Travel related expenses will be reimbursement through our Accounts Payable office to the candidate after their visit has concluded via a Direct Pay.  The Direct Pay will be filled out by the campus liaison and approved by the Supervising Budget Manager of the paying department.

MUW Travel Authorization is not needed for this reimbursement because they aren’t (yet) a W employee.

Required:

Before reimbursement can be made for their travel expenses, a W9 filled out by the candidate needs to be submitted to Resources Management in order for the candidate to be set up with a 950 number in Banner.  Reimbursement cannot be completed with out being set up with a 950 number.

Travel Reimbursement:

All reimbursement will be made after their visit has concluded and itemized receipts have been submitted. 

A driving vs flying comparison is required for transportation cost comparison.  This cost comparison will be the cost of driving to and from campus at the current mileage rate compared to the round-trip air fare including parking and baggage fees.  The transportation reimbursement is based on the most economical method to and from campus. 

MUW does not reimburse the travel expenses for additional guests who accompany the candidate. 

Driving:

To The W and From The W will be reimbursed at the current rate provided by the State Department of Finance and Administration.  This rate will change every January.  Mileage to and from will be/should be verified using Google Maps.   The current rate is $0.67per mile.

Flying:

Traveling to The W via commercial flight:  Two (2) flight comparison quotes are required.  The flight purchased should be the least expensive route.  Reimbursement will be based on the lowest fare.  Additional baggage fee and flight insurance will not be reimbursed.  The W does not purchase or book flights for candidates. 

Hotel/Housing:

The W offers housing at the Puckett House.  Reservations can be made through the campus’ Resources Management office.  662-329-7126. 

There are numerous hotels in Columbus that can also accommodate a candidate.  The candidate can also book their own hotel room within Columbus.  Reimbursement will be paid after their visit has ended.  An itemized hotel receipt is required.

Reimbursement:

Meals, baggage fee, and parking fees can be reimbursed for the visiting candidate.  Itemized receipts are required.   All receipts need to be submitted and legible

Final Steps:

Once all information is submitted, payment will be made using a Direct Pay. Direct Pay

Enter the 950 number in the Vendor section and list their mailing address.

The accounting information is the department covering the candidate’s reimbursement.

Supervising Budget Manager of the paying department will need to sign and date.