TRAVEL RULES & FORMS

• At least one week prior to your travel you must fill out a Travel Request Form.

• Your Travel Request Form must be accompanied by a Travel Expense Comparison Form.

• Your Travel Request Form must be signed by your supervisor and by the Commissioner.

BEFORE YOU PACK YOUR BAGS:

Total Miles to be Traveled 660Total Days in Trip 3 Vehicle Selection MPGs Daily Weekly MonthlyCar Rental Rate (Daily, Weekly) $36.99 Compacts (Neon, Aveo, Echo) 35 MPG $30.99 $155.00 $525.00Cost of Gasoline per Gallon 3.59$ Intermediate (Cobalt, Corolla) 32 MPG $33.99 $170.00 $530.00Mileage Reimbursement Rate 0.470$ Standard (Malibu, G6, Stratus) 30 MPG $36.99 $185.00 $590.00Rental Car Gas Mileage (MPG) 30 Fullsize (Impala, Camry) 28 MPG $38.99 $195.00 $635.00

Small SUVs (Liberty, Equinox) 20 MPG $50.99 $255.00 $785.00Medium SUVs (Explorer, Trailblazer) 18 MPG $53.99 $260.00 $795.00

Large SUVs (Suburban, Tahoe) 16 MPG $69.99 $325.00 $1,200.00Trucks (Silverado, F-150) 18 MPG $49.99 $250.00 $775.00

Mileage 310.20$ Minivans (Caravan, Windstar) 25 MPG $53.99 $260.00 $795.0015-Passenger Van (Ford & Chevys) 14 MPG $85.99 $400.00 $1,000.00

Processing/Pick-Up time 75.00$ Rental 110.97$ Refueling 78.98 Vehicle Selection MPGs Daily Weekly Monthly

Total 264.95$ Compacts (Neon, Aveo, Echo) 35 MPG $37.99 $179.99 $719.99Intermediate (Cobalt, Corolla) 32 MPG $39.99 $189.99 $759.99Standard (Malibu, G6, Stratus) 30 MPG $39.99 $189.99 $759.99

WV Gas Prices Fullsize (Impala, Camry) 28 MPG $43.99 $209.99 $879.99Small SUVs (Liberty, Equinox) 20 MPG $50.99 $255.00 $949.99Medium SUVs (Explorer, Trailblazer) 18 MPG $53.99 $260.00 $999.99

YES Large SUVs (Suburban, Tahoe) 16 MPG $69.99 $325.00 $1,299.99NO Trucks (Silverado, F-150) 18 MPG $49.99 $250.00 $899.99

Minivans (Caravan, Windstar) 25 MPG $53.99 $260.00 $999.99Revised 1/14/11 15-Passenger Van (Ford & Chevys) 14 MPG $85.99 $400.00 $1,499.99

Was a State Vehicle Available at the time of travel?

325

Vehicle Rental versus Reimbursement Calculator

Rates (Outside WV)

Rental Car Cost

Input Variables

Calculated Results

Own Car Cost

Rates (WV Rentals)

Vehicle Data Reference Chart

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Which is most cost ef fective?

*New regulations state that: if it is more cost effective to rent a vehicle, but you choose to take your personal vehicle, you can only be reimbursed up to the cost of the rental vehicle.

* Be sure to update all input fields!

Your Information

What account will this expense be paid from?

When/Where are you

traveling?

These are the items paid for

on the Ghost/Team

Card (By Deidra or Christina)

These are the things you will

be paying out of pocket

and requesting reimbursement.

You

Supervisor

Commissioner

• Send an email to Deidra and Christina• What days are you traveling?• Where are you going?• Do you need a hotel?• Do you need a car rental?

• We can make most of your arrangement for you and have them direct billed to the state.

TWO WEEKS PRIOR TO YOUR TRIP:

1. Simply pay with cash or your person credit card.

2. Apply for a state travel card to pay for your travel expenses

3. Request a Cash Advance prior to your trip. (last resort)• You must keep ALL receipts if you

have a cash advance.

