Northwestern
Travel Tips from Human Resources
NEW 7-1-11 Update:
Mileage reimbursement
increases to $.555 per mile but only if Administration approves an employee to
take a pri
If you plan to travel in the same vehicle with another NW employee, and you will not be asking for a trip reimbursement, your name can simply be listed in the Comments Section of the other employee's Agile Fleet-produced travel request. But, for insurance protection, you should also sign that person's travel request. This verifies that you have a valid U.S. driver's license and carry personal auto liability coverage in case an accident occurs, and you are found to be outside the scope of official duties during the business trip for Northwestern.
Newest Travel Tool: Taxi Fare Estimator
Required Procedure for Checking Out and Returning School
Vehicles (effective Jan-08)
Alva campus employees should find
their designated car parked in a matching numbered slot in the
Maintenance Shed, along the east side. Please remember to park the car in
the proper slot when returning it to the shed. Allow yourself some extra
time in case there are other vehicles blocking your vehicle.
The university vehicle must now be
requested online through the Agile Fleet Commander system. Once the
Maintenance Office has assigned a vehicle number, they will send a pending
confirmation to the employee’s e-mail account. This pending confirmation
must be printed and submitted to the appropriate dean or supervisor for
approval. He or she will determine the necessity of the trip, and assign a budget for you to
follow.
As soon as the trip is fully
approved by university administrators, Maintenance staff
will finalize the vehicle assignment. When picking up the university
vehicle, you must now go to the Maintenance Office to be dispatched. You
will be given car keys, a clipboard with car keys, and a dispatch form to be
filled out when you return to Alva. Remember to check out a Maintenance
Shed key from the Business Office, on the first floor of Herod Hall, if you
plan to leave before/after hours, on weekends, or on holidays.
Each school vehicle must be returned
with a full gas tank. Just don’t forget to use the official fuel supplier
for the university.
All vans, including mini-vans, are
now at the new
Each van’s garage door opener will
open the appropriate door for you to use when returning the van. Before
leaving, take keys out of the ignition and place on the van’s driver’s
seat. Check to make sure all van doors are shut. We have problems
with vans sometimes not starting and this will help.
Always remember to return the
building key to the Business Office promptly so someone else can check it out.
Twelve Rules of Travel
Have you been asked to travel for the University? You will want to carefully follow procedures
and plan ahead if you are eligible for expense reimbursement.
Northwestern abides by IRS rules for an “accountable plan.”
If you follow the rules, keep a detailed log of each
trip, and present proper receipts to the travel clerk upon your return, your
reimbursement should never be considered taxable income by the IRS or Oklahoma
Tax Commission.
NWOSU’s Maintenance Office has established procedures
employees must follow when traveling for the school. The Motor Pool procedures and rules are
listed on their website, http://www.nwosu.edu/phyplant/motorpool.htm
RULE #1: Travel expenses and reimbursements can only be incurred or reimbursed for official business, which has been approved in advance by NWOSU Administration.
RULE #2: Traveling requires paperwork. First, fill out an online (electronic) Travel Request (http://nwosu.agilefleet.com/login), print out the “pending confirmation” e-mail you receive from Maintenance and submit it to your dean or supervisor as soon as possible, to start the signature approval process. List dates and times of travel, purpose for the trip, and items requested for reimbursement. Meals are not reimbursed unless the trip requires you to be in travel status overnight. Overnight stays are only approved when absolutely necessary.
RULE #3:
Mileage is rarely paid to
traveling employees. When at all
possible, a school vehicle will be scheduled in order to save money. Mileage can only be paid to employees when
authorized in advance by NWOSU Administration and Human Resources. State of
RULE #4: Never
allow a non-NWOSU employee to drive the school car! This is for liability reasons. Also, drivers must have current valid
RULE #5: Don’t forget to go to the Business Office (Herod Hall) and check out a key to the Maintenance garage/shed if you are scheduled to leave before or after normal working hours, or when offices are officially closed for holidays or weekends. No University staff member is required or allowed to give you access to the shed/garage outside of regular scheduled working hours. Also, the garage key must be returned to the Business Office the first working day after you return.
RULE #6: Ask for, and keep, all receipts! This is to protect you from owing unnecessary personal income taxes on reimbursements. The travel claims clerk will need original receipts rather than copies. (Keep copies of everything submitted to HR.) A photocopy of front and back of checks used to pay for Registration will be required, to support an organization's written receipt. If credit/debit card was used, remember to attach a photocopy of the card with your claim. Black out all but last 4 digits of the card number.
RULE #7: As soon as you return from a school trip, fill out an Application for Travel Reimbursement, attaching all original receipts and a photocopy of the conference or workshop agenda/flyer/brochure. Present this paperwork to the Travel Clerk in Human Resources, Room 102, Herod Hall. Keep photocopies of your application and all receipts in case you have a personal audit by the IRS.
RULE #8: When you must fly, the Travel Clerk in Human Resources must make the flight arrangements for you in order to save money for the school. If you locate information on flights, the Travel Clerk should still make the final arrangements—the least expensive ticket must be purchased. The cost of the flight will be taken from the department limit set by your dean/supervisor.
NEW! It is YOUR responsibility to notify the Travel Clerk by e-mail as soon as you have submitted a Travel Request that asks for travel by air. List your preferences for time, date, departure city, with the understanding that state regulations may limit. The Travel Clerk will watch for the approved Travel Request so arrangements can be made in a timely manner.
RULE #9:
Reimbursements are based on actual expenses incurred, and are subject to
limitations listed in State of
RULE #10:
RULE #11:
While traveling in a school vehicle, and before returning it to the
Maintenance Shed (cars) or
RULE #12:
Prepare ahead of time! First-time traveler?
Become familiar with our rules at http://www.nwosu.edu/phyplant/motorpool.htm. If you are not sure what to do in case
of accident or car trouble while traveling for Northwestern, call the
maintenance secretary at 327-8646.
The Employee Handbook devotes Chapter 9 to Travel and is a handy reference guide.
State of
New!!!! Review the Travel Reimbursement Checklist before you travel, so your Application for Reimbursement can be expedited. This is the same checklist the Human Resources Office will use when auditing your claim and authorizing the Office of State Finance to issue a reimbursement check to you for qualified expenses.
“All you need is the plan, the road map,
and the courage to press on to your destination.” (Earl Nightingale)
Updated 12-15-2011