Travel

Travel Services Department processes travel documents, audits Business Procurement Card charges related to travel events and answers general questions about travel for WSU employees.  WSU just launched the Chrome River software and it replaced TEM!

Resources

The following resources have been assembled to assist end users with the Travel process.  Additional information can be viewed by clicking on the plus sign in each section.

COVID-19 Travel and Purchases FAQ
Where do I make a comment that the Travel, Pcard Transaction or Purchase is related to COVID-19?

COVID Comment Location – will show you the various modules that the “COVID” term is required in.

I used my pcard for travel expenses (i.e. conference registration, airfare, rental car, hotel deposit).  The travel event has been cancelled due to COVID-19 but the pcard charges have already been reconciled in Chrome River.  What steps do I take?
  1. Locate the submitted expense report(s) through the “Submitted Last 90 Days” section of Chrome River.
  2. Open the report and click on the appropriate expense line.
  3. Enter “COVID” in the comment section of each expense line related to the canceled travel event.
  4. Contact the vendor associated with each charge and request a refund to be issued back to the pcard.
I contacted the vendor for a refund of travel related expenses (i.e. conference registration, airfare, rental car, hotel deposit), however, the vendor will not issue a refund.  How do I handle the pcard charges in Chrome River?

Reconciled Expenses

  1. Locate the submitted expense report(s) through the “Submitted Last 90 Days” section of Chrome River.
  2. Open the report and click on the appropriate expense line.
  3. Enter “COVID” in the comment section of each expense line related to the canceled travel event.
  4. Attach any correspondence from the vendor that documents their refusal to issue a refund.
  5. If the vendor does not provide written correspondence, enter a comment on the expense line to document that a refund was requested but not obtained from the vendor.

Unreconciled Expenses

  1. Create a new expense report for the cancelled travel event.
  2. Reconcile the pcard charge as if the trip had occurred as normal.
  3. Save the expense line.
  4. Before submitting the expense report, enter “COVID” in the comment section of each expense line related to the canceled travel event.
  5. Attach any correspondence from the vendor that documents their refusal to issue a refund.
  6. If the vendor does not provide written correspondence, enter a comment on the expense line to document that a refund was requested but not obtained from the vendor.
I used my personal funds for travel expenses (i.e. conference registration, airfare, rental car, hotel deposit) and now my travel event has been cancelled. How do I get reimbursed for my expenses?
  1. Make a list of all expenses related to the canceled trip.
  2. Contact each vendor (i.e. conference, airline, hotel, rental car company) to inform them of the cancellation and ask for a refund.
  3. Communicate the status of each expense/refund to the Travel department wsutraveloffice@wichita.edu and the appropriate departmental personnel (i.e. supervisor, delegate, business manager).

Vendor issues credit

No further action is needed

Vendor does not issue a credit

  1. Create a new expense report for the cancelled travel event.
  2. Add each expense to the report as if the trip had occurred as normal.
  3. Save each expense line.
  4. Before submitting the expense report, enter “COVID” in the comment section of each expense line related to the canceled travel event.
  5. Attach any correspondence from the vendor that documents their refusal to issue a refund.
  6. If the vendor does not provide written correspondence, enter a comment on the expense line to document that a refund was requested but not obtained from the vendor.
How do I handle my approved Pre-Approval for a travel event that has been cancelled?
  1. Locate the submitted Pre-Approval report(s) through the “Submitted Last 90 Days” section of Chrome River.
  2. Enter “COVID” in the comments field on the header of the Pre-Approval and click the Post button located to the right of the comment.
  3. Click the Expire button located at the top of the page.
  4. Click the Expire button when the system asks if you are sure you want to expire the Pre-Approval.
My travel event wasn’t cancelled, but I do not feel comfortable attending amid the COVID-19 outbreak - what are my next steps?
  1. Discuss situation with Supervisor and upon agreement, proceed with the following steps.
  2. Make a list of all expenses related to the canceled trip.
  3. Contact each vendor (i.e. Conference, airline, hotel, rental car company) to inform them of the cancellation and ask for a refund.
  4. Communicate the status of each expense/refund to the Travel department wsutraveloffice@wichita.edu and the appropriate departmental personnel (i.e. supervisor, delegate, business manager).
  5. See the appropriate FAQ above for detailed directions on how to proceed.
 The airline will not refund my airfare, they will only issue a ticket credit in my name that can be applied towards a future ticket purchase. How should I handle this?
  1. Send an email to wsutraveloffice@wichita.edu to provide details about the credit (i.e. the airline carrier, amount of credit, fees assessed, etc.).
  2. Traveler enters a comment on the original expense line for the transaction indicating that a ticket credit has been obtained.
  3. Traveler tracks the unused ticket credit and applies the credit towards the airfare ticket for the next scheduled business travel event. 
  4. At the time of rebooking, airline may assess a $200 change fee. If they do, inform airline of the reason for the original cancellation (COVID-19) and send cancellation documentation to airline.
  5. Traveler provides documentation in Chrome River showing the application of the unused ticket credit.
 What if I still have questions regarding travel?
If you have questions or need guidance on processing your travel in Chrome River, please contact the Travel department at wsutraveloffice@wichita.edu or by phone at (316) 978 -5988.
Travel General Information - Including Handbook, Price Quote Comparison, BPC
  • Travel Handbook - The following handbook is presented to promote efficiency in processing business travel.
  • Travel Quick Reference Guide - Find answers to frequently asked questions, along with a brief list of reimbursable and non-reimbursable expenses.
  • Price Quote Comparison - The price quote comparison provides guidance regarding:  
    • Driving in lieu of flying
  • Business Procurement Card (BPC) is an individual credit card issued by WSU and billed directly to the university.  The card is to be used for business related travel expenses as outlined in the BPC manual. 
Meals and Incidental Expense & Lodging - Including Meal Per Diem and Lodging rates for a location

