W. Va. Code R. § 148-ADM-9

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

Section 148-ADM-9 - Form of payment for business travel

9.1 Corporate Travel Card

9.1.1 Travelers should use the corporate charge card issued by the state of West Virginia for business related travel expenses. No personal purchases are permitted. The state and its agencies have reason to expect their employees to observe a standard of conduct which will not reflect discredit upon the integrity of their employees. Delinquency may result in suspension or cancellation of charging privileges. The employee is responsible for all purchases and cash advances charged to his/her card. Reimbursement from the state must be forwarded to the Corporate Travel Card Company. Employees may be asked to sign an acceptance of responsibility form, at the agencies discretion.

9.2 Cash Advances from an Automatic Teller Machine (ATM) using the State Corporate Travel Card

9.2.1 A cash advance for either instate or out-of-state travel is permissible when an employee travels a minimum of two (2) consecutive days on official business.

Cash advances are limited to the maximum amount authorized by the spending unit. However, the minimum cash advance is $100, with a maximum of $350 in a seven day period.

A cash advance is for business purposes only. No cash advance for personal purposes is permitted.

The preferred method of obtaining a cash advance is to use the state corporate travel card at an ATM or bank lobby. ATM cash advances should be obtained at a bank location as convenience stores may limit the amount of cash it dispenses.

The employee will be reimbursed for only one (1) ATM cash advance transaction fee, and associated fees, per trip. Unless authorized by the Travel Management Office.

9.2.2 For employees ineligible to receive a state corporate travel card or those who have applied and have not yet received their card, the cash advance procedure in 9.3 applies.

9.2.3 The receipt ticket from the ATM machine is required for reimbursement of the ATM transaction fee.

9.3 Cash Advances from the State Auditor's Office

9.3.1 Cash Advances for Employees

9.3.1.1 Cash advances may be received by employees for business travel for the payment of registration fees and/or daily miscellaneous expenses where the state corporate charge card is not accepted. Cash advances may be issued for:

(a) out-of-state travel;

(b) a minimum of four (4) days and a maximum of the number of days approved for travel at the rate of $50 per day for miscellaneous expenses;

(c) the exact amount of registration fee which is $100 or more;

(d) the total estimated expenses for a student or student group; and

(e) other circumstances approved by the spending officer/designee.

9.3.2 Settlement of Cash Advances

9.3.2.1 All cash advances must be settled by the individual traveler, and spending unit within 30 days after completion of travel. Such settlement shall be submitted by the spending unit to the State Auditor's Office for final settlement within the time frame prescribed by the State Auditor's Office.

9.3.2.2 Failure to settle a cash advance within the time frame prescribed by the State Auditor's Office may result in suspension of cash advance privileges.

9.4 Direct Billing

9.4.1 Direct billing may be authorized by the spending officer according to the spending units' travel guidelines. The traveler is responsible for attaching to the expense account settlement copies of receipts, invoices, etc. for any direct billed fee.

W. Va. Code R. § 148-ADM-9