Procedures for collecting past-due travel advances get stricter

The procedures for collecting past-due travel advances at Western Washington University have changed.

The procedures were developed in response to an internal audit that indicated the university was not in compliance with state rules. Per state law and Western policy, reconciliation of an advance and any balance owed to the university is due by the 10th day following the return date of travel. (Example: If the return date from a trip is on Feb. 25, 2014, the deadline is March 10, 2014). The attached procedures became effective July 1, 2014.

Penalties for failure to meet the deadline:

• Interest will be applied to the total past due balance at a rate of 1 percent per annum, and
• The balance will be recovered via payroll deductions until the balance is paid in full. The total amount to be deducted per paycheck will not exceed 25 percent of the employee’s bi-monthly disposable income.

Summary of procedures:

• On the first of each month, Travel Services will identify “outstanding” travel advances and send the traveler a reminder via email of the deadline. Outstanding advances are when a traveler has returned and has not reconciled the advance but still has time to do so before the deadline.
• The reminder email will also state that if the traveler anticipates not being able to meet the deadline, he or she must request an extension from his or her supervisor (and the budget authority if not the same person).
• On the 11th of the month, Travel Services will identify “past due” travel advances. A past due advance is where the traveler has not reconciled and/or paid back a balance due by the 10th of the month.
• For those travelers with a past due advance who have not obtained an approved extension, Travel Services will send a Notice of Adverse Action via email to the employee (cc to supervisor, budget authority, division head designee, director of Procurement and Business Services, TEM data entry delegate and the assistant vice president for Human Resources). The adverse action (applied interest and payroll deduction) will take place on the 15th of the month.
• Following the payroll deduction, the employee will have until the last day of the month to complete the required action before another deduction occurs. Interest will continue to apply and is not refundable.
• Travel services will also monitor past due advances for each of the approved extensions and follow the same procedures on the 25th of the month.
• If repayment to the employee is necessary, a request will be made by Travel Services after all required action by the traveler has been completed.