YOU HAVE THREE OPTIONS OF HOW TO PAY FOR YOUR OUT OF POCKET EXPENSES:

APPLYING FOR A STATE TRAVEL CARD:

• Fill out the application and turn it into Deidra.

• A few things to note:• The application is in your

name• Based on your credit• You are responsible

for paying the bill• Late fees will be

charged if you are late and they are non-refundable by the state.

• This card can only be used for travel purposes.

APPLYING FOR A CASH ADVANCE:

WVDCH 0432Your Information

Finance will complete

Must have all three signatures!

• This form should be submitted at least 3 weeks before your travel begins.

• Must be submitted with a travel comparison form and a travel authorization form.

• You must have a receipt for every penny spent from a Cash Advance.

• Upon your return from your travel you must still do a travel reimbursement settlement form showing your travel expenses.

All fields are required to be filled out by the traveler.*Date are Required*All receipts should fall with-in these dates

A FEW TRAVEL RULES:• The current TMO mileage reimbursement rate is 47 cents per mile.• For our daily meal allowance we follow the GSA per diem meal rates.

• Rates are determined by destination, not by Headquarters• All rates can be found on the travel management website:

http://www.state.wv.us/admin/purchase/travel/default.html• GSA meal rates change yearly, so be sure to check every time.• While on travel the traveler can be reimbursed for meal up to the daily meal allowance

• On the first and last day of travel, the traveler can only be reimbursed up to 75% of the per diem.

• If you are traveling to a conference and meals are provided at the conference you can only request reimbursement for those meals not provided.• In these instances the meal rates are divided as follows:

• Incidentals include miscellaneous fees such as porters, baggage carriers, bellhops, hotel maids, meal tips, phone calls, etc.

Breakfast Lunch Dinner Incidentals

15% of per diem 24% of per diem 50% of per diem $5.00

CAR RENTALS:

• State Wide Contract is with Enterprise and Hertz• Reservations must be made in advance to obtain state

rate• Contact Deidra or Christina, via email, to make these

reservations• Do NOT pay for refueling • Do NOT take additional insurance• Must rent economy or standard vehicle

• For a larger vehicle a written request must be submitted.

PRIVATE VEHICLE VS RENTAL:

• 4.2.4 Privately-Owned Vehicles (POV)• 4.2.4.1 Privately-owned vehicles may be used for

state travel with agency approval when agency owned or leased vehicles are unavailable. A privately owned vehicle should not be used when reimbursement cost are expected to exceed $50.00 per day or more than the cost of commercial travel (air, rental car, etc.).

LODGING:

• You can find a list of preferred hotels on the travel management website.

• If at all possible you should use one of these hotels• Exceptions are made, just tell us why.

• Please review the hotels and send Deidra and Christina an email stating which hotel you prefer and what your second option might be.

• Most hotels require you to carry your state ID to get the state rate.

• As soon as possible you will need to turn in your receipts for any items that were direct bill.• Exxon Fuel• Hotel Folio• Car Rental Receipt

• Please keep a copy of these receipts for yourself. You must attach a copy of all direct billed items to your travel reimbursement settlement form.

UPON YOUR RETURN:

TRAVEL EXPENSE SETTLEMENT:STATE OF WEST VIRGINIA

TRAVEL EXPENSE ACCOUNT SETTLEMENT

Name: Title: FIMS Vendor No:Address: City:

State: ZIP: Headquarters: Normal Work Hours:Department: Education & The Arts Division: Culture & History Section:

Travel Purpose:State Car: Yes No Personal Car: Yes No

CARDATE TIME CITY/STATE MILES AMOUNT AIR RENTAL MEALS LODGING OTHER TOTAL

TOTALS 0Less Cash Advance (WVFIMS ID#: )

Amount Due To: Employee StateAGENCY ACCOUNTING INFORMATION

FUND ORG ACT OBJ SUB OBJAMOUNT

Traveler must attach copies of direct billed receipts or invoices,i.e., airline, registration, lodging, etc.

