UW-Eau Claire Travel Checklist
FIRST TIME USERS:
Apply for one of the two types of travel cards available to pay expenses:
Travel corporate card (blue and silver in color) http://www.uwec.edu/hr/forms/USBankApp.pdf
Procurement travel card (Fall scene with a red TRAVEL ONLY sticker) http://www.uwec.edu/Bussvs/purch/upload/pTravelApplication.doc
Complete a profile using the Concur Self-Register link via the travel website under the “Self-Book in Concur” (right-hand column in red): http://web.uwsa.edu/travel/ if you will be booking any online airfare. You will have to login in with your normal UWEC login password to access the information
Obtain driver authorization from University Police to drive for any UW-Eau Claire business whether using a personal car or a rental vehicle. Call Susan at 836-2222 or email .
BEFORE YOUR TRIP:
Complete a travel authorization for any out-of-state trip with all three levels of approval:
http://www.uwec.edu/Bussvs/acctpay/upload/travelAuthorization.pdf
Book online airfare via the travel website under the “Self-Book In Concur” (right-hand column in red): http://www.uwec.edu/Bussvs/acctpay/airfare.htm
Book all rental vehicles using the appropriate contract vendors for in-state or out-of-state trips: http://www.uwec.edu/Bussvs/acctpay/VehicleRental.htm. You will have to login in with your normal UWEC login password to access the information.
Book airfare, lodging, registration fees, and vehicle rentals using a travel card.
Save photocopies of all documentations/receipts for any prepayments made using a procurement travel card to attach to a future travel expense report.
Bring cash, personal credit card, or your travel corporate card to pay for any incidental expenses not allowed on a procurement travel card.
Provide a list of names of people when traveling on any group trips.
DURING TRIP:
Save the original itemized lodging receipt(s). Save conference site hotel information if lodging exceeds the maximum allowed per night for the city where you are staying.
Save the itinerary and receipt for airfare.
Keep track of personal vehicle miles by day.
Save itemized car rental receipt (not the rental agreement) and any gas receipts.
Save registration fee receipt if over $25.00 and a copy of the agenda/brochure.
Note departure and return times from and to Eau Claire if claiming any meals.
Save all miscellaneous receipts if amounts exceed $25.00.
Save itemized meal receipts if paying for meals for others.
AFTER TRIP:
Complete a travel expense report and attach all saved receipts and documentation to it: http://www.uwec.edu/bussvs/acctpay/TravelForms.htm Click on the “Travel Expense Reimbursement Form (TER).
Explain the purpose of the trip and list the trip destination (closest city or town).
Enter all prepayments in the direct billed column and attach the photocopies of receipts/brochures/other documentation.
Enter the 10-digit account string number (e.g., 102-1-024020)
Enter departure and return times from/to Eau Claire if meals are claimed.
Enter personal miles if a personal car was used on a daily basis.
Explain any miscellaneous expenses and attach receipts if more than $25.00.
Enter meal(s) amounts whether it was a group trip or a single person traveling in compliance with the meal maximums: www.uwsa.edu/fadmin/fppp/fppp3610.htm
If a conference site hotel was used, check the box in the lodging column and attach documentation.
Use the “limit to” line if your travel allotment is limited to a particular dollar amount.
Sign the travel expense report and have your supervisor or account responsible person(s) sign and send the form and receipts to Accounts Payable.
File your expenses within thirty days of the return of your trip.
If you have any additional questions, contact Sheri Kuberra (36-5999) or Becky Zillmer (36-5266) .