University Libraries Travel Reimbursement Procedures
October 13, 2008

1. Everyone that travels on University Libraries business should fill out a “Request to Travel” form (whether you are requesting reimbursement or not) signed by your Department Head and turn into Glenda White in the Dean’s office.  This is for insurance purposes so that your travel is documented in case of an accident.
   
   
2. Prior to Travel for Reimbursement
1. Fill out the Request to Travel Form using the full name of the event you are attending (no initials) signed by the Department Head and bring or send to Glenda. You can download the University Libraries’ Travel Form from http://www.wku.edu/Library/forms/pdf/travelform.pdf for a PDF version or from http://www.wku.edu/Library/forms/travelform.doc for a Word document version.
2. Before using a procard for preregistration, airfare, etc., please check with Glenda for your available travel funds.
       
3. After Travel
1. Upon your return, bring all of your original receipts (not copies) including procard receipts to Glenda. (You do not have to go through your department head for this step) so she can complete the travel form for your signature.
2. If you do not have any receipts, please call or email Glenda to tell her you have completed your trip so she can complete the travel form.
   
   
4. New Procedure
1. Department Heads will now sign the completed travel forms after the trip has been completed.

Please note:

1. Jan needs receipts for all procard charges for reconciliation purposes. Glenda needs a copy to complete the travel form.
2. Glenda will send a reconciliation of travel expenditures and available travel funds to the Department Heads monthly.