• Travel Request Form

  • TRAVELER DETAILS

  • Find your (the traveler's) VC / Vendor # using the tool below, copy the entire VC, paste it into the "VC / Vendor #" field below, and then click the "Click to Verify VC & Autofill Personal info" button. (Must be signed into your work Google account for tool to work.)

  • TRAVEL DETAILS

  • Travel to the Cheyenne office for day-to-day office work—or internal meetings that could be conducted virtually—is not eligible for reimbursement. Mandatory travel to the Cheyenne office to conduct required and approved job duties is reimbursable.

  • Travel to Cheyenne is not eligible for reimbursement.

  • First day of travel*
     / /
  • Last day of travel*
     / /
  • Is the city from which you are departing an approved *temporary* telework location? (NEITHER your city of residence NOR a WDE office; generally granted for special circumstances)*
  • Is Cheyenne closer to your destination than {homeCity}? (if flying, is Cheyenne closer to the airport than {homeCity}?)*
  • Will any portion of this trip be reimbursed by another entity?*
  • Will your trip be constructed or interrupted?*
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  • TRAVEL ARRANGEMENTS

  • Which of the following expenses will be incurred by the WDE (whether through admin booking/traveler reimbursement)?*
  • Do you plan to book any of the above expenses independently and request reimbursement?*
  • Which of the following expenses do you plan to book independently and request reimbursement for after the trip has concluded?*

  • TRAVEL ARRANGEMENTS cont.

  • Check in date hotel 1*
     / /
  • Check out date hotel 1*
     / /
  • Check in date hotel 2*
     / /
  • Check out date hotel 2*
     / /

  • **Admins: For 3+ hotels, please calculate lodging grand total and type in field below

  • State Vehicle / Privately Owned Vehicle

  • Mileage in field below MUST be calculated as whichever distance of the following two is shorter:

    • Distance to the destination city if departing from and returning to {homeCity};
    • Distance to the destination city if departing from and returning to Cheyenne.

  • Mileage in field below MUST be calculated as the shortest distance leaving from {homeCity}.

  • Mileage in field below MUST be calculated as the shortest distance leaving from Cheyenne, WY.

  • Mileage in field below MUST be calculated as the shortest distance leaving from {fromWhich283}.

  • Mileage in field below MUST be calculated as the shortest distance leaving from {homeCity}.

  • Google Maps screenshot showing roundtrip city-to-city mileage from Cheyenne to Casper to Jackson to Cheyenne.
  • **Admin Confirmation:*
  • **Admin Confirmation:*
  • If you were to be eligible for the higher mileage rate & POV mileage were to be less than the cost of a state vehicle, would you prefer the higher mileage rate?*
    • (Optional) Expand for Terminal Mileage Selection & Explanation -> 
    • Terminal mileage (travel within a community) is allowed only if the Superintendent of Public Instruction or designee has authorized such travel for purposes of conducting official business of the Department in the official domicile area, or at the destination point(s) while traveling. This includes travel within the destination location of the trip or mileage in conjunction with official business in the official domicile area, such as in-city miles traveled to attend meetings, conduct site inspections, etc. In such cases, odometer readings must be recorded on the travel voucher or mileage affidavit along with a statement giving the reason for terminal mileage travel and itemization of mileage.
    • If you are travelling WITHIN a SINGULAR city, will you be requesting TERMINAL mileage (i.e., exact mileage within a singular city)?

    • Please note that you will need to provide itemized odometer readings and mileage amounts for each stop and a justification statement when you submit your Travel Reimbursement.

    • END 
    • State vehicle pickup date and time*

    • For the purpose of determining mileage rate eligibility:

    • State vehicle type*

    • Flight Details

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    • From which airport will you be flying?*

    • "NORMAL circumstances" flight below MUST be calculated and PDF'd for the flight the traveler would have taken if they were flying out of the Cheyenne Regional Airport.

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    • Will you need reimbursement for checked baggage?*
    • Will you need any money budgeted for ground transportation/taxi?*

    • Other (optional)

    • If this Travel Request is for a One-Day trip outside of your home/work domicile [i.e., not an overnight trip], will you be requesting actual-cost, taxable Meals Reimbursement? (please review requirements outlined below from Internal Controls before responding "Yes," if you are responding "Yes")
    • Expand for One-Day Trip Meals Reimbursement Requirements -> 
    • REIMBURSEMENT OF MEALS FOR ONE DAY ROUND TRIP If a WDE officer or employee is required to travel on a one (1) day trip of twenty-four (24) hours or less, he or she is entitled to be reimbursed for actual expenses for meals and gratuities while conducting official business of the Department, not to exceed seventy-five percent (75%) of the M & I E rate for the location the meal(s) is procured. According to IRS regulations, such reimbursements must be reported on the employee's W-2 form. For this reason, one-day trip reimbursements are processed via the state's payroll system. Transportation and miscellaneous reimbursable expenses are reimbursed via a travel expense voucher, WOLFS-104, and are not taxable. No reimbursement may be made for alcoholic beverages. The IRS has determined that reimbursement for meal expenses incurred on one-day travel is taxable income. One-day meal reimbursements will be added to the employee’s gross wages and payroll taxes will be withheld accordingly. Reimbursement to one employee for another individual’s expenses will not be allowed for one-day meals as restricted by W.S. 9-3-102 and W.S. 9-3-103. A WDE employee must submit a separate WOLFS-104, Travel Expense Voucher, to claim reimbursement of expenses related to a patient, inmate, guest or volunteer. Breakfast - When a WDE employee leaves for one-day travel at or before 6:30 a.m. or 1-1½ hours before the employee’s shift begins, whichever is earlier, breakfast may be reimbursed. Lunch - Noon meals are reimbursable at the discretion of the Superintendent of Public Instruction or designee. Dinner - When a WDE employee returns from one-day travel at or after 7:00 p.m. or 2 hours after the employee’s shift ends, whichever is later, the evening meal may be reimbursed. NOTE: The time limitations set forth do not include the time taken for the meal.
    • END 

    • Admin Calcs

      Manually calculate after confirming accuracy of PM inputs above

    • Download the GSA M&IE rate table for your traveller's destination(s) from here to attach to your Travel Prep Request packet.

    • Admin confirmed budget: ----      

    • ADMIN COST COMPARISON 

    • Admin Cost Comparison

      For special circumstances such as: temporary working location; constructed/interrupted travel; or a back-to-back events (higher POV mileage rate for in-state, in-radius travellers and airfare calculates automatically)

    • Cost comparison MUST be calculated for all travel (except their commute to Cheyenne) for travellers that reside out-of-state, and the cost comparison must be computed as if the traveller were departing from and returning to Cheyenne under normal circumstances (no contructed/interrupted).

      If POV mileage reimbursement is being requested for this trip, be sure to check that the # of miles entered by the PM in the POV section is from Cheyenne->destination->Cheyenne.

    • Cost comparison MUST be calculated as if traveller were departing from {homeCity} (NOT Cheyenne) under normal circumstances.

    • Cost comparison MUST be calculated as if traveller were departing from Cheyenne (NOT {homeCity}) under normal circumstances.

    • If there were no special circumstances (i.e., if the traveler lived in Cheyenne and/or if no constructed/interrupted travel was taking place), which of the following fields would have a different cost?*
    • END 

    • **NO TOUCHIE BELOW THIS LINE**

    • Fiscal Sign-off Y/N
    • Clickup Calendar Start Date+1 date picker
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    • Clickup Calendar End Date+1 date picker
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    • **SOMETIMES TOUCHIE BELOW THIS LINE**

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    • Should be Empty: