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1

Traveler's name

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2

Traveler's home address and campus office

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3

Check UW employee, State employee, non-State employee or Student (student employees should indicate employee)

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4

If someone else completed this form, or is knowledgeable about the expenses being claimed, they are listed as the contact person and telephone number provided.

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5

Fund, Program, and Organization code to which expenses are to be charged 

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6

If a travel advance was received for this trip, amount is shown

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7

Traveler's social security number. If an expense report has been completed by traveler before it is not needed.

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8

Headquarter city is Whitewater

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9

Dates of travel.  Expenses should be itemized by day, so each day of a multi-day trip is listed.

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10

Times left and returned are complete for each day traveled, or the start and end of a multi-day trip.

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11

Purpose of the trip is stated for each trip; if there isn't enough room, use the upper right corner box to provide more explanation. 

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12

If a fleet vehicle was used for the trip, the box is checked. 

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13

Mileage from origination to destination (and round trip if applicable) indicated in the purpose of the trip column if using personal vehicle.  If you traveled with another person or are not claiming mileage, indicate that.   If travel begins or ends at home, state that.  If you encountered a detour or there is extra mileage, explain that.

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14

If you have direct billed expenses pertaining to this trip - airfare, hotel, registration, etc. enter the amount paid by your procurement card or paid by the UW directly in the shaded column and attach a copy of the original receipts - see what is needed below for each receipt type. Original should stay with your procurement card for audit purposes. These amounts are not added into the total to be reimbursed, but are reviewed as part of the entire trip expenses.

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15

Airfare, train etc.  Enter the amounts you paid for transportation to get to the destination.  Fares should be supported by the receipt showing the ticket price paid, and the itinerary showing dates/times of departure and arrival.   

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16

If rental of a vehicle was necessary, explain the need, attach the receipt showing all charges incurred.  If you didn't use the required vendor (Enterprise in-state and National out-of-state), explain why not.

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17

Miscellaneous items - Registration reimbursement claimed should be supported by a receipt that indicates the amount paid and what the fee included.  If it is simply a receipt, include a copy of the registration form submitted or one taken from the brochure.

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18

Other items - telephone calls, parking, etc must be identified.  If the item is over $25 ($5 for phone calls) a receipt must be included.  Describe the item in the Purpose of Trip column and include the amount in the Misc Exp column.

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19

Lodging - check the box in front of the daily amounts if the lodging was at the conference site (be sure the attached conference brochure supports that this is the conference site).  Attach an original itemized lodging receipt showing daily activity and the amount paid.  Do not include items on the hotel receipts that are not lodging in this column.  Miscellaneous expenses are recorded in the previous column if they are reimbursable.

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20

Indicate the actual cost of each meal allowable for the trip, itemized by meal by day.  Keep in mind the time restrictions for allowability and the meal maximums cannot be exceeded.  NOTE:  UW does not use per diems,  meal claims must be actual costs incurred, but no more than the applicable maximum.  Any meals included in the conference agenda, provided on flights, etc are not to be claimed.

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21

Attach a conference brochure or meeting agenda that shows dates and times of the conference/meeting, and the location of the conference.  If you stayed at the hotel that was the conference site, the brochure needs to show the hotel name as the conference site.  If the brochure is many pages, copy the conference summary agenda and the cover page of the brochure showing the dates and conference site.  If the conference brochure does not include a summary for the conference, the website for the sponsoring organization often will have this, or it may have been part of the solicitation for registration.

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22

Provide supporting information for research – ie correspondence, e-mails, etc. that discuss the travel.

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23

Approved Request to Be Absent From Campus Form is no longer required to be submitted with the travel expense report, but must be maintained by the department that gave approval for the trip to be taken.

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24

Mileage totaled by rate, and calculation completed.

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25

TER is signed by traveler and phone number is included.

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26

TER is signed by Supervisor (Required)

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27

TER is signed by the Chairperson, Dean or person having signature authority of the fund, program or organization charged.