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College of Agricultural and Life Sciences

  • Travel Policy UW-3015 : Complete UW Travel Policy
  • UW TravelWIse : UW System travel information and regulations
  • FAQs : Travel & Reimbursement Frequently Asked Questions
  • Expense Reports for Individuals who Report Directly to the Provost, Chancellor, VCSA, or VCFA: https://policy.wisc.edu/library/UW-3024 Full instructions can be found here: https://businessservices.wisc.edu/travel-reimbursement/getting-reimbursed/special-approval-expense-reports/ .

Per Campus policy, travelers must use Concur/Travel Incorporated.  Use of third-party online travel sites, such as Orbitz and Travelocity, and booking directly with the airline is prohibited and non-reimbursable.  Please note: You MUST call Travel Incorporated for airfare comparison prior to travel.

  • Airfare Policy UW-3016
  • Concur Booking Tool
  • Travel Incorporated
  • Reserving Lodging
  • Lodging Contracts for UW
  • Lodging Policy UW-3017
  • Meals and Incidentals
  • Meals and Incidentals Policy UW-3018
  • Business Meal Calculator

Vehicle Use

  • Vehicle Use (Rental and Personal) Policy UW-3019
  • Reporting an Automobile Accident

International Travel

  • CISI is a payable/reimbursable expense. A credit card is required at the time of enrollment.
  • At this point, approvers, auditors, and site managers are not required to verify CISI coverage when reviewing other international travel expenses. We are attempting to internally monitor compliance and are treating this as an educational opportunity, not a crackdown.
  • Fly America Act
  • Value Added Tax
  • Currency Converter
  • International Travel Policy UW-3022

NOTE:  Hawaii and Alaska are not considered international locations.

e-Reimbursement

Overview of e-Re’s: How to create, modify, and resubmit .

Accountable Plan (Reimbursement requests older than 90 days)

  • Accountable Plan Policy
  • Accountable Plan (90-day Policy)  Announcement – 12/12/16  Note: CALS uses a modified form .
  • One-Time Exception Process for CALS Employees
  • Exception Process for Non-employees

Tax Information

  • Tax Exemption Policy UW-3033
  • Out-of-State Tax Treaties
  • International Tax Treaties
  • Tax Documents in Box  This link will take you to Box, needing your NetID for logging in.

Book & Pay | Rewards Programs | Package Deals

Itinerary & receipt requirements, airfare upgrades & approval, personal time, companion fare, state contract fares, travel time in excess of 14 hours, fly america act.

See book & pay

See receipts

See airfare upgrades

See personal time

Companion Airfare

Amount(s) itemized to the UW business traveler(s) is what is eliglble for reimbursement: 

See RCW 42.52.160

It is not mandated that state contract fares be utilized, they are available as a resource if travelers wish to utilize them. 

Airline Tickets: These fares are fully refundable without penalties or restrictions for use by authorized government/state travel. These fares are typically more expensive due to the fare flexibility, but may be more advantageous due to business needs. 

Form of Payment:  May only be purchased with Central Travel Account (CTA) or UW Individual Travel cards  

Booking:  Tickets can be booked through contracted Travel Agency  or Alaska Airline's EasyBiz program ( how to get started )

  • List of  Alaska contract airfares  (effective July 1, 2019 - June 30, 2025)
  • Provide "YCAWA" as fare basis code during purchase
  • Domestic fares includes all applicable federal, state and local taxes; does not include passenger facility charges, segment fees and September 11th security fee

Travel time is calculated as the one-way from origin (airport) to destination (airport) including flight time and layovers. Documentation must include an itinerary with documented flight time. Do not include travel time to the airport or home from the airport. 

Business class fare OR a foreign layover directly en route or at the final destination for brief rest period (not to exceed 24 hours) may be authorized, provided ALL  the following conditions have been met: 

  • Business class upgrade   is NOT ALLOWED ON FEDERALLY SPONSORED AWARDS. The layover option (brief rest period) may be taken on a federally sponsored award. See the  PAFC webpage for more information.
  • Have prior travel approval from an authorized person, can be on the out-of-state travel approval
  • Origin or destination is outside the continental United States

The Fly America Act  is federal General Services Administration (GSA) policy that mandates the use of U.S. certificated air carriers for federally funded international travel. It is recommended to work with a UW contracted travel agency , as travel agents are experts in assuring Fly America compliance at the time of booking. 

There are  exceptions to using a US carrier, such as the when a US carrier is not available & the Open Skies Agreement that can potentially be met. See GSA Fly America Act  for more information. For any questions regarding exceptions, contact GSA - [email protected]  

Open Skies 'Cheat Sheet' from GSA's website: 

uw system travel reimbursement

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SSEC Travel & Expense Reimbursement

The SSEC Travel Office, located in room 349, is here to assist with the travel and expense reimbursement process and ensure compliance with all applicable state, University, and sponsor rules (see University Travel Policy – UW-3015 ).

Pre-Travel Preparation

Travel request form (trf).

Prior to booking any travel arrangements, the SSEC Travel Request Form should be completed, with PI/PM signatures and emailed to [email protected] as early as possible. The project funding must be reviewed to ensure the traveler has appropriate funding budgeted and available to cover the trip. Even if there’s a chance the exact travel dates may change slightly, it’s better to plan ahead and ensure the funding is approved –we can make some adjustments to the actual travel dates, if needed. Please allow 7-10 days for approval as we receive a large number of requests.

Concur Registration and Profile

  • All UW travelers must create a Concur profile Concur Account Administration . Initial account creation can take 24 – 48 hours.
  • You must have a current unexpired credit card added to your profile.
  • You should add Elise (Primary) and Melissa as Travel Arrangers
  • Frequent Flier Numbers
  • Flight, Hotel, and Rental Car preferences.