OTHER EXPENSES EXPENSES DIRECT BILLED TO THE STATEDATE ITEMS AMOUNT DATE ITEM AND VENDOR AMOUNT

I certify that these costs incurred w ere in connection w ith I certify that I have personally examined and approved the Travel Expense

my assigned duties, are true, accurate and actual, and do Account Settlement. The terms of expenses are reasonable and correspond to

not reflect any costs or expenses reimbursed or to be the assigned duties of the traveler. The terms of expense further meet all State

reimbursed from any other source. of West Virginia Travel Regulations and are w ithin the budget of this spending unit.

Traveler's Signature Date Approval Agency Head/Designee Date

ALL fields should be completed with your information. Be sure to use your home address, not your work address.

You should ALWAYS be traveling to and from Headquarters.

This area is designated for coding – what account should this come out of?

This form no longer asks for your social security number…this is for your vendor number. Christina or Deidra can provide you with your vendor number.

Any expenses that are to be reimbursed to you, the traveler, should be listed in this grid.

Any expenses that were direct billed are listed here. This include things that were place on the ghost card, the Exxon card, or someone’s purchasing card.

Anything listed in the other column, should be explained here.

Three signatures required!

PERSONAL VEHICLE SETTLEMENT EXAMPLE:STATE OF WEST VIRGINIA

TRAVEL EXPENSE ACCOUNT SETTLEMENT

Name: John Doe Title: Assistant Director FIMS Vendor No: 987654Address: 223 Sesame Street City: Kalamazoo

State: WV ZIP: 12345 Headquarters: Kalamazoo Normal Work Hours:Department: Ed & The Arts Division: Culture & History Section: Administration

Travel Purpose: Travel to Charleston for Commission MeetingState Car: Yes No X Personal Car: Yes X No

CARDATE TIME CITY/STATE MILES AMOUNT AIR RENTAL MEALS LODGING OTHER TOTAL9/16/2011 7 am Kalamazoo 0 0.009/16/2011 5pm Charleston 145 68.15 34.50 108.64 8.00 219.299/17/2011 8am Charleston 0 0.009/17/2011 2:30 Kalamazoo 145 68.15 34.50 102.65

TOTALS 290 136.30 69.00 108.64 321.94Less Cash Advance (WVFIMS ID#: )

Amount Due To: X Employee State 321.94AGENCY ACCOUNTING INFORMATION

FUND ORG ACT OBJ SUB OBJAMOUNT0293 3250 099 261 321.94

Traveler must attach copies of direct billed receipts or invoices,i.e., airline, registration, lodging, etc.

OTHER EXPENSES EXPENSES DIRECT BILLED TO THE STATEDATE ITEMS AMOUNT DATE ITEM AND VENDOR AMOUNT

9/16/2011 Parking 8.00

I certify that these costs incurred w ere in connection w ith I certify that I have personally examined and approved the Travel Expense

my assigned duties, are true, accurate and actual, and do Account Settlement. The terms of expenses are reasonable and correspond to

not reflect any costs or expenses reimbursed or to be the assigned duties of the traveler. The terms of expense further meet all State

reimbursed from any other source. of West Virginia Travel Regulations and are w ithin the budget of this spending unit.

Traveler's Signature Date Approval Agency Head/Designee Date

• Note – this person drove his personal vehicle

• This person paid for his own hotel.• He should have

attached an Original hotel receipt to this settlement.

• He has no items that were billed directly to the state.

STATE OF WEST VIRGINIATRAVEL EXPENSE ACCOUNT SETTLEMENT

Name: John Doe Title: Assistant Director FIMS Vendor No: 987654Address: 223 Sesame Street City: Kalamazoo

State: WV ZIP: 12345 Headquarters: Kalamazoo Normal Work Hours:Department: Ed & The Arts Division: Culture & History Section: Administration

Travel Purpose: Travel to Charleston for Commission MeetingState Car: Yes No X Personal Car: Yes X No

CARDATE TIME CITY/STATE MILES AMOUNT AIR RENTAL MEALS LODGING OTHER TOTAL9/16/2011 7 am Kalamazoo9/16/2011 5pm Charleston 34.50 8.00 42.509/17/2011 8am Charleston9/17/2011 2:30 Kalamazoo 34.50 34.50

TOTALS 0 69.00 77.00Less Cash Advance (WVFIMS ID#: )

Amount Due To: X Employee State 77.00AGENCY ACCOUNTING INFORMATION

FUND ORG ACT OBJ SUB OBJAMOUNT0293 3250 099 261 77.00

Traveler must attach copies of direct billed receipts or invoices,i.e., airline, registration, lodging, etc.