Meals and Incidental Expense (M&IE) includes the cost of meals (including taxes and tips), along with all incidental fees (including tips) to hotel porters, bellhops, doormen, and maids.  Daily lodging rates will be determined solely by the use of CONUS.  The rate is for the room only; any additional taxes such as occupancy tax will be reimbursed at the full amount.

Mileage - Including rates and mileage log

These reimbursement rates are considered to cover all costs associated with the use of the privately owned conveyance.  This includes, but is not limited to: gasoline, oil, tires, repairs, insurance (including uninsured losses, and insurance deductibles resulting from damage to the privately owned conveyance), license fees, depreciation costs and expenses of any type.  The rates are for Fiscal Year 2021.

  • $0.56 per mile for privately owned automobile
  • $0.54 per mile for privately owned motorcycle
  • $0.16 per mile for moving mileage rate
  • $1.26 per mile for privately owned airplane (based on air miles rather than highway miles)

This mileage log is used for vicinity travel and should be turned in once a month for reimbursement.

Vehicle Rental - Including FAQ's, Rates, Accident Procedures
Chrome River - Travel & Expense Software Solution - Including general information, job aids

Chrome River is WSU's new comprehensive Travel and Expense Management system.  This software will replace TEM and the iTravel Reconciliation process along with the electronic approvals through Banner Workflow.

Chrome River is now LIVE and you can log in using this link: Chrome River Login

 Visit Chrome River's webpage for more information and training opportunities using this link: Chrome River Website


The quick reference guides below are designed to give a brief explanation on each topic with reference pictures to aid you in completing the report in Chrome River and start enjoying the new benefits.  For detailed information refer to the Chrome River website at wichita.edu/cr.

 


Travel & Expense Management (TEM) was WSU's previous software that was used to process travel documents.  The software was sunsetted on July 25th and replaced with Chrome River.  To access travel documents that were processed through TEM please contact wsutraveloffice@wichita.edu .

Travel Shared Service - Including Information and Request Form

The Travel Services Team is here to assist you with processing travel in the Chrome River Travel & Expense system. Contact our department to see how you can: 

  • Decrease the amount of time staff spend on travel related data entry
  • Receive travel reimbursements faster
  • Reduce the number of travel documents that are returned for correction
  • Improve your travel experience with WSU

Travel Request Instructions - This guide will assist you in filling out the travel request form and an example of a completed request form.

Travel Request Form - Use this form to capture travel details and communicate with the Travel Shared Services Team.

Travel Resources - Including Policies for WSU and State of Kansas

WSU Policies and Procedures - Table of Contents

  • 13.20 Out of State Travel
  • 13.02 Border City
  • 13.11 Private Vehicle Reimbursement

State of Kanas Travel Information for Employees - State of Kansas Link

Mandatory Direct Deposit for Travel Reimbursements

The State of Kansas requires employee reimbursements to be made via direct deposit.  Travelers needing to set up direct deposit information should access the Direct Deposit Information link located in the Employee Self-Service section of myWSU.

The State of Kansas offers an alternative payment method listed below, you must enroll in U.S. Bank Focus Pay Card. Forms and additional program information is listed below:

U.S. Bank Focus Pay Card Enrollment Form
U.S. Bank Focus Pay Card Information
U.S. Bank Focus Pay Card Fee Schedule