Concur is the online booking portal administered by Travel Inc. so the agents also use your profile to book, as well as the SSEC Travel office. Go to the Concur website at https://www.concursolutions.com/ to create an account or sign in. Concur/Travel Inc. must be used in order to be reimbursed for your flights.

International Travel

To help determine which foreign-travel expenses are reimbursable to UW–Madison travelers and what preparations need to be made for a business trip overseas, please review the UW international travel information: Planning a Trip – Traveling to a Foreign Country

Booking Travel

Plan your business-related trips with up-to-date information on travel contracts, booking methods, and recommended best practices: Travel Planning and Booking

All airfare must be booked through the Concur online booking tool or directly with an agent at Travel Incorporated . Use of a third-party online travel booking site (e.g. Travelocity, Orbitz) or booking directly with an airline is prohibited. Travel Inc. is the University’s contracted travel agency for individual travel and are able to assist you in addition to the SSEC Travel Office. Dedicated agent hours are M – F from 7am – 8pm CST. Emergency Support is available 24/7.  Call (877) 811-9898 . For complete information on how to book and pay for a flight, and what air travel-related expenses are allowed, see Planning a Trip – Air Travel

When to call Travel Inc. for booking –

  • International Flights
  • When traveling with a companion (non-business-related traveler) to reserve flights for both
  • Trip that includes multiple locations/legs
  • To apply unused credit to a flight
  • For help with cost comparisons

All lodging must be reserved through the Concur online system, directly with an agent at Travel Incorporated , by booking directly with the lodging facility, or by booking through AirBnB. Use of other third-party booking sites (e.g. VRBO, Hotels.com, Travelocity) is prohibited. For complete information on UW lodging policy, see Planning a Trip – Reserving Lodging .

The University has contracts with various lodging suppliers in top travel destinations, including Wisconsin. UW contract rates are only offered within Concur.

Any employee who will operate a vehicle on UW business must be an authorized driver prior to traveling. This includes rental vehicles, fleet vehicles, and personally owned vehicles. No vehicle-related expenses will be paid or reimbursed for unauthorized drivers. For information on using vehicles during UW business travel, see Planning a Trip – Vehicles .

Registration Fees

For information on registration fees, see Planning a Trip – Registration Fees .

The SSEC Travel Office is also available to help you with any of these arrangements. Please provide all applicable information that will help in meeting your needs or preferences.

During Your Trip

How to determine what you can pay for or be reimbursed for while traveling on UW–Madison business: Planning a Trip – Once You’re There

Local Transportation and Tipping

Local transportation while in travel status is payable/reimbursable to the extent it is supported by a business purpose.

Travel by taxi, shuttle, subway, Uber/Lyft/rideshares, bus, train, or any other necessary means of transportation is allowable.

Travelers should choose the most reasonable, cost-effective means of traveling locally. Payment/reimbursement for tips is limited to 20%.

Cancelling/Changing Flights

Costs associated with cancelling or changing a flight are payable/reimbursable provided the reason for the cancel/change is outside of the traveler’s control. Be sure to save documentation to support reimbursement claims.

Cancel flights in Concur or by contacting Travel Incorporated directly.

Receipts/Other Supporting Documentation

Travelers are responsible for retaining their receipts and other supporting documentation in accordance with the UW Reimbursement Requirements .

Reimbursement may be reduced or disallowed if costs are not supported by an itemized receipt and/or other supporting documentation. Example: if a conference’s dates change unexpectedly, save the email correspondence between the conference organizers and the traveler to support the fees for changing the flight.

Getting Reimbursed

For complete information on how to get reimbursed for UW–Madison travel-related and non-travel-related expenses see UW-Madison – Getting Reimbursed . UW–Madison employees are reimbursed for out-of-pocket travel-related expenses in accordance with UW–Madison travel policy (see Expense Reimbursement – UW-3024 ). Employees are responsible for following travel policy, retaining required receipts, and submitting expense reports in a timely fashion.

Links for Deadlines, Receipt Requirements and Documentation

  • Deadline for reimbursements
  • What can be reimbursed
  • Receipt requirements
  • Other supporting documentation
  • Non-travel reimbursements

How to Get Reimbursed

Employees get reimbursed by submitting an expense reimbursement through e-Reimbursement. Once submitted, expense reimbursements are reviewed by at least two levels of approval. Once an expense reimbursement has been fully approved, the reimbursement amount is directly deposited into the employee’s bank account within 5 business days.

E-Reimbursement Process

In order to process your expense report, please submit a completed TER-Travel-Expense-Report and scanned or .pdf versions of all your receipts to [email protected].

For the SSEC Travel Office or administrative students to enter your E-Reimbursement, you will need to delegate entry authority (see Procedure 3024-2-Assign an Alternate ).

  • Sign into Shared Financial System (SFS) .
  • Click the Expenses  tile.
  • Click the Delegate Entry Authority link in the links panel along the lower right-hand side of the page.
  • Click the plus sign to add an additional row.
  • Click the magnifying glass next to the blank field, then click on Advanced Lookup. Enter the alternate’s last name in the Description field. Locate the alternate and click on their name.
  • The Authorization Level should be “Edit.” If an employee chooses “Edit & Submit”, it will revert to “Edit.”
  • Complete this step for Hollyn Gaffner, Sydney Gray, and Treva Robaidek.
  • Click Save .
  • Sign out in the upper right hand corner.

