University of Wisconsin Stout | Wisconsin's Polytechnic University
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Business and Financial Services
Travel Reimbursement
IMPORTANT! Familiarize yourself with Travel Regulations prior to making any travel arrangements for which you expect reimbursement. The information provided below is a thumbnail version of these regulations; more detailed information is available on UW System's Travel pages.
- Checklist for Reimbursement - use Travel Expense Report (TER) [xls]
- UW System Traveler's Reference Guide [pdf]
- UW System Traveler's Expense Log Insert [pdf]
RECEIPTS:
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Must be originals
- Must be itemized on TER form
- Other expenses over $25 paid personally by the employee must show proof of personal payment. For miscellaneous expenses:
- Okay if receipt shows payment was made by a credit card other than US Visa
- If no receipt, you must include a copy of credit card statement with charge checked or circled
- If payment was made in cash, the recipient (not the employee) must:
- Acknowledge the form of payment was cash on the original receipt
- Date and sign the receipt
Airfare can be reimbursed prior to travel by submitting a TER with proof of payment.
Along with the general rules governing receipts, include the following:
- E-ticket and itinerary must be submitted to obtain reimbursement
- Even if the airfare has been prepaid, the itinerary must also be submitted with final TER when travel has been completed
- Baggage receipt for first checked bag
- Additional bags are not reimbursable unless justifiable for business
- If actual baggage receipt can't be submitted, the credit card transaction showing dates matching the travel dates for the charge will be acceptable
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Flying from an airport other than Eau Claire or Minneapolis-St.Paul (MSP)
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documentation of flight cost from MSP is required
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Cost Comparison Worksheet must accompany TER.
Receipt must be provided for each leg of the trip.
The following must be included:
- Itemized car rental receipt showing final payment
- Itemized gas receipts - gas cannot be reimbursed without an itemized receipt showing number of gallons and price per gallon
- Traveler may be required to justify rental car. It must abide by the UW System regulation stating "...it is the most cost-efficient means of transportation..."
See Rental Car for more information
The following apply:
- Receipt must be itemized showing dates, base rate and number of people
- Credit card slip showing only total charge is not acceptable.
- UW-Stout is exempt from sales taxes on lodging in-state so every effort should be made to make sure tax is not charged. All travelers need to present the tax exempt wallet card when checking into the hotel.
- Miscellaneous charges for room-service, movies, etc. are not reimbursable and should not be included in the per night rate
- When booking hotel online make sure you understand the cancellation policy. Many charge your credit card up front and are non-refundable, non-transferable and non-changeable.
Go to lodging for more information.
- Parking over $25/day requires a receipt.
- Parking off or on site at the Minneapolis airport is limited $11/day without a receipt
- Eau Claire airport is limited to $5/day
- Airport Shuttle Service parking is free
NOTE: Department has the right to require receipts for parking regardless of the amount
- If the round trip fare is over $25 a receipt is required
- To/from hotel/airport is considered round trip