POLICY

The Western Oregon University Business Office provides campus with 
general and specific travel policies to complement the Oregon University 
System (OUS) travel policies.  The specific areas covered in this policy 
are:
	Pre-Travel Approval
	Travel Advance
	Airfare Purchases
	Ghostcard (VISA) Program for Airfare Purchases
	Post-Travel Reimbursement Form
	Moving and Relocation Reimbursement

    PURPOSE

Along with Western's internal travel policies, Western intends to follow the 
travel guidelines set by OUS and outlined in OUS's Financial Administration 
Standards Operating Manual.  All travel policies intend to provide a basis
for reimbursing persons traveling on official Western business in a consistent 
and equitable manner for reasonable and necessary expenses incurred.

    PROCEDURES

PRE-TRAVEL APPROVAL

Approval must be obtained prior to a trip in the following instance:

?   Any trip outside of the "regional" area 

The "regional" area is defined as "travel outside of Oregon but within 
150 air miles of the Oregon border" and includes but is not limited to 
Seattle, Tacoma, Yakima, Spokane, Moscow, Boise, and Eureka. Travel 
within the regional area is treated the same as in-state travel.

A pre-approval form can be obtained from the Business Office's Travel 
Coordinator or from Western's website.  The form must be completed 
by the traveler, approved by all necessary parties, and submitted to the 
business office prior to the trip.  

TRAVEL ADVANCE

Western offers travel advances to all employees up to the estimated 
cost of out-of-pocket expenses for the trip.  This request is made using 
the pre-approval form.  A check will be issued to the employee to be picked 
up at the Cashier's Office in the Administration Building.  When a travel 
advance is issued for a trip, a post-travel form must be submitted within 
30 days of the trip's end date.   

AIRFARE PURCHASES

Travelers are encouraged to shop around to obtain the lowest 
acceptable airfare for a trip.  Airfare can be purchased from the 
traveler's "Vendor of Choice".  However, the  State of Oregon 
Department of Administrative Services has negotiated with the 
commercial airlines to obtain price agreements on airfares for various 
destinations within the United States.  These airfares have no 
restrictions, can be purchased with no advance, and are refundable. 
Travelers are not required to use the city pair fares, but are encouraged 
to consider them when shopping for a fare. For information on the 
availability of a city pair fare, travelers should call Away Travel in 
Corvallis at 1-800-334-2929.

For convenience to the traveler, airfare can be purchased either on a 
departmental "Ghostcard" Visa card or centrally on the institutional 
"Ghostcard" Visa card.  Departments who do not have a Ghostcard may 
call the Business Office's Travel Coordinator to make arrangements for 
the airfare to be purchased on the institutional card. AIRFARE WILL 
NOT BE PURCHASED PRIOR TO THE TRAVEL PRE-APPROVAL FORM BEING PROCESSED
AND APPROVED.

It is the traveler's responsibility to make ticket delivery arrangements 
directly with their airfare vendor.

GHOSTCARD(VISA) PROGRAM FOR AIRFARE PURCHASES

Western's Ghostcard (VISA) program was established to provide a more 
rapid turnaround of airfare purchases and to reduce paperwork and 
handling costs.  Departments can purchase airfare in-person or by 
telephone with either a departmental Ghostcard or through the 
institutional Ghostcard .  Payments to vendors are made via the Visa 
settlement system.  Accounts Payable will make monthly settlements 
with the bank.  An actual physical card is not issued for the Ghostcard 
program

Departments wishing to have authority must complete a Departmental 
Airfare Purchasing Form.  The person normally signing this form is the 
department head/chair who, for the purposes of this program, is known 
as the card custodian.  The custodian may authorize one or more persons
to use the card on behalf of the department.  Contact the Travel 
Coordinator at 8-8074 for further information.

The custodian and each authorized user will be issued a copy of this 
procedure. A person may not become a buyer unless so authorized in 
writing by the custodian.

The Travel Coordinator will maintain all records of credit card requests, 
limit changes, cardholder transfers and lost/stolen/destroyed card 
information.	

