University Libraries Travel Reimbursement Procedures

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Website Updated April 24, 2024

Before travel:

1. Set up Nataliya as your travel proxy so she can complete travel expense vouchers on your behalf. You only need to do this once, the first time you travel as a WKU Library employee.
2. Complete an “Employee Travel Authorization Form” for all official travel even if you are not requesting reimbursement (for insurance purposes). Submit to your Department Chair. Approval must be obtained through the Dean, or for travel outside the Continental U.S., the Provost. To estimate costs use the following resources:
   1. Per Diem Rates (lodging and meals)
   2. Mileage rates
   3. in-state mileage table, out of state mileage table
3. You can check out the ProCard from the Dean’s office to pay for airfare, accommodation, conference registration, etc. Original receipts for all ProCard charges are required for reconciliation purposes, and a copy is needed to complete the travel form.

During travel

1. Keep all receipts for transportation.
2. Get an itemized receipt for accommodation.
3. You do not need receipts for meals.
4. Keep (or print) a copyof the Conference Schedule

After travel:

1. Upon your return bring all receipts, a copy of the conference schedule, and the completed Return from Trip Form to the Dean’s office to be reimbursed. If you are out of town and cannot get to the Dean’s office to sign your travel form, send Nataliya an email saying you give her permission to sign for you.
   1. Meal reimbursement: use the Per Diem rates per meal to calculate. You may not be reimbursed for any meals provided by the conference or hotel.
   2. Mileage: under “items you paid for by yourself” list total miles traveled using the mileage tables above.
2. It will take about 2 weeks (or up to 5 weeks) to process your reimbursement request. If you have not received an email about direct deposit, please contact the Dean’s office to check on the status.

Relevant policies and procedures:

1. WKU Travel instructions & discounts
2. WKU travel & reimbursement policies (See document #3.1015)
3. KY State Employee Travel Resource Page