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FLOW CHART FOR TRAVEL EXPENSE REPORTING - GENERAL http://www.uwsa.edu/fadmin/travel.htm
PURPOSE OF TRIP TRAVEL STATUS MODE OF TRANSPORT HOTEL/MEALS
Must be university Must identify on TER
business (regular duties) even for charges direct billed
See Annex
Perform
1 for add'l
cost
info on cost
analysis for
analysis
transp, and See Annex
others Tempory 5 for add'l
worksite > 50 Yes Yes
Staying at info on hotel
miles from hotel? claimed
headquarter?
See Annex
Yes 2 for add'l
Yes
By personal info on
car? mileage
claimed No
Regular duties Tempory worksite > Receipt and
Yes
assigned by 15 miles from justification
supervisor? Attending No
headquarters city?
No
conference/
meeting?
See Annex Conference Yes Limits for
No No one apply
3 for add'l brochure and
No Yes info on air
By plane? receipt, or meeting
transport Yes agenda Original paid
claimed itemized receipt
Headquarters city & Justification
provided? No
Nonreimburseable travel - only certain
expense** mileage, parking, and No
supplies allowed. No Meals included
commuter mileage in registration
fee ? Yes
Yes
By bus, train, ticket stubs or
limo or taxi? receipts
No
Consult with Divison
Financial staff No
Paid your Meal not
See Annex own meals? Yes
reimburseable
4 for add'l No
Yes info on
By rental
car? rental car No
claimed
Yes Claims exceed limits
** Trips to attend social events/functions held at university No Meet timelines or include other non-
for claiming university employee?
ground or with university staff are, in general, not reimburseable Mark on meals?
By fleet? Yes
TER
trips such as: retirement party, staff award ceremony,
Yes
lunch with superior, etc. These are not regular official business
No See Annex 6 No
unless you are "allowable representative" at these events or for TER
Yes completion
prior approved from Chancellor.
Direct charge No
Receipt for registration
fees, taxi, parking, etc (e.g., P-card)?
ANNEX 2 - MILEAGE CLAIMS FLOWCHART http://www.uwsa.edu/fadmin/fppp/fppp368.htm
Employee being drop off at airport:
From General Round trip mileage on both departure and
- for mileage
claim
return day limited to cost of one round trip
mileage between office and airport +
parking cost that would have occurred at
airport
Trip originated Yes Trip to /from Yes Mileage cost <
from home and
airport? taxi fare
ended at home?
between office
and terminal
No
No
Mileage limited
Mileage from home to the excess
Yes Yes
Trip to pickup to pickup point > mileage from
point? from home to home to
headquarters? headquarters
No
No
Conduct university
business onroute Mileage not
to/from home? reimburseable
No
Yes
Round trip from
headquarter to
worksite > 300
(UWEX) or 100
(UWC central) No
Mileage at
standard rate
Yes
Non- Yes Nonavailablity slip
availablity to TER
slip?
No Mileage at
turndown
rate
Mileage must be reasonable
(comparable to UWSA mileage chart
or Mapquest). Explanation must be
attached if mileage > normal road
maphttp://www.uwsa.edu/fadmin/fppp/
fppp36b.htm
Limited to
UWSA mileage chart http://www.uwsa.edu/fadmin/fppp/fppp36b.htm necessary and
reasonable
mileage
ANNEX 3 - AIRFARE CLAIMS FLOWCHART http://www.uwsa.edu/fadmin/fppp/fppp363.htm
From General
- for air
transport
claim
Trip
Approval
approved by
letter/form
Chancellor/
designee?
Airfare Cost analysis showing
Direct No limited to direct flight and chosen
fligt? direct flight
flight.
Yes
No
Reserved with
frequent flyer Yes Mark on
points credited to Paid by
Pur-card? TER as
UWSA corporate Yes direct bill
account ?
No
No
Paid by
Update Travel -
personal card or
profile to other
include UWSA personal
corporate means?
account ^^ No
Yes
Yes
Trip TER, travel approval
completed? letter/form, and original
air ticket coupon **
No
Non-reimburseable
** Paid invoice from travel agency okay if justification on why original air ticket coupon is not available
^^ FoxWorld and contract travel agencies may credit frequent flyer points to both UWSA corporate account and personal account.
UWSA frequent flyer accounts: http://www.uwsa.edu/fadmin/flyer.htm
ANNEX 4 - RENTAL CAR CLAIMS FLOWCHART
From General
- for rental car
claim
Cost analysis Documented
showing rental car personal needs
most cost effective (e.g., fear of flying) Rental not
for official duties? No with supervisor prior reimburseable
No
(Annex 1) approval?
