W. Va. Code R. § 148-NA-3

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

Section 148-NA-3 - Travel Regulations Applicable to All employees, Board and Commission Members, and Non employees

3.1 Employees

3.1.1 Approval to travel shall be secured in advance by the employee in accordance with these regulations, and if applicable, the administrative policies and procedures of the state agency. Under no circumstances should an employee travel without proper approval of the spending officer.

3.1.2 Employees are responsible for submitting a travel expense account settlement form with all required attachments to the traveler's spending unit. The form should be submitted within the time prescribed by the Travel Management Office or spending unit after the last day of the approved travel to qualify for reimbursement of expenses.

3.1.3 Consultants, contractors, and non-employees are not required to use these policies and regulations, at the spending unit's option. All consultant and contractor travel should be included as part of the consulting/contractor fee agreement (WV-48).

3.1.4 Reimbursement of travel expenses paid from federal, state, and private grants shall be governed by the terms and conditions of the grant if they differ from those contained in this policy; otherwise, this policy shall govern such reimbursement.

3.2 Purchasing Card Receipt Requirements: Employees are responsible for submitting all original, required receipts for travel to the appropriate Departmental Card Coordinator for expenses paid using the Purchasing Card in accordance with Purchasing Card Program policy.

3.3 Board and Commission Members

3.3.1 This policy shall govern reimbursement of travel expenses to board and commission members when legislation requires such members to follow this policy.

W. Va. Code R. § 148-NA-3