An electronic Travel Expense Report Form can be accessed on the Financial Services web-site www.uww.edu/adminaff/forms/fs/exprep.xls   

The purpose of completing a Travel Expense Form is to get reimbursed for expenses incurred while on university business.  Upon completion, obtain signatures and forward the original TER with original receipts to the Travel Office in Hyer 110. Completing a TER:

1. Indicate the 10 digit fund-program-organization code in the funding block.
2. If funding of expenses is split between 2 sources, or limited to a maximum amount, indicate each amount.
3. Home Address: Checks will be mailed to the permanent home address through the U.S. Postal Service. No checks will be sent through campus interdepartmental mail.
4. Campus Address: TERs with missing documentation or questions may be returned to the campus address.
5. Social Security Number – must be completed for the first time traveler.
6. Headquarter City - Whitewater
7. Type of Employment – Check appropriate box Note: student employees should check the employee box if
8. Contact information – if someone else prepares the form or can answer questions about it
9. Explanation/Justifications/Cost Comparison - This box is used to explain or provide justification for expenses - i.e. car rental, an extra night of lodging or anything out of the ordinary. More information is better than not enough. Indicate the name of additional staff that may have traveled to the same event, or others who you may have incurred costs for.
10. Month and Date of Travel/Depart Time/Return Time - Always itemize daily. Should you combine vacation with business, please indicate which days and times are vacation and which are business. Always indicate the dates of travel; if traveling more than one day, you will need to itemize expenses by day, so list all days during the trip. Indicate the depart time on the first day of a multi day trip and the return time on the date returning to campus or home.
11. Official Business Purpose of Trip, Itinerary: From-To, Nature of Miscellaneous Expenses, etc. Provide sufficient information about where you went and why. Do not just indicate “meeting”, or “conference”, or “Dallas”. An appropriate entry would include depart from, destination, purpose of trip, and return to where. For example: UWW to Capital Elementary, Madison and return to UWW, Student teacher follow up – Jessica Doe.
12. If a fleet car was used - Place an "x" in the fleet car column. 
13. If a personal vehicle was used - enter the number of miles traveled. The amount should be consistent with the chart of mileages from UWW to most Wisconsin cities on the website. If you rode with someone else or someone else rode with you, state that. If you picked up someone on the way, state who, as you may incur extra miles than found on the list of mileages. If you encounter a detour that requires extra miles, state that.
14. 14. Direct billed expenses (omit from total) - If airfare, registration, lodging or car rental was paid using a travel procurement card, use this shaded area to indicate the cost. These amounts should not be included in the totals, but copies of the same receipts as would be required for payment need to be attached. The entire trip expenses are reviewed at one time.
15. Fares - This block is used if you are claiming airfare, rental car reimbursement, taxi, bus or train fare. The original airfare coupon or receipt and copy of the itinerary must be attached to the expense report. If you have traveled to a foreign country also provide a proof of payment, as there are occasions when consolidator flights are used and the coupon may indicate a much different price than actually charged to the traveler.
16. Miscellaneous Column - This column is used to claim daily phone expenses (indicate if business or phone call to home) porterage, registration fees, parking, etc. If claiming reimbursement, explain the expense, and if the cost was more than $25, attach a receipt for each item.
17. 17. Lodging - This column is used to claim lodging, including any tax (out of state only), on a daily basis. Note: we are tax exempt, so while conducting university business in Wisconsin you should not be charged tax if you present the tax exempt number. You will not be reimbursed for tax, so please check your bill to ensure you are charged correctly when you check out. The lodging amount must be recorded on a daily basis because lodging rates are stated by day and maximums differ depending on the city. To ensure you do not go over the maximum rate, check the list of high cost cities on the Travel website. The original itemized lodging receipt must provide detail of daily charges, not just a total. If you stayed at the conference site hotel, check the box in front of the lodging amount. Note: conference recommended lodging is not conference site if it is not the same hotel.
18. Meals - These amounts must be itemized daily. Do not lump meals together. Costs should be actual for each meal - we do not use per diems. If you are eligible for more than one meal in a day, you can go over on the cost of a meal, provided the total for the day does not exceed the daily maximum or total of meals allowed for the day. Depart and return times determine allowability of a meal, so verify these before claiming meals. For allowable maximums check the current rates on the Financial Services website.
19. Mileage reimbursement is at the highest rate for employees who are authorized drivers, students (not student employees), or non-employees. Student employees are considered employees. If the driver is not authorized, the lowest rate applies. All employees should submit the driver authorization application prior to driving in order to be eligible for the highest reimbursement.
20. Claimant Signature/Date/Office Phone Number - all are needed.
21. Supervisor Approval - No one can sign off on their own travel reimbursement. You must obtain the signature of the person authorizing the travel. 
22. Dean/Director or Other Approvals - It is at the discretion of the department if these signatures need to be obtained before submitting. Often this box is used for the person having authority for the organization code that the expenses will be charged to.
23. Keep copies of the TER and the receipts for your files in case the originals get lost.   SUBMIT ORIGINALS!!!

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