When your expense report has been entered, you will receive an email letting you know the expense report is ready to be reviewed and submitted.

Non-employee E-Reimbursement

Reimbursements must be submitted on behalf of non-employees (see Non-employee E-Reimbursement ).

Tips for Using E-Reimbursement

  • Always be sure to “Log Out” at the end of your session. If you fail to do so, you will need to clear your cache and cookies before you can log in again.
  • Never use your browser’s back button to navigate within E-Reimbursement; instead use the links to navigate within the system.

Additional Resources

Meals and incidentals.

Meals are reimbursed on a per-diem basis, not for actual costs (see Meals Policy UW-3018 ).

Determine which meals and incidentals are approved for reimbursement during business-related travel with the M&IE calculator: Meals and Incidentals

Combining Business and Personal Travel

If personal travel is combined with business travel, an airfare cost comparison is required . The University will not incur additional expense for personal travel. Airfare payments or reimbursement claims submitted without a valid cost comparison will be paid or reimbursed at a flat rate of 80% of the total cost of the fare, no exceptions.

When traveling with a companion (non-business-related traveler), contact  Travel, Inc.  to reserve flights for both the business traveler and companion.

UW System-Combining Personal and Business Travel Webpage

Training and User Guides

  • Traveler User Guides
  • Concur Support & User Guides
  • Will the people I set as E-Reimbursement delegates have access to my personal information?   No, they will only have the ability to create TERs on your behalf.
  • Can I enter TERs for myself instead?   Yes, if you have experience with E-Reimbursement and would prefer to submit your own.  Please contact SSEC Travel with questions .
  • I’ve always handled all of my own travel arrangements, can I still do that?   Yes, but if you choose to handle your own bookings you accept the full responsibility of knowing and complying with the University Travel Policy – UW-3015 .
  • I see the UW policy requires that I turn in my receipts within 90 days after returning from the trip.  What happens if I miss that deadline?   The 90 day rule is necessary to be in compliance with IRS Accountable Plan Rules.  After 90 days the reimbursement is considered taxable income.  For employee reimbursements, if there are extenuating circumstances an Exception Request Form must be completed and approved through the divisional offices.  For non-employee reimbursements payment will need to be made through a Payment to Individual Report (PIR).  These expense reimbursements are reported as taxable income.

Travel/Expense “Tune-In” Training Sessions

  • Video: TBD (Login Required)

Quick Links

SSEC Travel Request Form

Concur Website

UW-Madison – Getting Reimbursed

Travel and Expense Reimbursement Updates – July 2023

Several travel and expense policy changes went into effect July 1 ,  2023.

Policy updates

The modified policies include Air Travel, Vehicle Use/Rental, and Official Functions and Expenses. Please see below for policy changes.

  • The cost comparison section of policy has been updated to include the new 80% rule and more detailed requirements regarding when cost comparisons are required. Note: the 80% rule is effective 7/1/23, and applies to airfare purchased 7/1/23 or later.
  • Cost comparison language for mileage has been updated to reflect 1000 miles as the distance at which a cost comparison is required. Please note the mileage limit applies to mileage incurred on 7/1/23 or later. Claims for mileage dated prior to 7/1/23 would still require a cost comparison at 800 miles, since that was the policy in effect at the time.
  • The house-hunting provision has been removed from Official Functions and Expenses policy. House-hunting expenses are no longer payable or reimbursable.
  • If a Department or Division wishes to support a house hunting trip, the only way they may do so is to offer it as part of the relocation stipend (include an amount for house hunting) at/after job acceptance. The stipend is taxable, and as such it will meet tax reporting requirements for house hunting.
  • Job applicant interview travel may include a spouse/significant other/companion with a preapproved Official Function form .

For questions on travel policy, please reach out to UW-Madison Travel Manager Terry Wilson at [email protected] .

Expense reimbursement updates

Screenshot of the Shared Financial System (SFS) showing an example of Student Lodging selections and where the address of lodging is input.

For expense reimbursement questions, please email Expense Reimbursement Program Manager Allie Watters at [email protected] .

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Travel information: budgeting and reimbursements

A page within undergraduate research & creativity.

This page is available to provide information on the policies and procedures for travel expenses related to Undergraduate Research & Creativity Grants. This information will be kept as current as possible in partnership with Business Services and UW System Travel to assist students, their mentors, and department ADAs in successfully navigating the UW System travel reimbursement process.

Please contact the Office of Student Research, Creativity, & Experiential Learning (SRCEL) if you have any questions that are not covered here or need additional assistance.

If you are budgeting for travel, preparing to travel, or returning from travel, be sure to read the information provided here. Student travel policies must be followed for you to be reimbursed. 

You may request travel for both domestic and international projects; however, you are responsible for contacting URC as soon as possible if your travel plans need to change for any reason, including COVID. Failure do to so may result in expenses that cannot be reimbursed.

