Information for Travelers

1701 Official University Travel governs in-state, out-of-state and international travel for faculty, staff, students, and candidates of Fairmont State. Rules, guidelines, and forms are offered to assist in the procuring and processing of travel expenses. 

Fairmont State routinely pays for travel-related expenses through direct payment to the vendor and/or reimbursement of allowable expenses to the traveler. Travelers include employees; faculty and staff, students, and candidates.

Any traveler that has received prior departmental authorization to travel is eligible for reimbursement for allowable travel expenses paid by personal means. To obtain reimbursement the traveler must complete a Travel Expense Account Settlement Form. 

It is requested that the traveler complete this form within 3-5 business days after returning from the trip and forward to Travel@FairmontState.edu upon completion and obtaining the required signatures. This will ensure timely reimbursement of out-of-pocket expenses and posting of related expenses to the financial statements.

Refer to the allowable and non-allowable chart to assist with gathering documents and account coding on the Travel Expense Account Settlement Form.

Direct payment to vendors must adhere to the standard purchasing procedures at Fairmont State. Please refer to the Purchasing Manual for guidelines. 

Obtain Authorization – Follow individual departmental practices for obtaining proper travel authorization.

Traveler setup in OASIS – Each traveler must be identified as a State recognized vendor in OASIS before any reimbursements can be made to the traveler. For first time non-employee travelers, a W-9 form must be completed and submitted to Procurement@fairmontstate.edu. 

Prepayments – Only airfare and registration fees can be prepaid. Refer to Policy #14 for reimbursement guidelines for these expenses.