Marshall University Travel Training updated December 2013. Types of Travel . Different types of travel: Individual Student or Student Group Team Candidate International. Guest Speakers and Consultants. Travel for guest speakers and consultants should be included in their fee
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Marshall University Travel Trainingupdated December 2013
Different types of travel:
Travel for guest speakers and consultants
should be included in their fee
and is paid through
an invoice with a BOG48 Agreement.
**This is a form that is signed by Purchasing. The speaker/consultant is responsible for making their own reservations, as well as paying those expenses.
Airline reservations must be made through
National Travel (current contracted vendor)
Contact them online at http://booking.travelserver.net/booking_air_price.aspx
Or by calling 800-262-4054
Note: They may match competitor’s prices.
Hertz ID #68278
EnterpriseID #XZ687MU (PIN: MAR)
Do NOT add non-employees as additional drivers.
Travelers must reserve a commercial rental vehicle (class size) according to policy (see below):
4.2.5 Commercial Rental Vehicles
22.214.171.124 A commercial rental vehicle should only be used when a temporary need arises, a state vehicle is unavailable, and the cost will be less than the reimbursement associated with a privately-owned vehicle. Only the state employee renting the vehicle is permitted to operate the vehicle unless another state employee registers to operate the vehicle with the rental company.
The Purchasing Card is the only acceptable method of payment when renting a vehicle without prior approval. Reimbursement for rentals made outside of the statewide car rental contract requires authorization from the Travel Office. Reimbursement will be made at actual cost for the daily rental fee for a mid-size, standard, or smaller vehicle, plus mileage fees and fuel costs. For travel of more than a few days in duration, weekly rental rates may be reimbursed if they will result in a lower total cost than the daily rate. Reimbursement may be made for full-size vehicles if more than three (3) people are traveling together on business and for larger vehicles if a group of five (5) or more is traveling together.
The West Virginia Board of Risk and Insurance Management requires that all employees who drive a state vehicle or drive their personal vehicle and are reimbursed by the University complete a safe driver training course each year.
To meet this requirement, the Marshall University Environmental Health and Safety Department has developed an updated on-line safe driver training module. This training will take approximately 30 minutes to complete. Remember this MUST BE COMPLETED once per calendar year in order to receive reimbursement.
***Include MapQuest printout with settlement
Example: 10.02 miles should be entered as 10 miles
10.50 miles should be entered as 11 miles
Conferences, Meetings, Seminars, Workshops.
Event Related Materials that should be submitted on an Employee Reimbursement Form are as follows:
Alcoholic BeveragesMembership Dues
Baggage StorageCar Wash
MedicineMaid Service Gratuity
Interest on Personal Credit CardsMeals for Single Day Travel
Parking TicketsDaily/Nightly Cruises
Early boarding feesSeat Selection
Laundry Service (for travel less than 7 days)
Travel for Guest Speakers or Consultants
Car Rental Insurance PAI, SLP, CDW, LDW
**This is only a partial list. For further information, please contact us.
Note about Parking: If valet and self-parking are both available, then the reimbursable amount is the amount for self-parking. Please provide documentation from the vendor showing the price difference if valet parking is chosen.
How do I request a waiver?
If you have a special request or if you think that you can get less expensive prices without using a contract, please request a waiver.
Send an email to firstname.lastname@example.org stating why you want a waiver, along with any pertinent information, such as airline comparisons. We will respond to your request via email, generally within 48 business hours. Please note that we may request additional information.
Reminder: Only the Travel Office can approve waivers. Your supervisor, vice president, or other departments on campus may support your request but do not have the authority to grant them.
Before you travel, you must complete a Travel Authorization Form.
Obtain all appropriate signatures and forward this form to the Office of Accounts Payable (203 OM).
Please note that this form is only an authorization to travel. It is not audited in accordance with Travel Policies and Procedures, and your supervisor’s signature should not be considered a waiver of policies or procedures.
Only the Central Travel Office in Old Main can grant a waiver for policies or procedures.
70261 In-State Travel
70262 Out of State Travel
70263 Off Campus Instruction Travel
70264 Student Travel
70265 International Travel
70269 Recruitment Travel
Note: Gasoline for rental vehicles must be on 70441
Do you have the most current version of the form?
Does your form include….
…Home Address – please verify that it is correct
…Business and/or Personal Dates of Travel
…Purpose of Travel
…All Costs Associated with Travel
…Shell numbers on receipts that are paid via pcard
…Correct Meal Allowance
…Encumbrance Number (Settlement only)
Did you “complete” the encumbrance?
Do not use Purchase Card for….
Travel: Juanita Parsons 304-696-6520 (w) 304-476-3814 (cell)
Sherry Osburn 304-696-2214
Pam Early 304-696-2489
For questions regarding Purchase Card or Vendor Registration:
Melanie Gallaher 304-696-2212 (w) 304-208-6205 (cell)
Vendor Registration:Kim Fry 304-696-2237
Before you leave, please complete the Evaluation Form
and leave it at the end of your row.