Travel - URC

  • All expenses are subject to UW-System travel policies.
  • Airfare - UWL is required to use select vendors when booking flights. Ideally, you should obtain price quotes from an approved provider. Check with your mentor or ADA for assistance in obtaining an estimate.
  • Lodging and meals - the calculator must be used to obtain quotes for the maximum amount allowed for specific locations. Check with your mentor or ADA for assistance in obtaining an estimate. Lodging quotes for several Wisconsin cities and select other cities are also available the UW TravelWise hotel directory ; however, the hotels must be booked via processes outlined in "lodging". Please see "lodging" below for more information on approved lodging options and booking your accommodations. 
  • For other costs, including car rentals - see the information below or check with your ADA, mentor, or SRCEL for assistance. You are following the same standards as UWL employees.
  • DO NOT book your own flight. You will NOT be reimbursed for your trip if you do not book via the UW System approved site.
  • Once you are funded, contact SRCEL ([email protected] or 608.785.8040) to schedule a meeting to book your flight(s). Airfare will be direct billed to URC and will be deducted from your available travel budget.
  • If the cost of your ticket(s) exceed your grant award, you will need to reimburse URC for the excess cost.
  • If you fail to make your flights, you will be required to reimburse URC the cost of your ticket(s).
  • DO NOT book your own hotels or you will not be reimbursed for your travel. 
  • Once you are funded, contact SRCEL ([email protected] or 608.785.8040) to schedule a meeting to book your hotel or discuss lodging options.
  • You may need a major credit card to complete the booking. Debit cards are not recommended for holding a room. Contact SRCEL with any questions or concerns.
  • Travel Incorporated booking confirmation
  • Hotel receipt or paid invoice
  • Hostels are allowed if needed to make your research project affordable or for longer term lodging.
  • While we do not endorse any particular site, many students have found hostelworld.com a useful resource in locating acceptable options; however, you may not use that site to book your room.
  • Contact the individual hostel directly to book your room.
  • Request a copy of their certificate of insurance, which you must submit with your reimbursement paperwork.

Research Centers / Remote Sites / Homestays

  • For some research or project locations, you may have limited housing options. In these circumstances, you are able to stay in facilities provided or organized by the site managers or partners. 
  • These include, by are not limited to, research centers, apartments, dormitories, camps, private homes, and Airbnb.  If you have questions whether a particular housing arrangement and its cost will be allowed, contact URC when you are developing your grant budget.
  • Contact URC for prior approval and to discuss receipt requirements prior to travel.
  • Camping is allowable if it is the only lodging that is available within a reasonable distance from your research site, participants, or field equipment.
  • DO NOT book your own car rentals or you will not be reimbursed for your travel. 
  • Once you are funded, contact SRCEL ([email protected] or 608.785.8040) to schedule a meeting to book a car rental.
  • You will need to use your credit card to secure the reservation and pay for the rental. Debit cards are not recommended for holding a reservation. Contact URC with any questions or concerns.

Note: you will need to have your driver authorization application on file in SRCEL at least 4 weeks prior to your trip.

If you are making shorter trips within Wisconsin, Minnesota, or Iowa, you may be able to drive your own car and be reimbursed for mileage. 

  • Essentially, UWL will reimburse the most economical form of transportation. Check with your mentor, ADA, or URC regarding the allowability of using your own vehicle instead of a car rental. 
  • You will need to keep a mileage log and/or provide Google Map or MapQuest documentation for the length of your trip(s).
  • Mileage rates are inclusive of gas, maintenance, insurance, and service. 
  • If two or more people ride in a vehicle, only the driver (car owner) may claim the reimbursement.
  • The current rate is $0.67 per mile. Last updated 1/3/2024.

You are required to complete a  Vehicle Use Agreement  4 weeks prior to your trip. If you have an out of state driver's license, you must also complete a  Notarized Statement of Driving Record.  Both forms are available on the Driver Authorization webpage  on the "Forms" tab.

  • If you do not have the appropriate form(s) completed, you will not be able to be reimbursed for car rental & gas or mileage.
  • If you completed this form for another office on campus, please be aware that students must complete this form annually. You will need to include the month/year that you last submitted the form and the name of the office through which it was submitted in the Notes section of your reimbursement form.

Directions for submitting the form via SRCEL:

  • Most fields on the electronic  Vehicle Use Agreement  form are self explanatory, but some headings might be challenging.
  • Supervisor's Name / Email -- Bryn Rouse, [email protected]
  • Use Undergraduate Research for your department. code:  UE020800
  • Out of state drivers, or drivers with less than two years of WI driving history must provide additional information. See portal for details. 
  • The signing of the completed form must be done in the presence of a Notary Public.  Do not sign your form until the notary tells you to.
  • For your notary appointment, bring your  completed and unsigned form  along with a photo ID (driver's license, military ID, passport, or UWL student ID). The photo ID must be current (not expired) to be valid for the notary to verify your identity.
  • Ingrid Iverson in Murphy Library, 8 am to 4:30 pm - appointments are not required, but you are encouraged to call 608.785.8520 or email [email protected] to confirm availability.
  • Kathryn Oleson in Student Affairs, 149 Graff Main Hall - call 608.785.8929 or email [email protected] to schedule an appointment.
  • This form can be uploaded to your electronic form. 
  • Out of state drivers must complete this process on an annual basis. 

When you are traveling, be advised that UWL may be unable to reimburse you for sales tax that is charged to you. It will depend upon the state/territory/country in which you incurred the expense.

