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The university has scheduled a systems update: do not submit or approve Travel Authorizations, Cash Advances, or Expense Reports between April 27 and May 4. Any items entered during that window will be returned to pending status and must be resubmitted on or after May 4, 2026. The travel web pages are moving from the classic layout to a new fluid design; questions about the transition should be directed to the Travel Desk at [email protected]. When you prepare travel documents in MyCWU, include an approved travel authorization (TA) before making commitments to avoid delays and processing errors.
Central Washington University follows the SAAM (State Administrative & Accounting Manual), Chapter 10, and that framework requires authorization before traveling on official business. It is the traveler’s responsibility to know and follow CWU travel rules: unauthorized trips or improperly documented claims may be denied. Travelers are expected to cover any excess costs caused by personal preferences or convenience; the university will not pay charges that exceed allowable limits. Always supply the detailed receipts and documentation requested by the approver so that reimbursements can be processed promptly and accurately.
Key procedures to reference in planning and filing are CWU Travel Procedure 205 Travel Authorization, 210 Cash Advances, and 215 Expense Report. Complete the appropriate Travel Authorization in MyCWU before you travel; the Travel 101 guide explains page navigation and common workflows. If your trip is international, review CWU 205-02 International Travel early—units that sponsor travel must ensure travelers comply. Keep in mind that only expenses tied to an approved traveler and an approved authorization qualify for reimbursement; charges on non-authorized cards or for non-approved travelers will likely be denied.
Airfare booking and travel agents
No airline tickets should be purchased without an approved TA in MyCWU. The university maintains relationships with travel providers for university-related bookings: Travel Leaders, Columbia Basin Travel (Carolyn Kinkade: [email protected], (509) 293-8080), and Journey Travel (Kathy Pettibon, [email protected]; Jene’e Bearden, [email protected]; Holly Walker, [email protected] — phone (360) 532-2860, 9am–4:30pm). Note that Trip Stew (Adam Stewart) is no longer a partner as of January 1, 2026, but remains a contact for bookings created before 01/01/26 ([email protected], (206) 422-0231). Provide agents your TA number, full name as on ID, DOB, gender, phone, email, mobility or assistance needs, TSA/Pre-Check or frequent flyer numbers, and rental car requests (Enterprise direct billing is available).
Meals, lodging and vehicle rentals
Meal and lodging reimbursements follow published per diem schedules. Current rates are effective 10/1/24 – 9/30/26; a Washington state per diem map is available (noting updates as of Jan 1, 2026). When you reserve a room, always ask for state, government, or university rates and compare against the allowable lodging limits for the destination. Familiarize yourself with the maximum lodging exception and the 50 mile rule described in the lodging procedure so you can document any allowable overages. For vehicle rentals, follow the state contract: Enterprise is a preferred vendor and agents have billing details for eligible reservations.
Student field trips and group travel
Field trips enrich coursework but carry specific safety and liability responsibilities. For university-sanctioned group travel follow CWU Travel Procedure 260 Domestic Group Travel: transportation must be arranged through the university contract carrier, the CWU Motor Pool, or Enterprise under state contracted rates. Students must complete an Assumption of Risk and Release Form before departure; faculty and staff must attach each signed release and a roster (names, phone numbers, emergency contacts) to the TA in MyCWU. These liability limiting procedures protect students and the institution while supporting educational objectives.
International travel, third-party payments and compliance
Foreign travel is governed by CWU Travel Procedure 265 Foreign Travel and the university’s international travel policy CWU 205-02. Per SAAM subsections 10.10.15 and 10.10.50.a, faculty and staff must register and complete a travel authorization before departure; students participating in CWU-related travel abroad register through the Office of International Studies and Programs/Study Abroad and Exchange Programs (OISP/SAEP), which advises on passports, visas and special cases (for example, DACA or undocumented travelers). All participants are required to purchase international health and emergency insurance for the full duration of the trip; enrollments and billing are handled through the university’s contracted provider. Policies about travel paid by non-university sources are in Travel Procedure 270, and external grants or contracts that sponsor travel must follow the appropriate approval and documentation rules.
If you are ever unsure about eligibility, documentation, or approval status, verify the travel authorization in MyCWU and contact the Travel Desk at [email protected]. The website includes additional resources such as the Individual Meal Calculator, foreign per diem tables, currency conversion tools, and travel forms and checklists to help you complete compliant and timely reimbursements.