meal reimbursements, the traveler must submit itemized receipts for the meals.

Transportation

See also BPPM 95.07 .

Commercial Airline

Reimbursement for airfare is at actual cost with the original receipt and a copy of the itinerary.

When available, the tourist-class airfare is the maximum amount that is reimbursed regardless of the fare class chosen. Price comparisons are required when a different fare class is chosen.

Reimbursement for rental cars is the rental cost and fuel. Original receipts are required. See BPPM 95.12 .

Privately-Owned Vehicle

Reimbursement for privately-owned vehicles is the applicable mileage rate times the number of miles traveled outside of the traveler’s standard commute. See BPPM 95.11 .

Miscellaneous Expenses

Other expenses essential to the transaction of official state business may be reimbursable to the traveler as follows:

• Any miscellaneous travel expense in excess of $50 must be submitted with original receipts. See BPPM 95.08 regarding reimbursable miscellaneous expenses.
• Any miscellaneous non-travel expense requires a receipt regardless of the amount.

Standard purchasing procedures must be used for supply purchases exceeding $50 plus applicable tax (see BPPM 70.01 ). Reimbursement for such purchases is not allowed on the Expense Report in Workday.

Conference Registration Fees

Reimbursement is at the actual conference registration cost.

Expenses Not Allowed

Personal expenses and those not essential to the transaction of official state business are not reimbursable. See BPPM 95.08 for further information and examples of nonreimbursable expenses.

Note: There may be additional restrictions based on the travel funding source.

Accountable Plan

WSU follows an accountable plan, as outlined in IRS Publication 463, when reimbursing employees (non-employees and students are not subject to the taxation of late reimbursements). In order to meet the IRS’ accountable plan requirements, the following three conditions must be met:

To ensure the expenses are essential to the transaction of official state business, the purpose of the trip is included on the TEV and an audit of all submitted expenses is performed.

The IRS defines reasonable time as being within 60 days from when the expenses are paid or incurred. WSU uses the trip end date and the date the claimant signed the TEV to determine if this requirement is met.

The IRS defines reasonable time as being within 120 days after the expense was paid or incurred. WSU uses the date the excess reimbursement or the advance was paid to the employee to determine if this requirement is met.

If these conditions are not met, the applicable amount is considered taxable income and is reported to Payroll Services. The payroll withholding taxes are then deducted from the employee’s paycheck based on the allowances on their W-4 form. The taxable amounts are reported as additional taxable income in Box 1 of the employee’s W-2 form.

Expense Reimbursements

The Expense Report must be prepared and signed by the claimant in Workday within 60 days of the trip end date. Employees who do not meet this deadline are reimbursed under a nonaccountable plan and the total expenses are reported as additional income with applicable payroll tax withholdings. See Accountable Plan .

Returning Advances

Any unexpended portion of a travel advance must be returned to WSU at the close of the authorized travel period. ( SAAM 10.80.60 )

A University employee who does not repay an advance is considered to be in default. The University may withhold amounts due from the employee’s salary or wages.

Close of Fiscal Year

All outstanding Expense Reports that claim reimbursement or account for travel advances from state accounts must be submitted in Workday to Travel Services by the third working day of July.

Expense Report

Upon completion of a business trip the traveler or an employee assigned with the expense data entry specialist security role prepares an Expense Report in Workday. The Expense Report serves the following purposes:

• To authorize travel and travel-related expenses for employee in-state travel.
• To claim reimbursement for travel and travel-related expenses.
• To report and account for travel advances.
• To account for travel supported by third-parties.

The Expense Report becomes the authority for WSU to reimburse the traveler and is the official record of travel and authorized expenses.

The Expense Report in Workday is used to process travel reimbursements for:

• WSU employees

Note: Travel reimbursements for other types of nonemployees, e.g., speakers, are to be managed using the Create Request business process in Workday, selecting the Payment Request as the request type. (See BPPM 95.01 and 95.25 and the nonservice payment requests subsection of the Workday Create Supplier Invoice Request reference guide for Payment Request instructions.)

Preparing an Expense Report

Each Expense Report includes the expenses for only the claimant unless there is an approved exception on file allowing the traveler to pay for another traveler’s expenses. The Controller’s Office must approve all exceptions.

Receipts and Documentation

The traveler must submit receipts for the following expenses:

• Transportation (i.e., airfare, rental car)
• Allowable miscellaneous travel expenses in excess of $50
• Itemized meal receipts when reimbursed at actual cost
• Miscellaneous supplies of any value
• Allowable laundry and dry cleaning

Note: If a purchase is made using foreign currency, a copy of the the currency conversion rate for the date of the purchase must be attached to the receipt and submitted with the Expense Report.