  • Wisconsin - we cannot reimburse for Wisconsin sales tax. Booking your airfare, hotels and car rentals via URC provided resources will assist with tax-exempt status being applied to the appropriate receipts. Please attempt to use your student ID as proof; if it is not accepted, note that on your expense log.
  • Booking your airfare, hotels and car rentals via URC provided resources will assist with tax-exempt status being applied to the appropriate receipts. Please attempt to use your student ID as proof; if it is not accepted, note that on your expense log.
  • If you are booking independently because you are using alternative lodging (i.e., not a hotel), contact URC for help in determining whether tax-exempt status should apply to your lodging. URC will assist by providing the appropriate documentation via fax or email to the lodging provider.
  • Internationally - do not worry about tax exemptions. Wisconsin does not have agreements with other countries.
  • Where did you travel and for what purpose?
  • What did you do to advance your project? 
  • Keep all receipts to document your expenses. See the "Do I Need a Receipt?" and "Obtaining Good Receipts" below for information that covers many of the common types of travel expenses. Additional information is available from the  UWL Business Services travel page .
  • Mileage Log - for travel reimbursements involving more than two trips for mileage reimbursement
  • Travel Expense Log - required for trips longer than 5 days
  • If applicable, you will need to retain a copy of the travel itinerary you received via email from Travel Incorporated as it contains ticket information that is required in the travel reconciliation and reimbursement process
  • If you return May 11th through May 31st, the form is due June 3rd, or the next business day if June 3rd falls on a weekend.
  • Otherwise, the form is due within 15 business days of the end of your trip.
  • If your form is submitted late, we may be unable to reimburse you.  Extensions may be granted, but they must be requested prior to the deadline listed and are subject to budgetary availability. See FAQs for more information.
  • See below for instructions to assist you in completing the form. 
  • Take the completed reimbursement form, other required forms, receipts, and research itinerary/diary to SRCEL.

URC Grant Travel Reimbursement Form

  • Name - the name with which you are registered as a student at UWL
  • Mailing address - your current residence to where the check will be mailed. If this will change in the next 30 days, please note this on the form, and we will contact you to determine the best timing to send your check.
  • Phone and email address - both are required in case we need additional information to process your reimbursement
  • Student ID# - it's the ID # you use to log into WINGS
  • Grant awarded - check the boxes for the semester and year in which your grant was awarded
  • Residence status - if you are a legal resident of a country other than the US, you will be contacted to provide some additional information so that your reimbursement can be processed in accordance with US government regulations
  • Travel location - place(s) you went - list specific city/state or city/country
  • Departure date and return date - if you made one trip, list the specific dates. If you made multiple trips, list the first date you departed and the last return date, and check the box to indicate there is additional information. In the "Notes" section describe the dates of each trip and the destination if the trips where to different locations.
  • Did SRCEL (or another UWL office/department) purchase a plane ticket on your behalf? If yes, you must include a copy of your ticket that shows the airline(s), amount paid, and the ticket number. This will be required to match up the reimbursement with the ticket purchase and substantiate your travel.

Your expenses:

  • If you had more than 5 days of travel attach Travel Expense Log pages, as appropriate, for the additional days. 
  • Hotel / lodging - list the amount that you paid for yourself
  • Meals - circle the meals for which you paid. Do not include meals that were covered by someone else.
  • Transportation (not airfare or mileage) - taxi, subway, rail pass, parking, and baggage fees. Also car rental and gas, but note that you need prior approval (see car rental section above). Attach a copy of your approval email that you should have received.
  • Transportation (mileage) - list the number of miles driven daily. Keeping a Mileage Log is required for reimbursement of more than two trips. Use Mapquest/GoogleMaps to show miles to and from the location. Note prior approval is required (see driving your own vehicle above). 
  • Entrance fees / copying fees / IEE fees - museum or exhibit charges, document access or copying fees, IEE fees for international travel. 
  • Other - anything that doesn't fit into one of the other categories. Provide a description in the "Notes" section. 

Attach your receipts, logs, and research itinerary to the form. See "Do I Need a Receipt?" and "While You Are Traveling" for more information.

Submit your form and receipts no later than 15 business days from the end of your trip (not your return to campus). Note: students with trips ending May 11th through May 31st must submit their forms by June 3rd.

  • Hotel / lodging -- yes
  • Meals, personal -- no, but subject to daily per diem limits
  • Meals, hosted -- yes, require prior approval from URC and completion of a form at least 2 weeks prior to the meal
  • Airfare -- yes *** note: while you will not be receiving reimbursement because URC already paid for your airfare, you still need to provide a copy of the pdf confirmation you received from Travel Incorporated.
  • Baggage fees -- yes *** note: these fees may require additional information
  • Car rental + gas -- yes for both *** note: you may claim car rental + gas OR  mileage, not both
  • Mileage from driving your own car -- no receipt, but keep a mileage log or provide MapQuest / Google Map / etc. to show miles to and from the location(s). Note: you may claim car rental + gas OR mileage, not both
  • Parking fees -- if over $25 in a day, yes; if less than $25, describe in the "Notes" section of the reimbursement form
  • Taxi / bus / subway -- if over $25 in a day, yes; if less than $25, describe in the "Notes" section of the reimbursement form
  • Museum, exhibit, archive entrance fees -- yes
  • Internet / telephone / calling card -- yes *** note: these are only reimbursable if they were necessary for your research and not used for your personal communication 
  • application fee -- IEE fee summary
  • emergency contingency fee -- IEE fee summary or student bill
  • insurance -- IEE fee summary or student bill
  • "Other" items -- yes - but these are subject to review for appropriateness before they will be covered
  • what was purchased (or rented) with an itemized list of the services or items
  • where it was purchased (vendor name and address)
  • why it was purchased (if not easily identifiable based on the approved budget justification)
  • when it was purchased
  • over what time period or day(s) a service was provided, if applicable
  • payment method and, if international, the currency used
  • final amount due and evidence that it was paid
  • name and address of the lodging provider
  • dates of stay
  • daily rate (weekly and/or monthly may be substituted as appropriate for longer term agreements)
  • room type or description of what was rented
  • taxes, fees, and other costs should be listed separately
  • proof or documentation of payment
  • obtain the best receipt that you can - one that contains as much of the information listed above as possible
  • obtain a typed or handwritten receipt that is signed by the vendor or service provider
  • if you think that this might happen to you, please contact SRCEL. We can share some nonstandard receipt examples to assist you in making sure that you end up with usable documentation
  • International receipts may require translation. Reach out to SRCEL for assistance with creating a translated copy of the receipt in English using Google Translate . Note: both the original and the translated versions of the receipt are required for reimbursement.
  • URC Travel Grant Reimbursement - required for all trips
  • Mileage Log - required for trips requesting mileage reimbursement
  • Travel Expense Log - required for trips lasting longer than 5 days

The value of my receipts exceeds the amount I will be reimbursed. Do I still need to provide all of my receipts?

