As part of efforts to ensure we are operating as efficiently and cost effectively as possible, the Procurement, Contracting and Payment Services team is making some updates to the WVU Travel and Expense Program Manual related to mileage and travel reimbursements, effective April 1.
Mileage Reimbursements
Section VI, Ground Transportation, of the manual will be revised to provide additional opportunities for remote employees to receive mileage reimbursements.
Currently, remote employees who live in West Virginia or its contiguous states — Kentucky, Maryland, Ohio, Pennsylvania and Virginia — cannot be reimbursed for the mileage accumulated to travel to their primary campus work location.
With these updates, remote employees who reside more than 100 miles away can submit mileage reimbursements for travel to the county where their department is located. Visits should be infrequent and should not include routine visits to the office.
Reimbursement of travel from an employee’s residence to their campus office is considered a personal expense, and these reimbursements will be considered additional taxable income to the employee.
Travel Reimbursements
Section XV, Payment Methods, of the manual will be revised to update the University’s policy on expenses paid with personal funds. The University historically has reimbursed employees for certain travel expenses before the trip occurs. However, this approach often creates challenges if the trip is altered or canceled.
To limit complications during the reimbursement process, the University now will provide reimbursements for expenses paid with personal funds after the employee’s trip concludes. These expenses may include but are not limited to airfare, hotel accommodations, conference registration fees, mileage and meals.
Employees can continue to utilize their PCard for planned travel expenses to avoid the need for reimbursement. If an employee does not have a PCard, they may apply to receive one. Employees also can work with a colleague or Shared Services to make travel purchases on another employee’s PCard.
Visit the Procurement, Contracting and Payment Services website for additional information.
If you have any questions about these changes, please email travel@mail.wvu.edu or call 304-293-5711, Monday to Friday, 8:15 a.m. to 4:45 p.m. The updated manual will be available online on or after April 1.