W. Va. Code R. § 4 - Reimbursement

4.1 Reimbursement of travel expenses incurred by consultants, contractors and non-employees will be in accordance with this Policy, unless otherwise specified in the purchase order or contract with the Office.

4.2 Reimbursement of travel expenses paid from federal, state and private grants shall be governed by the terms and conditions of the grant if they differ from those contained in this Policy; otherwise, this Policy shall govern the reimbursement.

4.3 Travel Expense Reports must be completed by the Traveler in the Office E-Travel System and have all required receipts and forms attached before submitting to the Spending Unit.

4.4 The Spending Unit is responsible for auditing Travel Expense Reports. The E-travel System will contain logic to assist with policy compliance, but approval of a Travel Expense Report is required by a Spending Unit Officer to certify the Report meets all criteria established by this Policy.

4.5 Itemized receipts are required for expenses claimed in excess of $75.00 unless otherwise specifically addressed in this Policy.

4.6. When a receipt is required, the receipt must be the valid, itemized receipt issued by the vendor or service provider documenting the transaction.

4.7 When an acceptable form of receipt is not available, a Traveler shall create, in paper or electronic form, an itemized list reflecting the goods or services purchased, vendor name, date of purchase and price. The physical or electronic signatures of the Traveler and the Spending Unit employee with signature authority for travel are required, along with whatever receipt or other documentation is available.

Notes

W. Va. Code R. § 4