Things to Know Before You Go

International Approval

• All international travel must be registered with WVU’s Global Affairs office before the trip occurs. Register your international trip here. By completing this simple form, you are registering your travel, enrolling in WVU's international insurance plan and emergency response service, and fulfilling your Export Control obligations. Contact Travel Registration with questions.

What approval do you need?

• If using grant funds for your trip, make sure the travel is specifically allowed for within your grant.
• If not using grant funds for your trip, make sure your supervisor has approved you going on the trip. You will also need your Dean/VP's written approval prior to booking expenses.

Splitting out personal vs business expenses

• "Business travel" includes the days the business is conducted plus a day before and after. Travel beyond that window is considered personal.
• If you stay an extra day for personal travel, make sure you pay for the extra hotel night, car rental day, meals etc. personally.
• Personal travel can not be paid on the PCard.

Mileage Reimbursement

• Employees are strongly encouraged to drive rental cars with the University's rental car company Enterprise/National but are permitted to drive their own vehicle when necessary.
• If driving your own vehicle, you will be reimbursed based on the IRS mileage rate at the time of your trip.
• See the University’s travel manual for additional details.
• Examples of how to calculate the mileage for different scenarios.

Tax Exempt Forms

• Tell your hotel that WVU is tax exempt if traveling to a state in which the University has been granted exemption. The list of exempt states can be found here.

Paying for Travel

• PCard is the preferred method of payment for airfare, hotel, car rental, parking, and conference registrations.
• Make sure not to put your meals/room service on your PCard - meal per diem will be given after the trip.
• If paying out of pocket, reimbursement can not be submitted until after the trip concludes. Remember to submit your reimbursement request withing 30 days after returning from your trip.