Travel & Reimbursement
Onboarding Website
a) Fare Information
Airfare Information
The University will pay for two (2) round trip airfares per person during the assignment, for stints of two (2) consecutive semesters (fall and spring semesters). The University will pay for one (1) round trip airfare per person during the assignment, for a one (1) semester stint (fall or spring semester). Employees will be reimbursed a maximum amount of up to $3,000.00 USD/round trip (directly from Wenzhou to one home location and one home location to Wenzhou) towards an economy fare which shall be broken down as $1,500.00 for a one way trip. This award may be shared by (not duplicated for) spouses and dependent children who will travel and reside with you.
Other information
For employees who drive their own vehicles the whole or part of the journey between their home location and Wenzhou, reimbursable expenses are limited to gas (1.27RMB/ km, shortest route), road toll and parking fees. No other expenses are reimbursed. The total amount of reimbursement for the vehicle travel including self-driven vehicles, can be no more than the airfare (economic class) for the same journey.
For employees who take the train, CRH/MU or all-soft-seat train for the whole or part of the journey between their home location and Wenzhou, the allowance limits are categorized by means of transportation as shown below: hard seat or hard sleeper on train, second class on CRH or MU, and second class on all-soft-seat train. The total amount of reimbursement for the whole travel between the home location and Wenzhou, can be no more than the airfare (economic class) for the same journey.
b) Process for Applying for Flight Booking
When an employee’s Work Visa is issued, the employee can email Ms. Ziruo Wang (Zarina) at wangziruo@wku.edu.cn to book their flight. The email must include travel date and home location/departing airport.
Employees are required to specify their home location at the very beginning of their employment.
If employees insist on booking flights by themselves, they must email Ms. Ziruo Wang (Zarina) at wangziruo@wku.edu.cn and get pre-approved by the Human Resources Office before booking flights. The flight details should be sent to Ms. Ziruo Wang (Zarina) after the ticket is booked.
c) Travel Reimbursement
For travel expenses, travelers have fifteen (15) days to submit reimbursement requests for the expenditures after they arrive at the University. Claims submitted after this deadline will be denied. Reimbursement for the airfare bought by an employee is not permitted without pre-authorization.
Required supporting documents are as follows:
- Payment document (e.g. bank transfer statement, check, receipt, etc.)
- Itinerary (International flight)/hard copy of E-ticket (Domestic flight in China)
- Boarding Pass (if the boarding pass is lost, the employee will need a letter from the airline company confirming that the employee travelled on that flight)
- Confirmation Letter (if applicable)
- Original tickets for public transportation (if applicable)
- Original receipts (as acquired for payment made abroad)/Fapiaos (as acquired for payment made in China) for cancellation or flight change fees (if applicable)
d) Relocation Reimbursement
Employees will be reimbursed a maximum amount of up to $1,000.00 USD for expenses incurred during relocation. This reimbursement is awarded one time only. Reimbursement requests for relocation expenditures must be submitted within three (3) months after arrival. Claims beyond that deadline will be denied.
Reimbursement request claims must be submitted in accordance with WKU established guidelines. Please keep all receipts of expenditures to provide for reimbursement upon your arrival.
For purchase of goods or services with a vendor registered in China, “Fapiaos” (invoices) are recognized as the only valid voucher for book-keeping purposes. All Fapiaos must bear the exact name of Wenzhou-Kean University in Chinese language (温州肯恩大学) with tax ID (123303005985125280) on it.
The information above is subject to change based on University policies.
e) Additional Information Before International Travel
Below is online information for international travel health and safety, including suggested, pre-trip vaccinations that you are encouraged to discuss with your doctor prior to arrival in Wenzhou. Here are links to these resources:
Health Information for Travelers to China
The Yellow Book – Health Information for International Travel
Prescription Drugs
As the availability of certain prescription drugs vary from country to country, some of the prescription drugs available to you in your home country or current country of residence may either not be available to you in China, or may require authorization from Chinese doctors/specialists to refill. Therefore, in order to ease your transition to China, we strongly recommend that if you take any prescription drugs for the treatment of a medical condition, you bring a minimum of a six-month supply of your prescription drugs with you. Additionally, you are encouraged to verify if, based on your particular prescription medication, a letter from your doctor will be required to pass through customs at the airport.
