Wayne State University

Aim Higher

Policies-11

7.5 International Travel (Revised as of 7/28/16)

DESCRIPTION

The purpose of this policy is to provide guidance for university travelers about procedures for processing international travel expense reimbursements.  Rules governing international travel can be found in University Policy 16-2, by clicking on this link.                        

TERM(S)/DEFINITION(S)

Traveler                                                                                                                                                                                                           A WSU employee or non-employee who incurs travel expenses and seeks reimbursement for those expenses from the university, regardless of funding source.

POLICY

Reimbursement requests for international travel follow the same guidelines as the general travel policy. In addition to airfare, car rentals, lodging, etc., the traveler will be reimbursed for applicable visa fees, required immunizations, airport taxes,  and other items necessary for conducting university business.

Travel Expense Reports must be submitted in U.S. dollars with documentation and translation of the foreign receipts and their currency conversions. Travelers must use the currency rates that were in effect on the date the expense was incurred or posted to their travel card. Travelers may use the website http://www.oanda.com/ to obtain the conversion rates. 

Expense reimbursements should be processed via the university’s electronic travel system in accordance with established procedures.

PROCEDURES                                             

Responsibility

Action

Traveler                                                                                          

Employee

  1. Obtain pre-approval from immediate supervisor.
  2. Submit travel request via the university’s electronic travel system.
  3. Ensure all requirements outlined in University Policy 16-2 International Travel are met.
  4. Once requirements are met and travel request is approved, proceed with coordination of travel arrangements.
Supervisor/Department Representative
  1. Communicate pre-approval or disapproval to requesting traveler.
  2. Ensure all requirements outlined in University Policy 16-2 International Travel are met.
  3. If approved, review and approve travel request via the university’s electronic travel system.
Business Affairs Officer/Department Expense Approver
  1. Review final expense report.
  2. Ensure travel expense requirements are met (refer to APPM sections 7.1-7.8).
  3. Approve travel expense report via the university’s electronic travel system.

SCOPE

This policy applies to all WSU international travelers and employees with the responsibility of approving international travel related expenses.