Other forms

Paying for hotels and/or Conference Registration Fees

Are you staying at a hotel? Maybe there are some conference registration fees you need to pay in order to attend? Be sure to fill out our Purchase Request form for ANYTHING that is going to require a check in order to pay for it.

Click here for information about the Purchase Order Request forms.

Flying?

Be sure to call and get a quote from Azumano Travel at 1-800-334-2929 or by emailing azcorvallis@azumano.com. The quote supplied from Azumano will need to be submitted with your completed travel paperwork

Driving?

Please call the DAS Motor Pool at 503-378-4377 to make a reservation for state vehicles. Your billing card will need to be picked up from the ASWOU Office Coordinator before going to pick up the vehicles.

Documents - Travel
These are the documents necessary for traveling. Please refer to your expense request checklist for a list of the documents you need for your specific travel.


ASWOU Pre-Travel Authorization

ASWOU Pre-Travel Authorization FormThis worksheet should contain all the basic information of the trip such as the location, who all is attending, why the trip is necessary, the dates of the trip, and the costs to go.

This document varies from the University's version in that it allows for signatures from the ASWOU Director of Business and Finance and the ASWOU Advisor. Both of these signatures are required before any individual/group traveling with an ASWOU organization is allowed to travel outside of the cities of Monmouth and/or Independence.

PLEASE NOTE THAT STUDENTS CANNOT OBTAIN A TRAVEL ADVANCE. IF A TRAVEL ADVANCE IS NECESSARY, IT MUST GO THROUGH A WOU FACULTY OR STAFF MEMBER.

Student Travel Request

VPSA Student Travel RequestThe Student Travel Request is required by the Vice President for Student Affairs office before an organization/student can travel. The form must be completed by the group's contact person while on the trip so that the Student Affairs' office can reach someone in case of an emergency. The Vice President looks at the information on both this form AND the pre-travel form prior to signing the document.

When completing this document, please remember to fill out EVERYTHING or it will not be approved. Additionally, under the transportation section, all of the driver's listed must have submitted a Driver Authorization form and had their driving privilages for University business approved by the Department of Public Safety. Additionally, if the driver(s) are operating a state van (7 or 12 passenger), they must have taken the Van Safety Exam.

SOMEONE WHO HAS NOT BEEN APPROVED OR HAS HAD THEIR LICENSE SUSPENDED CANNOT DRIVE (EVEN IF IT IS THEIR OWN, PERSONAL VEHICLE BEING USED FOR THE TRIP).

Emergency Contact List

Emergency Contact Person ListThe Emergency Contact List is the University's way to get in touch with someone should there be an emergency while a group is traveling. These forms must be filled out by each student going on the trip and then a copy must be made. Once a copy is made, the originals needs to be turned in to the Campus Public Safety (CPC) office PRIOR TO DEPARTURE (can be submitted on your way out of town) and a copy needs to be kept by the leader of the trip.

If there are more students going than slots on this form, please make copies of the second page and attach.

Student Liability Waiver

Student Liability WaiverThis waiver serves as a "contract" for WOU students while attending University sanctioned events. Each student going on the trip must sign the liability waiver and copies must be given to CPC. Please be sure to fill in all pertinent information and print, sign, and date at the bottom of the form.

If you have any questions or comments regarding this form, please contact the Student Leadership & Activities office for assistance.

WOU Travel Reimbursement Request

WOU Travel Reimbursement RequestThis form (also called "Post Travel) should be completed upon returning from every travel event if money was used to purchase food that you would like reimbursed (by each student/faculty/staff member requesting reimbursement for travel expenses).

If a personal vehicle was used, up to $.51/mile can be reimbursed to travelers who took their own vehicles.

If there is nothing that needs to be reimbursed to group members, this form does not need to be filled out (unless otherwise specified by the ASWOU Director of Business and Finance, Advisor, or Office Coordinator).

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Main office: 503.838.8303 | President's office: 503.838.8555 | Fax: 503.838.8554