Overview
Whenever possible, faculty and staff should utilize the University credit card for their business travel. If business travel expenses must be paid by cash or personal credit card, a reimbursement request should be submitted on a Travel and Entertainment Voucher. Documentation to support the business expenditures must be submitted in a timely manner with the necessary approvals.
Advances can only be requested when the expected expenses cannot be prepaid or paid by University credit card. Advances must be cleared when travel is completed with the the appropriate documentation and any remaining funds must be deposited back to the Advance account.
For more information on the different methods of payment of your travel related expenses, please visit the “How To” and “Tools” tabs under this section. Any forms related to travel can be found under the “Forms” tab.
How To
Advance Quick Guide
Business Purpose Quick Guide
Completing the Travel and Entertainment Form
Lost or Missing Receipts
Travel Receipts: Required Information
Traveling Domestically: What You Need to Know
Traveling Internationally: What You Need to Know
Tools
Providing a WFU Tax Exemption Certificate
How and When to Provide A Wake Forest University Tax Exemption Certificate
When travelling on Wake Forest business, some states will allow for a sales and use tax exemption for certain purchases. Generally the purchases must be used for the benefit of Wake Forest and must be paid directly by Wake Forest.
We currently have sales and use tax exemptions in the following states:
Florida
Purchases must be paid for directly by the University either by using the P-Card or through Accounts Payable. If an individual pays with their personal card to be reimbursed by the University, the transaction will not be exempt from the sales and use tax. The exemption certificate must be presented at the time of purchase and the goods or services purchased must be used in furtherance of Wake’s tax exempt purpose.
Tennessee
Wake Forest University is exempt from the state sales on purchases made in furtherance of Wake Forest’s tax exempt purposes. Employees of the University will not be charged tax on hotel stays as long as the payment is made on the University P-Card or paid through Accounts Payable. Separate taxes on other services provided in conjunction with the hotel stay, such as room service or snacks provided by the hotel are taxable. A copy of the Certificate of Exemption must be presented at the time of purchase.
New York
New York does not currently accept the Streamlined Form F0003. Wake Forest University is exempt from the state sales tax on purchases made in furtherance of Wake Forest’s tax exempt purposes. Employees of the University will not be charged tax on hotel stays as long as the payment is made on the University P-Card or paid through Accounts Payable. Separate taxes on other services provided in conjunction with the hotel stay, such as room service or snacks provided by the hotel are taxable.
Indiana
The rental of meeting rooms to Wake Forest University is exempt from the state lodging and room rental tax, if the room is used to further the purpose of Wake Forest. The room charges must be billed directly to Wake Forest University. However the rental of hotel/motel rooms is not exempt from the tax. A Form ST-105 or Streamlined Form F0003 must be submitted to the vendor at the time of the qualified purchase.
Texas
Purchases must be paid for directly by the University either by using the P-Card or through Accounts Payable. If an individual pays with their personal card to be reimbursed by the University, the transaction will not be exempt from the sales and use tax. The exemption certificate must be presented at the time of purchase; and the goods or services purchased must be used in furtherance of Wake’s tax exempt purposes. A copy of the Certificate of Exemption must be presented at the time of purchase. Texas also accepts the Uniform Sales & Use Tax Certificate—Multijurisdiction (Revised December 9, 2011). Texas has not yet passed legislation to accept the Streamlined Form F0003.
Please contact the Procurement Office for copies of the Certificates of Exemption when needed.
Travel-related Resources
Whenever possible, faculty and staff should utilize the University credit card (P-Card) for their business travel. If business travel expenses must be paid by cash or personal credit card, a reimbursement request should be submitted on a Travel and Entertainment Voucher. Documentation to support the business expenditures must be submitted in a timely manner, complete with all the necessary approvals.
Advances can only be requested when the expected expenses cannot be prepaid or paid by University credit card. Advances must be cleared when travel is completed by submitting the appropriate documentation. Any remaining funds must be deposited back to the Advance account.
For more information on the different methods of payment of your travel related expenses, please visit the “How to” and “Tools” tabs under this section. Any forms related to travel can be found under the “Forms” tab.
Travel discounts and booking information
The University has partnered with a number of lodging and car rental providers for discounts. For air travel, the University has partnered with Aladdin Travel & Meeting Planners. See the links below for details:
Authorized Approval Levels
Authorization and Approval Levels
Travel Tools
Foreign Exchange Rates
Foreign Per Diem Rates
Mileage reimbursement rate
Tips & Gratuities
Google Maps
KAYAK
Mapquest
Forms
Travel Advance Form
Travel & Entertainment Voucher (for travel prior to 2/18/13)
Travel & Entertainment Voucher (for travel as of 2/18/13)
Family and Guest Travel Form
International Travel Authorization Form
Individuals and groups traveling abroad using WFU funds are required to complete “International Travel Information Forms” available from the Center for International Studies website.
W-9: Request for Taxpayer Identification Number and Certification
W-9 Instructions
W-8BEN Form
W-8BEN Instructions
Missing Receipt Affidavit
Request for Wire/ACH Fund Transfer