WSU employees must scan and attach original receipts to the Expense Report to be retained in the Workday system.

The department expense data entry specialist must create an Expense Report to process a travel reimbursement for any candidate, pre-hire, nonemployee student, or academic affiliate. The expense data entry specialist:

• Prints a copy of the Expense Report to obtain the traveler’s signature
• Attaches the signed copy to the Expense Report in Workday; and
• Scans and attaches original receipts to the Expense Report to be retained in the Workday system.

Missing or Inadequate Receipt

If a receipt is unavailable, lost, or inadequate the traveler must attach a completed and signed Receipt Affidavit to the Expense Report routed in Workday to Travel Services. (See the Workday Create Expense Report reference guide for instructions.) After verification, Travel Services may approve reimbursement on an exception basis.

Required Information

Upon returning from a trip, the claimant is responsible for completing the Expense Report or providing the required receipts and information to the department administrator responsible for completing the Expense Report.

See the Workday Create Expense Report reference guide .

Records Retention

Travel services.

Travel Services is responsible for ensuring that scanned images of the receipts and documentation and the Workday version Expense Report are kept in the Workday system for the full retention period of the Expense Report. (See BPPM 90.01 .)

The department submitting scanned receipts with an electronic Expense Report is responsible for retaining the paper originals for the full retention period of the Expense Report (see BPPM 90.01 ). The department is to ensure that a given receipt is not submitted for reimbursement more than once.

Note: A department may retain scanned receipt images as the originals, in place of the paper receipts, if the department is able to ensure that the scanner used produces images that meet state records management requirements. See BPPM 90.21 for further information regarding imaging University records and a link to the state requirements.

_______________________ Revisions:   Jan. 2021 (Rev. 560 ); Jan. 2019 (Rev. 525 ); Nov. 2016 (Rev. 482 ); Aug. 2016 (Rev. 475 ); Dec. 2014 (Rev. 443); Aug. 2013 (Rev. 416); Jan. 2013 (Rev. 409); Oct. 2012 (Rev. 404); July 2010 (Rev. 363); Sept. 2008 (Rev. 328); Apr. 2005 (Rev. 259); Mar. 2005 (Rev. 258); Jan. 2005 (Rev. 254); Oct. 2004 (Rev. 249); Aug. 2000 (Rev. 168); Sept. 1998 (Rev. 126); Jan. 1996 (Rev. 98); July 1992 (Rev. 89); Oct. 1989 (Rev. 78); Dec. 1988 (Rev. 73); Aug. 1987 (Rev. 68); Mar. 1985 (Rev. 59); May 1981 (Rev. 43); Nov. 1980 (Rev. 41); Mar. 1979 (Rev. 31); Jan. 1979 (Rev. 30); Apr. 1978 (Rev. 25); Feb. 1978 (Rev. 24); June 1977 – new policy (Rev. 19).

Browse travel information that our team has compiled. If you have any questions, please contact us .

How-To’s

• The process of requesting your Spend Authorization (SA) is still the same and an approved SA must be acquired before booking your ticket via the below steps. Once the charges have been posted to our travel credit card, your ticket will be charged to the budget that is listed on your approved SA for the trip.
• To book airline travel, go to www.globaltrav.com , click the ‘Corporate’ tab and select ‘ Corporate Travel Request ’ . This is the preferred way for booking to allow for quicker response.
• To make booking travel quicker, please go to www.globaltrav.com , click the ‘Corporate’ tab on and select ‘ Business Traveler Profile ’ . Fill in the requested information and hit submit (you only have to do this step once). Your information will also be automatically saved to a profile and will pull up each time you need to book.
• If you need to contact someone at Global Travel, our point person is Jill Huffman , [email protected] , 509-332-1212 extension 2121.