  • Yes. Unfortunately, if you do not submit all of your receipts, UW System policy may require that your reimbursement be denied. 

I have funding for my project from my department, college, or another campus program. How do I coordinate those different travel reimbursement requirements?

  • Prior to arranging your travel, notify URC and the other office/program that you have two or more ways that your expenses will be covered. An email to SRCEL and the other program(s) would be ideal. We will work together to let you know the best way to arrange your travel and submit your receipts to make sure that you receive the appropriate reimbursement using your multiple funding sources.

What if I can't get my form to the SRCEL office within 15 business days of my return (or by June 3rd for travel ending May 11th-May 31st)?

  • Contact SRCEL for an extension. You must ask for the extension prior to the deadline for submitting your form.  
  • If your form is late, it is possible that we may be unable to reimburse your expenses .
  • If you discover that your deadline has passed, contact SRCEL immediately. We can work with you to see if UW System policy will permit us to still submit your receipts for reimbursement.

Can I just stop by for assistance?

  • Absolutely, but you may want to call first or make an appointment to be sure someone is available. To request an appointment, you can email some available days/times to Bryn Rouse at [email protected]  or call 608.785.8040.

Still have questions?

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UW System Airline Benefits

Airline contract benefits.

The University has negotiated agreements that make preferred rates available on various travel services to employees, staff and faculty. See the related flyers for complete information on these discounts. These benefits are for business use only, and can only be obtained by booking through a designated University travel agency or through Concur.

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  • Travel Reimbursement

Members of Network programs may be eligible for travel reimbursement when traveling for Network-related business. To confirm eligibility, contact the Network Office . All travelers on Network-related business are subject to the Network’s travel policies (see below). We recommend reviewing the travel policies prior to your trip.

Please note: we currently have two separate reimbursement procedures for UW employees and non-UW travelers (includes regional volunteer clinical faculty, residency staff, and residents).

Please click on the appropriate button to the right to submit for your reimbursement. Reimbursements will be processed in the order received.

Thank you for your patience and please contact our travel team with any questions.

UW-employed faculty and staff

Regional volunteer clinical faculty, residency staff, residents

Network Travel Policies

Receipts are not required for reimbursement, except for air travel, lodging, car rentals (final agreement), and expenses over $75. Please provide itemized receipts for each of these expenses.

To book airfare, please make your reservation on our Corporate Travel Account (CTA) by calling our travel agent, Corporate Travel Management, at 206-674-4322 or emailing [email protected] and ask that your trip be charged to the FMRN CTA.

Network travelers should book the lowest standard coach cost airfare available per state travel rules. Travelers who think they have a reasonable chance of a last minute change in travel plans should ask for the state contract airfare.

Airfare should be booked at least 30 days in advance of the flight. Travelers may be responsible for higher costs for reservations made less than 2 weeks in advance.

If you are driving instead flying, you will be reimbursed for your mileage at the current rate (as of Jan 2023) of $0.655/mile up to the lowest cost of the roundtrip airfare quote if driving from the office.

Mileage is usually calculated based the shortest distance from your business address to the destination. On non-regular work days, mileage can be calculated based on your residence. Mileage to the airport is available for reimbursement (round trip mileage reimbursement if a third party drives – eg. family member takes you to airport). Please note third party drivers in the comments box.

Google Maps will be used by the Network office to calculate and verify final mileage.

If you are traveling to Seattle we encourage the use of the Seattle Light Rail system.

We encourage travelers to rideshare. Please consider coordinating your trips with fellow travelers when hiring a rental car or taking a cab.

If you need to rent a car for your trip please note all drivers must be restricted to those conducting UW-related business . We recommend to using UW Enterprise and National for car rentals since we have an official contract with them. UW’s rental car policies are as follows:

  • Car class charged on final agreement can be up to a full-size sedan. Any class higher than full size requires justification.
  • ALL drivers on the final rental agreement must be on UW business. Drivers not on UW business are allowed are not allowed; otherwise the entire amount of the car rental is not reimbursable.
  • Name of driver/additional drivers
  • Car class charged
  • Pick-up/Drop-off information
  • Itemized charges
  • Itemized insurances
  • Proof of payment
  • Gas for rental is reimbursable as separate expense or on final agreement
  • GPS is reimbursable if required for UW business.
  • Car2Go and Reach Now are considered car rental.
  • Effective June 1, 2022, we will be unable to accept Turo as rental car service. (Classification of Car are outside of our policy)

Please use your credit card to reserve and pay for your lodging. If you are unable to keep the reservation you are responsible for contacting the hotel to cancel it. No-show charges are NOT reimbursed.

Make sure to get a detailed receipt (folio) for reimbursement. Lodging reimbursement will be the actual lodging total paid on your folio. Lodging reimbursement CANNOT exceed the maximum allowed per diem rate for the destination city plus tax, or the Network block rate plus tax if the room block is reserved by the Network. Conference hotels can exceed per diem rates but require prior approval. Please contact the Network Travel Team prior to travel to make sure your conference hotel is reimbursable.

Meals are reimbursed on a per diem basis. Meals that are provided as part of the business event are NOT reimbursable. You may view per diem rates here .

