University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Contents

• 1.0 Overview and Purpose
• 2.0 Applicability
• 3.0 Requirements
  • 3.1 Leave of Absence While in Travel Status
  • 3.2 Cost of Returning
  • 3.3 Hospitalization/Medical Costs
  • 3.4 Expense Report
  • 3.5 Accident/Illness Report
  • 3.6 Time/Leave Reporting
• 4.0 Resources and Related Policies

1.0     Overview and Purpose

The health and safety of travelers is a top priority in the conduct of travel-related activities. It is important for WSU to establish and alter travel plans and itineraries taking into consideration extenuating circumstances such as hazardous inclement weather, injury/illness, war activity, and other emergency situations that could threaten the health and safety of WSU personnel. This policy outlines the requirements and processes for travel extensions and reimbursement.

2.0    Applicability

This policy applies to the following:

• All University officers, employees, and volunteers, unless otherwise provided by law;
• Persons other than University officers and employees (for example, students) where travel expenses are authorized by statute, but the statute is silent as to amount, i.e., approved 100% third-party funded travel (see UPPM 95.16); and
• Contractors, unless there are specific contractual arrangements modifying travel reimbursement.

3.0    Requirements

When travel itineraries are altered after travel begins due to health and safety issues, travelers should:

• Promptly notify their supervisor of the change in travel plans; and
• Note the reason for any additional expense on the traveler’s Expense Report.

The “prompt return” requirement (see UPPM 95.01) may be waived by the supervisor for health and safety concerns (see SAAM 10.10.35).

3.1      Leave of Absence While in Travel Status

When a traveler is incapacitated as a result of extenuating circumstances (which are not caused by their own conduct), and takes leave of absence of any kind, the authorized reimbursement for subsistence and lodging may be continued during the leave period (see SAAM 10.20.50.a).

When a traveler is incapacitated due to their own conduct and takes leave of absence of any kind, the authorized reimbursement for meals, lodging, transportation, and all other travel expenditures may not be continued during the leave period (see SAAM 10.20.50.b).

3.2     Cost of Returning

Food and lodging reimbursement is usually not allowed if the dollar amount exceeds the total transportation cost of returning the employee to the official residence and sending them back to the temporary work station after recovery.

Example: The traveler is scheduled to conduct a seminar in Chicago from Monday through Friday. They are ill on Tuesday. They are eligible for sick leave and can collect reimbursement for Tuesday’s food and lodging because travel costs to Pullman and back to Chicago would cost more than daily food and lodging expenses.

Travel Services may grant exceptions to the cost of returning in certain emergency scenarios.

3.3     Hospitalization/Medical Costs

Hospitalization and medical costs typically are covered by the individual employee’s or student’s medical insurance plan, in accordance with the specific plan documents. Workers’ Compensation may support medical costs related to job-related accidents (see SPPM 2.30).

3.4     Expense Report

Include an explanation of the health or safety issue on the traveler’s Expense Report in Workday. Include the name of the supervisor who approved the emergency alteration of travel plans and the approval date. When leave of absence of any kind is taken while in travel status, the traveler enters the exact hour the leave begins and ends on the Expense Report in Workday (see UPPM 95.20 and the Workday Create Expense Report reference guide for instructions).

3.5     Accident/Illness Report

Upon return, the employee’s supervisor reports any incurred occupational injuries or illnesses to Human Resource Services on an Accidental Injury/Occupational Illness Report (see SPPM 2.24).

3.6     Time/Leave Reporting

The employee records sick leave used on an Enter Time request time or leave report in Workday (see the applicable Workday Time and Absence reference guide).

4.0   Resources and Related Policies

UPPM 95.53 International Travel

UPPM 30.28 Funds Transfer of Expense Reimbursements

UPPM 10.70 Policy on Risk Management