Yes Yes
Limited to
university
Travel with business needs
nonemployee Yes Use National car
only including size
(spouse) and some rental via Big 10
of vehicle, mileage
personal mileage contract
(if not unlimited)
planned? and gasoline
No
Mileage limited to
road maps +
Use contract vendor
incidental mileage.
and vehicle TER, rental car
(if not unlimited)
reasonable in terms of agreement, original
Claim exceeding
size, cost, # of itemized receipt,
contract rates need
passengers and cargo explanation/justification
justification
http://www.uwsa.edu/fadmin/fppp/fppp369.htm
ANNEX 5 - HOTEL CLAIMS FLOWCHART http://www.uwsa.edu/fadmin/fppp/fppp3611.htm
From General
- for hotel
claim
Conference brochure
Yes Use of Yes showing conference hotel
Lodging rate conference
exceeds and rate
hotel?
maximum**
allowed?
No
Choice not available
as the Yes Documentation
No from organiizers
arrangements were
made by
organizers?
No
Justification and
No Other Yes applicable cost
Limits apply^^ reason? analysis
Yes Identify as
Paid by P-
direct bill
card?
on TER
No
Original itemized Yes
receipt TER with all
provided? necessary
documentation
No Faxed copy of
** There are different Maximum Rates for lodging including receipt direct
from hotel and
in-state, out-of-state and foreign countries limits justification
^^ Employee must reimburse for excess if paid by P-card
ANNEX 1 - COST ANALYSIS FLOWCHART
From General -
cost analysis
TO STAY OR NOT TO STAY FOR EXTRA DAYS
DRIVING VS FLYING TO OBTAIN FAVORABLE PRICE
Actual Cost to drive Cost Travel on business days required, no extra day stay Cost
Total mileage 1,000 * nonavailability rate $.485 $ 485.00 Airfare $ 380.00
Enroute business lodging $ 144.00 Total $ 380.00
Enroute business meals $ 120.00
Tolls $ 10.00
Parking at hotel if any $ 60.00 Staying extra day** or flying out on particular day Cost
Total $ 819.00
Airfare $ 280.00
Additional overnight stay $ 70.00
Actual cost to fly Cost Additional meals $ 34.00
Additional parking /taxi $ 40.00
Lowest logical airfare $ 440.00 Total $ 424.00
Taxi to/from airport to conference hotel $ 40.00
Taxi or mileage to/from home $ 9.70 Reimbursement limited to lowest available airfare $ 380.00
Additional transportation needs at destination $ 60.00
Airport parking $ 50.00 ** Reimbursement may only be granted under this provision for
Total $ 599.70 weekend days and holidays.
Reimbursement limited to lowest cost $ 599.70
If employee chooses to drive, reimbursement is limited to the
lowest cost and most practical means and must have prior
approval from supervisor for additional time needed
PERSONAL VEHICLE VS RENTAL CAR COMINGLED BUSINESS TRIP WITH PERSONAL TRIP
Personal vehicle Method #1 split airfare $332.69 between personal and business
Total mileage 1,000 * rate $.365 $ 365.00 Airfare from Madison to Newark, NJ $166.35
Train fare from Newark, NJ to Bridgewater, VA $218.40
Total $384.75
Rental car
Total 3 days * rate $33 $ 99.00
Estimated fuel cost $ 100.00 Method #2 actual airfare $332.69 for both personal and business
Friday/weekend surcharge $ 9.00
Total $ 208.00 Airfare from Madison to Newark, NJ $332.69
Train fare from Newark, NJ to Bridgewater, VA $218.40
Total cost that included personal activities $551.09
TAXI/LIMO VS RENTAL CAR
Reimbursement limited to direct route ** $432.20
Taxi/Limo - 3 days conference Must provide written quote^^
Taxi/limo to/from airport $ 80.00 ** Airfare cannot exceed actual fares $432.20 obtained by other employees who chose to
6 trips * fare @$20 to conf center $120.00 fly and departed and returned on the normal travel dates. Airfare of $332.69 is a
3 trips * fare @$10 for dinners $30.00 discounted fare travelled by employee on a different date than date the employee
Total taxi/limo $230.00 would have flown.
^^ Quote showing the lowest logical fare, including disconted fares such as supersaver,
Rental car - 3 days conference supercoach, etc., which would have been available on the dates the employee would
ordinarily have flown, should be obtained from a travel agency.
Total 4 days * rate $33 $ 132.00
Estimated fuel cost $ 30.00
Parking @ hotel $ 60.00
Total rental $ 222.00
1. Vendor #: Each employee is assigned a unique vendor number. Use by Business Services only.
2. Voucher #: Each payment is assigned a unique voucher number by the Accounting System. Use by Business Services.
3. Travel Expense Amount (s): The dollar amount for the line of funding that particular expense will be charged to
4. Account Code: 4-digit SFS Account Code
5. Fund: 3-digit funding source
6. Dept ID: 4-digit Department ID
7. Program: 1-digit Program Code
8. Class: For account codes 2101 and 2146 a full SSN and home address are required. For all account codes
9. Budget Year: 2-digit Budget (Fiscal) Year
10. Project: 3-digit fund code plus 4-digit project code
11. Name of Traveler: Name stated should be the same as what is reported to payroll. Each traveler should account
for his/her expenses and be responsible for accuracy and conformity to the UW travel regulations.
