W. Va. Code R. § 133-29-10 - Form of Payment for Business Travel
10.1. Corporate Charge Card or Credit Card:
Travelers should use the corporate charge card issued by the State of West
Virginia for business related travel expenses, or a higher education corporate
charge card if available.
10.2.
Cash Advances from the State Auditor's Office: Cash advances for official
travel may be requested from the State Auditor's Office according to the
procedures established by the Auditor for employee and student travel, and for
group travel such as bands, athletic teams and organized student groups. The
Governing Boards shall establish policies and procedures for requesting and
settling cash advances with the Auditor.
10.3. Cash Advances from an Automatic Teller
Machine (ATM) using the State Corporate Credit Card:
10.3.1. Employees may secure a cash advance
for business travel expenses only. Cash advances are not permitted for personal
purposes.
10.3.2. A cash advance
for either in-state or out-of-state travel is permissible when an employee
travels a minimum of two (2) consecutive days on official business. The
preferred method of obtaining a cash advance is to use the state corporate
credit card at an ATM. Cash advances and ATM transaction fee reimbursements are
limited to the amount and number authorized by the Commission. Receipt(s) from
the ATM are required for reimbursement of the ATM transaction fee.
10.3.3. For employees ineligible to receive a
state corporate credit card or those who have applied and have not yet received
their card, the cash advance procedure in Paragraph 10.2 shall apply.
10.3.4. Each institution shall adopt and
actively pursue policies and procedures to manage and minimize credit losses by
employees using the corporate charge card.
10.4. Direct Billing: Direct billing may be
authorized by the appropriate institutional representative in accordance with
the institution's policies and procedures. The traveler is responsible for
attaching to her/his final expense account settlement copies of receipts,
invoices, documentation, etc. for any direct billed fee.
Notes
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