AUTHORIZED CREDIT CARD USE

ONLY persons authorized in writing by the card custodian are authorized 
to use the card.  Buyers may make transactions on behalf of others in 
their department.  The department to which the authorized card is issued 
is responsible for all charges made with the card.

Use of the Credit Card shall be limited to the following conditions:
? Spending limit will be adhered to.
? As applicable, Merchant Category Code blocking will be adhered to.
		
Buyers will inform each vendor that the tickets being purchased are not 
to be taxed as WOU is a tax exempt entity.  WOU's TAX ID is 936001786.

The Ghostcard Visa card is strictly for Approved airfare purchases only.
				
The Custodian and persons so authorized in writing by him/her assume 
liability for the total dollar amount of both authorized and unauthorized 
purchases plus any administrative fees charged by the Bank in connection
with card misuse.  In the event of criminal misuse of the card, the person
making the purchases may also be subject to disciplinary action up to and 
including dismissal and criminal sanctions.
	
MAKING A PURCHASE

Procurement procedures permit the purchase of airfare to be made from a
"Vendor of Choice".  This implies the possibility of not comparing sources
or competition between vendors.  However, it is also WOU policy to seek
competition and the lowest prices within the parameters of quality and
delivery.  Accordingly, whenever making an airfare purchase in excess 
of $2500 buyers will check as many sources of supply as reasonable to the 
situation to assure best price and delivery.   BEFORE A PURCHASE CAN BE
MADE THE  TRAVEL AUTHORIZATION MUST BE SIGNED BY THE APPROPRIATE WOU 
PERSONNEL. 

Buyers will use the following "checklist" when making a purchase:
? Solicit a minimum of three bids for purchases over $2500.  If 
  vendors furnish standing price quotations on a recurring basis, 
  check that the price quoted is current.
? Determine if the itinerary(s), meets the time table of the traveler(s) 
? Confirm that the vendor agrees to accept VISA.
? Direct the vendor to include the following information on the invoice:
        1)  Cardholder's name and telephone number;
        2)  Complete delivery address;
? It is extremely important that documentation concerning all purchases
  be sent to the buyer ordering the ticket(s).  This will ensure that the 
  documents necessary to reconcile the monthly statement are available.
? If necessary, advise the individual within your area who receives 
  merchandise, of the vendor's name and order number, anticipated delivery 
  date, carrier (UPS, Fed Ex, etc.).  Ensure that the buyer is notified when
  delivery is made.

RECORD-KEEPING

Whenever an airfare purchase is made, either over the counter or by 
telephone, documentation will be retained as proof of the purchase.  
Such documentation will be used to verify the purchases listed on the 
monthly statement of account. 

When the purchase is made over the counter, the buyer will retain the 
invoice and "customer copy" of the charge receipt.  The Buyer is 
responsible to check that the vendor lists the quantity, fully describes 
the purchase, and excludes sales tax, prior to the Buyer signing the slip. 

All purchases will be recorded on a "Purchasing Log". 

When tickets are received after placing a telephone order, retain all 
shipping documentation.

REVIEW OF MONTHLY STATEMENT

At the end of each billing cycle, the Custodian will receive from the 
Bank his/her monthly statement of account that will list the transactions 
for that period.

The custodian and/or buyer will check each transaction listed against 
the purchasing log, receipts and any shipping documents to verify the 
monthly statement.  The original sales documents, (invoice, itinerary, 
credit card slips, etc.) for all items listed on the monthly statement 
MUST be neatly attached, in purchasing log sequence, to the statement.
This data attachment is critical to provide audit substantiation.

  IF THIS ROUTINE IS NOT ADHERED TO, AUTHORIZATION MAY BE REVOKED.

The careful matching of complete support documents to the log and then 
to the statement is vital to the success of this program. 

The reconciliation of the bank statement to the purchasing log will 
consist of the following:
? Receipts and shipping documents exist for each purchase.
? The tickets were received.
? The Buyer complied with applicable procedures.

The Custodian's signature/approval of a monthly statement indicates 
that the buyer was authorized to make those purchases and those 
purchases were made in accordance with the applicable procedures.

Approved monthly statements and appropriate logs and documents will 
be kept on file and forwarded to Accounts Payable at the end of each 
fiscal year.
			
