Enterprise Rent-a-Car has deployed a new method for booking rental vehicles at the state contract rate. One of the benefits is that EWU employees will be able to use both Enterprise and National Car Rental locations as part of a unified Washington state contract.
The new booking method provides a Master Corporate ID and department billing number which identifies Eastern Washington University as the Agency making the reservation. The Department Billing Number is associated with your department’s CTA card. Ask your department CTA cardholder for the billing number, and provide that number when making your reservation if you are requesting to bill your department.
Other payment options are available. See the Rental Car section on the Travel Accounting Website for directions on how to reserve/pay for rental cars or vans when traveling on university business.
Eastern Washington University is contracted with On Call International, a global assistance services company that provides many insurance functions while employees are traveling internationally. Each employee traveling abroad is covered under this plan. This plan provides the services and benefits travelers need to prepare for their destination as well as to help with any problems they may encounter while traveling or on assignment.
When filling out your travel request, specify Trip Type as International Travel and check the box that states “I will contact Travel Accounting for international travel requirements.” Then, contact the Travel Accounting office for further instructions. Each employee who is traveling internationally will receive an email from the Travel Accounting office with important paperwork describing the full program, as well as a Plan ID card with contact information.
Before you depart for your trip:
- Contact On Call with any pre-travel health or security questions
- Closely review your full plan description
- Save On Call Contact information in your mobile phone or print and carry your Plan ID Card
The following provides important information about fiscal year end processing of travel-related expenses.
Airfare -- for airfare paid prior to June 30th for travel taking place in July or later, the expense will be charged to your FY21 budget (spans 7/1/20 to 6/30/21).
CTA Holders -- for airfare where travel begins in the next fiscal year, within PaymentNet please use account 16020 to record the prepaid expense in the associated fund where the activity occurs. Indicate in your transaction notes which index and account should be charged in the new fiscal year.
Cash Advances -- for any advances issued prior to June 30th for travel taking place in July or later, the expense will be charged to your FY21 budget.
Conference registrations -- registration fees (in connection with travel) can be charged to your FY20 budget only if payment is required to obtain an "early bird" discount, to hold a seat, or payment is due on or before June 30th. Otherwise, the expense will be charged to your FY21 budget. Note: You can help reduce our payment processing work by waiting to use your Procurement Card until July 1st to make FY21 purchases (if practical to do so).