W. Va. Code R. § 135-29-10

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 135-29-10 - Form of Payment for Business Travel

10.1. Corporate Charge Card or Credit Card: Travelers should use the corporate charge card issued by the State of West Virginia for business related travel expenses, or a higher education corporate charge card if available.

10.2. Cash Advances from the State Auditor's Office: Cash advances for official travel may be requested from the State Auditor's Office according to the procedures established by the Auditor for employee and student travel, and for group travel such as bands, athletic teams and organized student groups. The Governing Boards shall establish policies and procedures for requesting and settling cash advances with the Auditor.

10.3. Cash Advances from an Automatic Teller Machine (ATM) using the State Corporate Credit Card:

10.3.1. Employees may secure a cash advance for business travel expenses only. Cash advances are not permitted for personal purposes.

10.3.2. A cash advance for either in-state or out-of-state travel is permissible when an employee travels a minimum of two (2) consecutive days on official business. The preferred method of obtaining a cash advance is to use the state corporate credit card at an ATM. Cash advances and ATM transaction fee reimbursements are limited to the amount and number authorized by the Commission. Receipt(s) from the ATM are required for reimbursement of the ATM transaction fee.

10.3.3. For employees ineligible to receive a state corporate credit card or those who have applied and have not yet received their card, the cash advance procedure in Paragraph 10.2 shall apply.

10.3.4. Each institution shall adopt and actively pursue policies and procedures to manage and minimize credit losses by employees using the corporate charge card.

10.4. Direct Billing: Direct billing may be authorized by the appropriate institutional representative in accordance with the institution's policies and procedures. The traveler is responsible for attaching to her/his final expense account settlement copies of receipts, invoices, documentation, etc. for any direct billed fee.

W. Va. Code R. § 135-29-10