OTHER EXPENSES EXPENSES DIRECT BILLED TO THE STATEDATE ITEMS AMOUNT DATE ITEM AND VENDOR AMOUNT

9/16/2011 Parking 8.00 09/16-17/11 Car Rental - Enterprise 32.719/17/2011 Fuel - Exxon 26.52

09/16-17/11 Lodging - Town Center Marriott 108.62

I certify that these costs incurred w ere in connection w ith I certify that I have personally examined and approved the Travel Expense

my assigned duties, are true, accurate and actual, and do Account Settlement. The terms of expenses are reasonable and correspond to

not reflect any costs or expenses reimbursed or to be the assigned duties of the traveler. The terms of expense further meet all State

reimbursed from any other source. of West Virginia Travel Regulations and are w ithin the budget of this spending unit.

Traveler's Signature Date Approval Agency Head/Designee Date

CAR RENTAL SETTLEMENT EXAMPLE:

• Note – this person rented a vehicle

• This person’s hotel was paid on the Ghost Card.• He should have attached

a copy of his hotel receipt to this settlement.

• He has three items that were directed billed. The original receipts should have been given to Finance ASAP. The copies should be attached to this settlement.

CASH ADVANCE SETTLEMENT EXAMPLE:

• Note – this person was issued a cash advance

• Original receipts for all items in this grid should be attached.

• The traveler did not spend the whole cash advance.• A check for the remaining

balance must be written to WVDCH and deposited back into the agency’s account.

• Copies of all receipts for items directed billed should be attached.

STATE OF WEST VIRGINIATRAVEL EXPENSE ACCOUNT SETTLEMENT

Name: John Doe Title: Assistant Director FIMS Vendor No: 987654Address: 223 Sesame Street City: Kalamazoo

State: WV ZIP: 12345 Headquarters: Kalamazoo Normal Work Hours:Department: Ed & The Arts Division: Culture & History Section: Administration

Travel Purpose: Travel to Charleston for Commission MeetingState Car: Yes No X Personal Car: Yes X No

CARDATE TIME CITY/STATE MILES AMOUNT AIR RENTAL MEALS LODGING OTHER TOTAL

9/16/2011 7 am Kalamazoo

9/16/2011 5pm Charleston 34.50 8.00 42.50

9/17/2011 8am Charleston

9/17/2011 2:30 Kalamazoo 34.50 34.50

TOTALS 0 69.00 77.00Less Cash Advance (WVFIMS ID#: 100.00

Amount Due To: Employee X State (23.00)AGENCY ACCOUNTING INFORMATION

FUND ORG ACT OBJ SUB OBJAMOUNT

Traveler must attach copies of direct billed receipts or invoices,i.e., airline, registration, lodging, etc.

OTHER EXPENSES EXPENSES DIRECT BILLED TO THE STATEDATE ITEMS AMOUNT DATE ITEM AND VENDOR AMOUNT

9/16/2011 Parking 8.00 09/16-17/11 Car Rental - Enterprise 32.719/17/2011 Fuel - Exxon 26.52

09/16-17/11 Lodging - Town Center Marriott 108.62

I certify that these costs incurred w ere in connection w ith I certify that I have personally examined and approved the Travel Expense

my assigned duties, are true, accurate and actual, and do Account Settlement. The terms of expenses are reasonable and correspond to

not reflect any costs or expenses reimbursed or to be the assigned duties of the traveler. The terms of expense further meet all State

reimbursed from any other source. of West Virginia Travel Regulations and are w ithin the budget of this spending unit.

Traveler's Signature Date Approval Agency Head/Designee Date

I-123987654