Payroll Services President's Memo of May 18, 1993

MEMORANDUM

TO: All WSU Employees

FROM: Samuel H. Smith, President

SUBJECT: Executive Order for State Travel Regulations

On April 30, 1993, Governor Lowry issued an Executive Order titled CONTROLLING STATE EXPENDITURES. In the Order, state agencies are mandated to follow specific standards for travel expenditures. Governor Lowry realizes travel is an integral part of state business. He does not direct agencies to stop travel at any level, but requires that all institutional funds are spent in the most economical and fiscally responsible manner.

After a review of the Governor’s Order, it has been determined that the following standards and procedures will be implemented when authorizing and expensing travel in order to comply with the Governor’s directives.

The use of blanket Travel Authorities will be eliminated. A Travel Authority will be required for all out of state, out of country, and overnight travel. A higher level of administrative approval will be required for travel than currently exists. To meet the intent of the Governor’s Executive Order, the Provost, the Vice Presidents, Vice Provosts, Associate and Assistant Vice Presidents, Deans and Associate Deans, the Director of Libraries, and the Director of Athletics will be delegated authority to approve out of state, out of country, and overnight travel for all employees in their areas. One exception to this requirement will be travel on Sponsored Projects. The current authorization level for Sponsored Projects travel will remain the same.

Those administrators authorizing travel are to insure that the statement of purpose for the trip on the Travel Authority is very clear, details the exact purpose of the trip, and describes the program and why the individual is traveling. In addition, more detailed information required in the Executive Order must be maintained at the approval level, such as how the trip relates to the person’s work assignment, a description of expected benefits to the University, and statements of whether or not alternative approaches were explored and rejected.

When approving travel, administrators must insure that the most economical means of travel are being utilized. This is currently the primary criterion for approval of all state travel per State of Washington Travel Regulations. A certification statement regarding use of the most economical means is currently included on the Travel Authority and the Travel Expense Voucher.

Departments must develop and implement alternatives to travel such as teleconferencing, car pooling, reducing the frequency of regularly scheduled out-of-town meetings, and reducing the number of people traveling for the same purpose.

Prior to setting up a conference, retreat, or meeting, first preference must be given to the use of state facilities such as the Coliseum, CUB, or other University facilities of branch campuses or research stations.

The Governor has instructed the Office of Financial Management to develop a policy for use of “frequent flyer” mileage credits earned by agency employees on state business. Until such a policy is implemented by the State of Washington, all WSU employees earning “frequent flyer” mileage credits on state business are to utilize the frequent flyer miles earned for additional travel on state business. To accommodate this situation, some airlines allow individuals to set up two “frequent flyer” accounts. For details on this contact the Travel Division in the Controller’s Office or check with your travel agency.

All blanket Travel Authorities for out of state or overnight travel are rescinded effective May 1, 1993. Individual Travel Authorities, approved by officials I have designated above, will be required for each trip.

Implementation of these standards and procedures is effective May 1, 1993. All travel planned after April 30, 1993, and approved prior to the date of this memorandum is to be reviewed to ensure that the intent of these procedures is met. The Travel Division in the Controller’s Office will return previously approved Travel Authorities for travel not yet undertaken to the appropriate official for review.