Reimbursement Procedures Non-employees
- Must comply with UW-System regulations and UW-Stout guidelines including allowing for up to 4 hours of layovers and not showing preference to any certain airline
- In addition to flight selected, travel must supply two airfare comparisons showing roundtrip itineraries. Comparisons must also comply to our guidelines
- First class or business fare is never reimbursable
- Documentation
- Itinerary
- Air passenger receipt portion of ticket, e-ticket or printed ticket from web
- Receipt
Back to top
- Cost of lodging must comply with UW-System Maximums
- Lodging should be put on traveler's personal credit card and be submitted as an expense to be reimbursed
- Lodging tax is reimbursable
- Local hotels under normal circumstances will honor State rates for travelers doing business with the University
- If local or any in-state hotel requires written authorization for the individual to obtain state rates please complete this letter and request they present it upon checking in.
- Documentation required
- Itemized receipt showing dates, nightly rate and number of people
- State will only reimburse single rate
- Credit card slip showing charges is not sufficient
Back to top
- Personal vehicle mileage is reimbursed at higher rate
- Department should strongly recommend use of the Airport Passenger Service or Chippewa Valley Airport Service for transportation to/from the airport
- Employee can be reimbursed mileage at lower rate for transporting person to/from airport
- Rental cars are allowable with justification
- Reimbursement is limited to a mid-size rental at our current contract pricing
- LDW and CDW are the only insurances reimbursable
- Traveler must fill car prior to returning it to rental vendor. Fuel service charges occurred with rental company will not be reimbursed
- Gas is reimbursable with itemized receipts showing number of gallons and price per gallon
- Credit card slips showing total amount are not sufficient
- Documentation
- Itemized car rental receipt showing final payment
- Original rental agreement
Back to top
Back to top
- Phone - $5/night of travel status
- Lodging tips - $2/night
- Porter tips at airport - $1/bag
- Airline baggage charge - 1 bag limit
- Expenses Not Reimbursable
Back to top
Traveler should:
- Complete travel expense report - TER is available online
- Attach all original receipts, justifications and documentation
- Small receipts must be securely taped on 8 1/2" x 11" paper
- Sign the TER
- Reimbursement can't be done without the original signature of claimant
Department should:
- Indicate account number to be charged
- Obtain all necessary authorizations: Traveler, account administrator
- All signatures must be originals
- Forward to Accounting Services for processing
Back to top