12. Explanations/Justifications/Cost Comparisons: Use this area to provide explanations, justifications, cost analysis
13. Send Check To: Campus address (prefer), traveler's home address
14. Travel Advance Amount: Use this box to record the dollar amount of any travel advance you received prior to trip
15. Travel Advance Funding-Program, Budget Year, Project: Funding source where travel advance was made
16. Net Amount: Net amount due for reimbursement to the traveler. Formula in place to total all travel expenses
less any travel advances and direct billed iteems recorded on the form.
17. Traveler's Social Security Number: Leave blank, unless it is the first time you submit a TER
18. Headquarters City: City in which your UW-assigned office is located. (Required)
19. Type of employment: Pleaes check the appropriate box. TER is for travel reimbursement for UW employee or
payrolled students only
20. Contact Person: Name and phone number of departmental contact for questions regarding this transaction
21. Month and Day of Travel: The 2-digit month and day that you are claiming reimbursement for
22. Depart Time: The time that you departed from home or campus and entered travel status. Time affect meal eligibility
23. Return Time: The time that you returned from travel status. Time affect meal eligibility
24. Official Business Purpose of Trip: Who, what, when and where. Itinerary from and to - state the starting city and ending
city. Nature of expenses, including miscellaneous expenses, must be as detailed as possible. General statements such as "attend
conference" is not sufficient detail. List "attend Governmental Accounting workshop". Do not use acronymns. Use separate lines
to address separate purposes or reimbursable items. Claims should be itemized by day.
25. By Fleet Car: Check if fleet car was used for the trip
26. Direct Billed Expenses (Omit dollar amount from totals): Record the expenses that was included in the trip but
paid via a purchase order, direct billed invoice, or purchasing card. This is required to account for total expenses for the trip.
27. Personal Vehicle Miles: Number of miles traveled with your privately owned vehicle or privately owned motorcycles.
Only one individual (the driver) shall be transported on a motorcycle. Privately owned mopeds or bicycles is not authorized
Explanation must be provided for mileage in excess of normal map mileage plus incidental mileage. Employee shall be
reimbursed for mileage from home to the work site, or from the assigned headquarters to the work site, whichever is closer.
28. Fares: List any fares such as airline, train, taxi, subway, bus tickets, rental car, etc., seeking reimbursement
(i.e., not direct billed.) Original receipts required.
29. Miscellaneous Expenses: List any miscellaneous expenses such as registration, phone calls, porter charges, etc.
Original receipts may be needed.
30. Lodging: Any lodging costs. If lodging was at the conference hotel, mark the box and attach an agenda or
brochure showing the the expense was incurred at the conference hotel. Original itemized receipt required.
31. Breakfast: Cost of breakfast meal including tax and tip. Must meet timeline and maximum requirements. Itemized
receipt and justification must be provided if seeking reimbursement over maximum
32. Lunch: Cost of lunch meal including tax and tip. Must meet timeline and maximum requirements. Itemized
receipt and justification must be provided if seeking reimbursement over maximum
33. Dinner: Cost of dinner meal including tax and tip. Must meet timeline and maximum requirements. Itemized
receipt and justification must be provided if seeking reimbursement over maximum
34. Total Expenses: The total of all expenses recorded on each line will automatically total, excluding direct billed column
35. Mileage at Standard Rate: Trip with round trip mileage is 300 miles (Extension) or 100 miles (Colleges) or less
If the round trip is over the threshold, and the traveler has approved non-availability slips from both the UW Car
Fleet Office and the DOA Car Fleet Office. Additional mileage costs (e.g., miles exceeding normal road map) should
be explained and detailed in the justification box or on the line item
36. Mileage at Turndown Rate: Trip with round trip mileage more than 300 miles (Extension) or 100 miles (Colleges)
Nonavailable slip not available. Additional mileage costs (e.g., miles exceeding normal road map) should be explained
and detailed in the justification box or on the line item
37. Mileage Cost: Automatically multiplies number of miles times rate for boxes 35 and/or 36 for total mileage cost
38. Grand Total: Total of all reimbursable travel plus mileage costs
39. Limited To: Total limit of travel reimbursement, if reimbursement has been limited to less than the actual expenses
40. Claimant's Signature/ Date/ Phone No.: After reading the claimant statement, traveler must personally provide
original signature, complete signature date (including year) and phone number. Attach all necessary documentation
such as original receipt, justification, etc, prior approval, etc. Make sure expenses are reasonable and necessary.
41. Supervisor Approval: Original supervisor's signature and complete date (including year) required. Supervisor is
responsible for ensuring claims are fully documented, authorized and fit the mission of the organization
42. Dean, Director, or other Approval: Delegated staff sign for supervisor, etc. with complete date. Same responsibility
as supervisor.
43. Institution Approval: Delegated areas should sign as evidence of pre-audit claims with complete date
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