Travel Reimbursement

Travel System Note

Western employee travel processing has moved from TEM to Concur as of June 30, 2020. Please see our Travel Updates page for more information.

 

To be reimbursed for travel expenses, employees submit an Expense Report via Concur. Delegates may help travelers enter information, but travelers remain responsible for the content, accuracy and timeliness of their travel documents.

If your travel did not go as originally planned, please make adjustments on your Expense Report. Enter comments to clarify travel expenses.

Approval Process

Concur Travel Documents flow automatically through approvals: 

  1. Travel Services
  2. Supervisor(s)
  3. Budget Authorities 

If you submit your request after 60 days please choose the “Taxable Reimbursement – Over 60 Days” expense type for each expense and note what each expense is for in the description.

*For Mileage you may select the “Mileage” expense type to get the system calculations, note the calculations in the description, and save the expense. Finally, change the expense type to the “Taxable” expense type.

Contact Travel Services, 360-650-3341 if you have a questions.

Travel Reimbursement Questions

How can I get my reimbursement paid by direct deposit?

Follow these directions to enable direct deposit for Accounts Payable.

Can I use air miles for my airfare and receive reimbursement?

WWU will reimburse you for actual dollars spent on your airfare. If you use air miles you will not be reimbursed for them.

What expenses can be reimbursed before travel?

The only expenses that can be reimbursed before travel are:

  • Registration expenses
  • Airfare expenses that have been purchased on a WWU Corporate Travel Visa

What types of travel costs cannot be reimbursed with Chart 1 (State) Funds?

The following types of travel-related costs shall not be reimbursed with state funds.

  1. Alcoholic beverage expenses.
  2. The cost of the daily commute between the traveler’s official station (or telecommuting site) and official residence.
  3. Certain travel expenses are considered as personal and not essential to the transaction of official state business. Such non-reimbursable expenses include, but are not limited to:
    • Valet services unless required for a person with a disability. Valet parking may be permitted for reasons of health and safety.
    • Entertainment expenses.
    • Transportation costs to or from places of entertainment and other non-state business locations including dinner at conferences.
    • Out of pocket charges for vehicle service calls caused by the negligence of the traveler.
    • Personal telephone calls.
    • Any tips or gratuities associated with personal expenses.
    • Costs of personal trip insurance (such as personal accident insurance, personal effects insurance, and extended liability insurance), and medical and hospital services.
    • Tolls associated with the use of high occupancy toll (HOT) lanes.
    • Fines from appropriate jurisdictions for all parking tickets, citations or infractions received while operating a vehicle on state business (privately owned vehicle, rental vehicle or state owned vehicle).

How do I pay back a travel expense?

If you need to pay back a travel expense, please ensure you have the correct budget information and make your payment for free by electronic check or by credit card with a small fee here: Travel Expense Repayment Site.

If you have questions please contact Travel.Services@wwu.edu.