Travel: A Step by Step Guide

• For CAHNRS employees traveling outside of the United States, the following form must be submitted along with your spend authorization: Required additional detail for International Travel
• Video: Find Spend Authorization

Video: Create Spend Authorization

• Book travel as applicable. Contact Global Travel (see Airline travel through Global Travel FAQ above).
• Travel (retain receipts as needed).
• Video: Find Expense Report
• Video: Create Expense Report

Multi-State Travel Policies Memo

For more information please contact:

Ellen Yeates 509-335-4563 [email protected]

Request a Travel Reimbursement

Video: Create Expense Report – Travel

• Video: Expense Line – Lodging
• Video: Expense Line – Airfare
• Video: Expense Line – Mileage
• Video: Expense Line – Meals (coming soon)
• Video: Expense Line – Other

International Travel Resources

• Form: Required additional detail for International Travel
• Foreign Per Diem
• Currency Converter

Find Information on Ground Transportation

• Mileage Rates
• National Car Rental
• Enterprise Rent-A-Car
• Motorpool Vehicle Request

Motor Pool vs. Personal Vehicle Usage

BPPM 95.11 —Normally, the use of a privately-owned motor vehicle is based upon University-related requirements rather than the personal preference or convenience of the traveler.

A WSU traveler may use a privately-owned motor vehicle for official University travel when:

• A Motor Pool vehicle is not available.
• It is more advantageous or economical to the University to use a privately-owned vehicle than a Motor Pool vehicle as determined by the approving administrator.
• Video: Expense Line – Meals (Coming Soon)

Video: Create Expense Report – Confirming Reimbursement

• Video: Expense Line – Confirming Reimbursement (coming soon)

Spend Authorization – Travel

• Once filled out, please submit to [email protected] for request processing.
• Email must include Workday funding information provided by WSU contact.

Expense Report – Travel

Expense Report – Confirming Reimbursement

Frequently Asked Questions

Spend Authorizations are only required for out of state or foreign travel. If you are traveling within Washington as an employee, a Spend Authorization does NOT need to be completed.

Refer to WSU BPPM 95.01 for further detailed information.

• Click the three dots to expand.
• Click the Spend Authorization Number.
• Click on the three dots to expand the menu.
• Under Actions , click Spend Authorization .
• Click Cancel .

How to cancel a spend authorization? (PDF)

For an expense report, you would follow similar steps to cancel.

You can find Spend Authorizations or Expense Reports in Workday by searching for:

• My Spend Authorizations
• My Expense Reports

WSU Business Policies and Procedures Manual Chapter 95: Travel offers information about what mileage is reimbursable.

Travel Mileage (PDF)

CAHNRS also offers a mileage log (xlsx) that can be filled out every month as well. Please remember that both departure & destination locations should be noted.

Once you see that your Expense Report is with the Expense Partner (WSU Central Travel) it will go through the final review. It takes about 10-15 business days for payment to be issued after approval by the funding manager , not when the Expense Report is submitted.

See also Travel Process in Workday (PDF)

• Required additional detail for International Travel (pdf)

Travel Policies and Procedures

• Lodging Exception Rules (pdf)
• WSU Travel Services
• Per Diem (by state)
• Travel Affidavit of Lost Receipt (pdf)
• Mileage Reimbursement Rates
• Mileage Log (xlsx)
• Workday: Budget-Project Crosswalk
• Workday Travel Tips (pdf)
• Common Expense Report Errors (pdf)
• Travel Process in Workday (Flow Chart) (pdf)

Announcements

• New Requirement for Conference Travel Expense Reimbursement

There are no upcoming events at this time.

Contact Information

Csanr, mount vernon & puyallup.

• Faculty & Staff

The ISS physical office will be closed August 19-30. Read more.

Helpful Tips for New International Students

Starting your studies in the U.S. as an international student is super exciting, but it can also feel a bit overwhelming. To help make your transition smoother, we’ve put together some essential steps and tips for you.

Pay the I-901 SEVIS Fee

Before you head to the U.S., don’t forget to pay the I-901 SEVIS Fee. It’s a required fee, and not paying it can create problems with your immigration status. You can pay it online at the FMJfee website and make sure to keep the receipt—you might need it when you arrive.

Get Ready for Arrival

As your departure date approaches, it’s time to get ready for your arrival in the U.S. Remember, you can’t enter the country more than 30 days before your program starts. Make sure you have the following with you:

• F or J visa (except Canadians)
• I-20 (F-1) or DS-2019 (J-1)
• I-901 Fee Receipt

We also recommend you bring your class schedule and proof of financial resources just in case. If you run into any issues at the border, the CBP office can call our office.

Check In After You Arrive

After entering the U.S., you need to complete your immigration check-in. This step is required by the U.S. government and confirms your arrival and enrollment at the UW. To check in, log into your MyISSS portal and find the Immigration Check-in request under the “3 Documents and Requests” tab. This must be submitted to ISS by September 25, 2024 . If you need help with the Immigration Check-in, check out our F-1 Checklist and J-1 Checklist webpages.