NOTE: Washington state law prohibits the UW from reimbursing lodging expenses or meals for participants traveling less than 50 miles from duty station/residence, with the exception of back-to-back late night-early morning meetings. To verify eligibility, please contact the Network office.

Please note if any personal travel is involved you can NOT use our FMRN CTA, per state travel regulations. When ANY personal travel is involved, please make all reservations under your name and pay for ALL travel expenses with personal funds. We will then reimburse you for the business portion of the travel.

FMRN does not reimburse for any expenses beyond what would normally incur for Network business purposes. Trips extended for personal reasons will only be reimbursed for Network business-related costs. Please separate personal and business expenses when possible. If they cannot be separated, expenses will be pro-rated.

Airfare will be reimbursed based on a comparison flight excluding the personal time. If you would like to verify the amount you will get reimbursed, please provide us with a comparison airfare from a travel agency or online travel site. Please create a round trip comparison itinerary using same parameters that exist for actual trip and use the current lowest available coach fare and send this comparison airfare to our travel team ([email protected]) to verify the reimbursement amount.

Hybrid course participants will need to provide receipts for lunch reimbursement along with the reimbursement form.

If you are submitting a scanned receipt, please make sure it meets the University’s minimum scanning requirement of 300 dpi (dots per inch). We cannot accept cell phone pictures but we do accept PDFs from cell phone scanning apps. Please make sure the scanning app resolution is set at 300 dpi and saved as a PDF. Please do note all meals provided to you, either at your hotel or conference. Remember to include addresses (departure and destination) if you wish to claim mileage.

Any reservation changes and costs for non-business related reasons are the responsibility of the traveler. 

UW travel reimbursement requests are accessible to all UW employees (for reasons of fiscal transparency): name of traveler, details of trip, and mailing address, etc. For this reason, we prefer to mail your reimbursement check to your office address.

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UW TravelWIse Portal

Hours: Contact by phone, email, Teams or private appt. Location: Dempsey 236 Phone: (920) 424-3990 Fax: (920) 424-2240

Travelers on official university business, including approved professional meetings, shall be reimbursed for the actual, reasonable and necessary travel expenses incurred in the performance of official duties. Only travel expenses related to the conduct of UW business may be reimbursed. All travel paid or reimbursed to employees from university administered funds must be done in compliance with the university travel policies, regardless of the funding source, i.e., federal grants and contracts, auxiliary operations, general operating funds and restricted funds.

For questions on policy or compliance requirements, please contact Michelle Highley at (920) 424-0837 or [email protected] .

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  • Per Diem Lookup

Privately owned vehicle (POV) mileage reimbursement rates

GSA has adjusted all POV mileage reimbursement rates effective January 1, 2024.

Airplane nautical miles (NMs) should be converted into statute miles (SMs) or regular miles when submitting a voucher using the formula (1 NM equals 1.15077945 SMs).

For calculating the mileage difference between airports, please visit the U.S. Department of Transportation's Inter-Airport Distance website.

QUESTIONS: For all travel policy questions, email [email protected]

The shortcut to this page is gsa.gov/mileage.

Have travel policy questions? Use our ' Have a Question? ' site

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

IMAGES

  1. Travel Reimbursement Form

    uw system travel reimbursement

  2. Travel Reimbursement Policy

    uw system travel reimbursement

  3. 18 Travel Reimbursement Form Templates free to download in PDF

    uw system travel reimbursement

  4. FREE 7+ Sample Travel Reimbursement Forms in MS Word

    uw system travel reimbursement

  5. FREE 13+ Travel Reimbursement Forms in PDF

    uw system travel reimbursement

  6. Travel Reimbursement Request Form

    uw system travel reimbursement

COMMENTS

  1. Reimbursement

    Paid (PD) Payment has been made. Not closed yet. Pending (PND) The traveler or alternate has created the report but not submitted it yet, or it was sent back for revision. Staged (STG) Approved and waiting for the pay cycle to process. Submitted for Approval (SUB) Waiting for an approver.

  2. Travel

    Travel Incorporated. Dedicated Agency Hours: M-F 7 AM to 8 PM CST. Phone: (877) 811-9898 or 470-589-2205. Afterhours Emergency Support Available 24/7/365.

  3. Reimbursement Guidance

    Box 354967. Seattle, WA 98105 - 4967. Customer Service: (206) 543-5858. [email protected]. Staff Directory. Office Hours: M-F 9:00am - 4:00pm. Sign up for our listserv! **Communication regarding changes in policy/procedure, system changes, general announcements, and urgent notification are handled via listserv.

  4. Reimbursements

    Reimbursement of parking goes through Travel Office. Local parking charges (within 50 miles of the employee's official duty station) can go on ProCard for UW business purposes only when the individual is not on travel status. Use a department ProCard. Check the Quick Links on the ProCard page for the policy.

  5. Travel and Reimbursement

    Travel and Expense Reimbursement Updates - July 2023. Several travel and expense policy changes went into effect July 1, 2023. The modified policies include Air Travel, Vehicle Use/Rental, and Official Functions and Expenses. Additionally, new student lodging account codes and expense type are now in production. July 5, 2023.

  6. Policies and Procedures

    Box 354967. Seattle, WA 98105 - 4967. Customer Service: (206) 543-5858. [email protected]. Staff Directory. Office Hours: M-F 9:00am - 4:00pm. Sign up for our listserv! **Communication regarding changes in policy/procedure, system changes, general announcements, and urgent notification are handled via listserv.