If the Buyer does not have documentation of a transaction listed on the 
monthly statement, he/she shall attach an explanation that includes a 
description of the airfare(s) purchased, date of purchase, Vendor's 
name and reason for the lack of supporting documentation.

Purchasing Returns - If an item is not satisfactory, received in error, 
duplicate order, etc., the buyer should make contact with the vendor to 
explain the problem and inquire about return policies.

If the Buyer is disputing a charge, he/she should contact the Business 
Office's Travel Coordinator.

If an item has been returned and a credit voucher received, the Buyer 
shall verify that this credit is reflected on the monthly statement.

If purchased items or credits are not listed on the monthly statement, 
the appropriate transaction documentation shall be RETAINED by the 
Buyer until the next monthly statement.  If the purchase or credit does 
not appear on the statement within 60 days after the date of purchase, 
the Buyer or Custodian will contact the Vendor and also notify the 
Business Office's Travel Coordinator.

If the tickets are found to be unacceptable, the Buyer is responsible to 
obtain replacement or correction as soon as possible.  If the Vendor has 
not replaced or corrected the tickets by the date the Buyer receives 
his/her monthly statement, then the purchase of that item will be 
considered in dispute. 

MONTHLY ACCOUNT SUMMARIES

Monthly Account Summaries, listing all transactions, shall be issued by 
the Bank to the Departments who were issued the Ghostcards. These 
listings will allow the Custodian to track their Buyer's activities.
Security

It is the Custodian/Buyer's responsibility to safeguard the authorization 
code to the same degree that he/she would safeguard his/her personal 
credit information.

The Buyer must not allow anyone not authorized in writing to use his/her
account number.  A violation of this trust may result in having his/her 
authority withdrawn and, as appropriate, disciplinary action.

If the card is lost or stolen, the Custodian/Buyer will immediately notify 
the Bank at 1-800-344-5696.  Bank representatives are available 24 hours a
day.  Advise the representative that the call is regarding a Visa Airfare
(Ghost) Card.  The Business Office's Travel Coordinator is also to be notified.
			
A new authorization code shall be promptly issued to the Custodian after
the reported loss or theft. 

CARDHOLDER SEPARATION

Prior to separation from WOU, the Custodian will notify the Business 
Office's Travel Coordinator to arrange for a transfer of purchase 
authorization.  Buyers who separate from WOU will have their written 
authorization to purchase revoked by the Custodian.  The Business 
Office's Travel Coordinator must be notified when this occurs.
 
POST-TRAVEL REIMBURSEMENT FORM

A post-travel reimbursement request form must be submitted following a
trip with reimbursable expenses.  If the employee has received a travel
advance for the trip, the post-travel form must be submitted within 30
days following the trip.  A post-travel form can be obtained from the 
Business Office's Travel Coordinator.  A traveler should complete the 
form, obtain approval by all necessary parties, and submit it to the 
Business Office's Travel Coordinator.  The Business Office will input
the reimbursement request into Banner FIS to clear any outstanding 
travel advance and to issue a check for any amount due to the traveler.
When advanced amount is greater than actual allowable expenses (as 
reported on the reimbursement request), the over advanced moneys 
should be submitted directly to the Business Office's Cashier's Office.

MOVING AND RELOCATION REIMBURSEMENT

New and/or transferred employees receiving moving and relocation 
expense reimbursements should reference FASOM Section 11.09 for 
detailed guidelines.  A post-travel reimbursement request form
should be processed for allowable expenses as outlined in FASOM 11.09.   

If a commercial moving company will be used and Western is covering 
$5,000 or more of the expenses, the "Informal Procurement Process" 
must be followed.  Western Oregon University is party to an agreement 
that Oregon State University has negotiated with a local moving company.
Information on the OSU agreement can be obtained from the Business Office's 
Contract Officer.

    AUTHORITY

OUS's travel policies are outlined in their Financial Administration Standards 
Operating Manual (FASOM), Section 11.

    APPROVAL

Western's travel authority resides with the central Business Office.  
Coordination and approval of travel-related transactions resides with the 
Business Office's Travel Coordinator.