Keep Track of Your Immigration Status

One of the most important things you need to do is maintain your immigration status. This means following some specific rules, which can vary if you’re on an F-1 or J-1 visa. Here’s what you need to know:

• Stay Enrolled: You need to stay enrolled as a full-time student. For undergrads, that usually means 12 credits, and for grads, it’s 10 credits. Make sure to check the ISS website for the exact details, especially about online courses.
• Work Restrictions: Your work options are pretty limited as an international student. F-1 students can work on-campus without special permission, but for off-campus work, you’ll need authorization from ISS. J-1 students need ISS authorization for any kind of work, whether on or off-campus.

Not following these rules can cause problems for your immigration status, so make sure you stay informed and follow the guidelines. If you’re ever unsure or have questions, check out our website or attend our advising services.

Wrapping Up

Getting ready for your journey as a new international student involves a bit of planning, but following these steps will help you start your adventure smoothly. And remember, you’re not alone—there are lots of resources to help you along the way. Safe travels, and we can’t wait to see you on campus!

• Washington State University
• Interim Vice President
• International Agreements
• Support International Students
• IP Calendar
• Social Media Platforms
• WSU Statewide
• When Is WSU Visiting Your Country?
• Majors and Degrees
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• Applications and Forms
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• Request Information
• Accept Your Offer
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• Official Transcripts
• Traveling to Campus
• Summer Session
• Campus Arrival Guide
• WSU Campuses
• Student Life
• Deferral Policy
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• Talk to Our Admissions Staff
• International Student Ambassadors
• Start in Your Language
• Representing WSU
• Agent Materials (restricted)
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• Apply for Study Abroad
• Global Learning Checklist
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• Plan for Academic Success
• Traveling from WSU
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• Transcript Policy
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• Be a Global Learning Volunteer
• Workshops and Events
• Develop a Faculty-led Program
• For Academic Advisors
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• Curricular Integration
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• Activity Reports
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• Coming to WSU
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• Health and Safety
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• Guidelines and Planning
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• Grants and Funding
• Monitoring and Evaluation
• WSU Fulbright Academy
• Fulbright Academy Email Sign-up Form
• Fulbright Scholars
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• Borlaug Fellowship Program
• Cochran Fellowship Program
• Begin Your Degree Program
• International Teaching Assistant Evaluations
• Learn if You Need to Take the ITA Exam
• Customized Programs
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• Tuition and Fees
• Get the Proper Visa for Academic English
• Tutoring Support
• Conducting Your Research
• Yang “Wendy” Liu Award for Excellence in Teaching 2023
• Visa Processing, Timelines, Fees
• Bringing Dependents
• Employee Orientation
• Maintaining Status
• U.S. Permanent Residency
• Reentering the US
• Visa and Documents
• 2-Year Requirement
• Medical Insurance
• After Your J-1 Ends
• Program Transfer
• Permanent Residency
• Best Practices for Teaching CLD Students
• Best Practices for Teaching Online
• Dealing with Federal Agencies
• Hosting and Hiring Internationals
• Immigration Advisories
• New Undergraduate Students
• New Graduate Students
• New Non-Degree Students
• International Student Tutorial for New Students
• New Student Handbook
• Graduating Students
• Documents Required
• Maintaining Student Status
• Reinstatement of Status Policy and Reentry Guidelines
• Employment for J-1 Students
• Reentering the United States
• Academic Training
• For Sponsoring Agencies
• For Sponsored Students
• Where to Send Document Requests
• Student Resources Outside the Classroom
• Travel Outside the US
• Leaving WSU
• Leave of Absence
• Transferring Out of WSU
• Employment Eligibility for International Students
• Employment Rules for On-campus Students
• Leverage Your Education Abroad
• Workshops and Training
• Taxes for Students and Scholars
• Yang “Wendy” Liu Award for Excellence in Teaching
• International Students’ Council
• Student Organizations
• Peer Mentors
• Meet The Mentors
• Campus Friends
• Engage the World Program
• Friends and Family Program
• Community Involvement
• Meet the IC Interns
• IC Internships

Travel and Transfer Regulations

Like all other countries of the world, the United States has laws and regulations governing international students who are temporarily within the country. These regulations can be complex and change periodically. You are responsible for knowing the regulations regarding your particular immigration status. Violating any of these regulations will result in you falling out of status and may subject you to deportation.

Your International Students and Scholar Services advisors are here to help you maintain your visa status and support you through your WSU journey as a student…and beyond!