  7. UW System Administration Employees

    The Shared Financial System (SFS) or E-Reimbursement System is only available to active employees. If you are not an active employee and are expecting to receive a reimbursement from UW-Whitewater for travel expenses please check with your campus contact to determine the status of your expense reimbursement. RESOURCES. Sign Into E-Reimbursement

  8. Welcome to Travel Services

    Welcome to Travel Services. UW Travel Discounts. Looking for a deal on your upcoming business trip? Have no fear! UW Travel Services currently works with over 50 vendors in Airfare, Lodging, Transportation and more! Important Updates. Travel Info Meeting - 02.15.24 - YouTube recording - slides.

  9. Travel

    Lodging Policy UW-3017; Meals. Meals and Incidentals; Meals and Incidentals Policy UW-3018; Business Meal Calculator; Vehicle Use. Fleet; Vehicle Use (Rental and Personal) Policy UW-3019; Reporting an Automobile Accident; International Travel. CISI Insurance Required for International Travel (starting January 1, 2022): https://policy.wisc.edu ...

  10. Frequently Asked Questions

    For UW Employees, input the total amount for all participants (including themselves) into the Lodging Per Diem item. If there is an overage, input the overage amount under the Daily Expenses in the Lodging Per Diem - Overage item and write into the memo field, "Claimant - # of travelers". Please enter the other travelers' names, purpose of trip, home address (city and state), and duty station ...

  11. Per Diem

    Travel Services Box 354967 Seattle, WA 98105 - 4967. Customer Service: (206) 543-5858 [email protected] Staff Directory Office Hours: M-F 9:00am - 4:00pm Sign up for our listserv! **Communication regarding changes in policy/procedure, system changes, general announcements, and urgent notification are handled via listserv.

  12. Travel Services

    3. International travel will require divisional VC approval, except for Study Abroad programs. This documented approval will then be attached to the electronic Travel Authorization (TA) request and processed through the e-Reimbursement module. UWSP will follow Department of State travel advisory guidelines. 4.

  13. Travel Policy

    405. Travel and Expense - General Travel & Expense Policy. 1200 (ANS) June 9, 2020. 410. Purchase & Payment of Business Air Travel. 1201 (ANS) June 4, 2020. 415.

  14. Miscellaneous Travel Expenses

    Policy Highlights Miscellaneous includes reimbursement guidance for: Train Travel Bus Airport Shuttle/Taxi/RideShare (i.e. Uber/Lyft) Registration Fees Tolls Parking Vehicle Rental Gas Business Communication Needs Foreign Internation ... University of Wisconsin System. Travel. Travel Policy. Miscellaneous Travel Expenses. Miscellaneous Travel ...

  15. How to Create, Modify and Resubmit an Expense Reimbursement in e

    How UW-Madison travelers and Alternates create and submit Expense Reimbursements using e-Reimbursement See Procedure 320.1 for: Definitions of Business Purposes and Expense Types Date, location, attachment and justification requirements Additional requirements for submitting Expense Reimbursements Sign into e-Reimbursement

  16. Getting Reimbursed

    Employees get reimbursed by submitting an expense reimbursement through e-Reimbursement. Once submitted, expense reimbursements are reviewed by at least two levels of approval. Once an expense reimbursement has been fully approved, the reimbursement amount is directly deposited into the employee's bank account within 5 business days.

  17. Airfare

    Travel Services Box 354967 Seattle, WA 98105 - 4967. Customer Service: (206) 543-5858 [email protected] Staff Directory Office Hours: M-F 9:00am - 4:00pm Sign up for our listserv! **Communication regarding changes in policy/procedure, system changes, general announcements, and urgent notification are handled via listserv.

  18. SSEC Travel & Expense Reimbursement

    If personal travel is combined with business travel, an airfare cost comparison is required.The University will not incur additional expense for personal travel. Airfare payments or reimbursement claims submitted without a valid cost comparison will be paid or reimbursed at a flat rate of 80% of the total cost of the fare, no exceptions.. When traveling with a companion (non-business-related ...

  19. Travel and Expense Reimbursement Updates

    Click screenshot above to enlarge. For expense reimbursement questions, please email Expense Reimbursement Program Manager Allie Watters at [email protected]. Several travel and expense policy changes went into effect July 1, 2023. The modified policies include Air Travel, Vehicle Use/Rental, and Official Functions and Expenses.

  20. Travel information: budgeting and reimbursements

    This information will be kept as current as possible in partnership with Business Services and UW System Travel to assist students, their mentors, and department ADAs in successfully navigating the UW System travel reimbursement process. Please contact the Office of Student Research, Creativity, & Experiential Learning (SRCEL) if you have any ...

  21. UW System Airline Benefits

    The University has negotiated agreements that make preferred rates available on various travel services to employees, staff and faculty. See the related flyers for complete information on these discounts. These benefits are for business use only, and can only be obtained by booking through a designated University travel agency or through Concur.

  22. Travel Reimbursement

    Overview. Members of Network programs may be eligible for travel reimbursement when traveling for Network-related business. To confirm eligibility, contact the Network Office. All travelers on Network-related business are subject to the Network's travel policies (see below). We recommend reviewing the travel policies prior to your trip.

  23. Travel

    Travel. Travelers on official university business, including approved professional meetings, shall be reimbursed for the actual, reasonable and necessary travel expenses incurred in the performance of official duties. Only travel expenses related to the conduct of UW business may be reimbursed. All travel paid or reimbursed to employees from ...

  24. Privately owned vehicle (POV) mileage reimbursement rates

    Per diem rates look-up Allowances for lodging, meal and incidental costs while on official government travel. Mileage reimbursement rates Reimbursement rates for the use of your own vehicle while on official government travel.