Travel Checklist - Employee

FIRST TIME USERS:

Apply for one of the two types of travel cards available to pay expenses:

Travel corporate card (dark green) – Personal Liability – you receive and pay the bill. http://www.uwec.edu/Bussvs/purch/credit.htm. Information can be found under the heading US Bank Corporate Travel Card. MUST be used for airfare, registration fees, vehicle rental, and lodging. You may also use this card for meals, internet, parking (both at the airport and at the hotel), fuel for a vehicle rental, taxi, bus, & shuttle. CARD CAN BE USED FOR UW-BUSINESS ONLY.

Procurement travel card (Some have a Fall scene with a red TRAVEL ONLY sticker/Newer cards are light blue with the UW TravelWIse logo on them) – The University receives and pays the bill. (Any purchases not allowed will require repayment). http://www.uwec.edu/Bussvs/purch/credit.htm. Information can be found under the heading Procurement Travel Credit Card. MUST be used for airfare, registration fees, vehicle rental, and lodging. You may also use this card for internet, parking (both at the airport and at the hotel), fuel for a vehicle rental, taxi, bus, & shuttle. NO MEALS should be charged to the PT-Card. CARD CAN BE USED FOR UW-BUSINESS ONLY.

Complete a profile to use the self-booking tool on the UW TravelWIse Portal to book airfare, reserve lodging or vehicle rental. Sign into the Portal using your UWEC logon and password. Portal login link: https://uw.foxworldtravel.com/.

 Click on First Time User? Under the blue BOOK ONLINE square to the left in the middle of the page.  Click on HERE under the Self Registration heading.  Under account information, the Concur Login will be your UWEC e-mail address. Continue to fill in your information in the areas that have the asterisk. Please note that your name should be entered exactly how your identification (passport or driver’s license) reads.

 Click Submit

This information will be verified by UW System prior to being approved. You will receive an e-mail to set up a password after approval. After you have set up the password, you can logon to the booking tool. You will need to complete your profile prior to booking any flights.

 Click on Profile  Personal Information  You must fill in all [required] information.  Please note that you must enter a credit card in your profile prior to booking.

BEFORE YOUR TRIP:

Complete a travel authorization e-form for any out-of-state or out-of-country trip. https://eform1.uwec.edu/login.aspx?bp_nextpage=https%3a%2f%2feform1.uwec.edu%2fform.aspx %3fpid%3dd6b4de7a-a68b-41af-97f5-ecc275ef7d2d%26formid%3d23f2c26d-0d8b-40f9-90aa- 17fdbb9b49b0. Instructions can be found at: http://www2.uwec.edu/Bussvs/acctpay/upload/Travel- Authorization-E-Form-Instructions-9-19-14.doc. Book online airfare through the UW Travel Wise Portal.

Book all rental vehicles using the appropriate contract vendors for in-state or out-of-state trips.

Book airfare, lodging, registration fees, and vehicle rentals using one of the University issued travel cards.

Airfare – MUST BE BOOKED THROUGH FOX WORLD TRAVEL. THIS CAN BE DONE THROUGH THE UW TRAVELWISE PORTAL OR BY CALLING FOX WORLD TRAVEL AT 1-866-230-8787. YOU MUST HAVE A PROFILE SET UP TO BOOK ON THE PORTAL.

Lodging/Meal & Incidental Calculator (This calculator is intended for individual travel.)

Lodging and meal maximums are based on the city you are staying in. Please use the calculator provided on the UW TravelWIse Portal to calculate and print the maximums allowed. This needs to be attached to your Travel Expense Report for auditing purposes. Please note that you can continue to stay at a conference site/recommended hotel (you must attach the conference information stating this) as an exception if it is over the maximum allowed for that city with supervisor approval. Maximum rates apply to any hotel other than conference site/recommended hotel.

The calculator can be found on the main page of the TravelWIse Portal.

 Click on UW TravelWIse Portal under the travel heading. https://uw.foxworldtravel.com/  Click on the Lodging/Meal & Incidental Calculator (the box containing the picture of a calculator).  Select yes or no for the Trip Details  Enter the destination for your trip. Next Step.  If you have another destination click yes and complete the next destination information, if not click no.  Check off any provided meals.  Verify Added Locations – after you click on this button, verify that you have the correct information regarding your trip.  Click on the Calculate Rates button.  Print this page to attach to your expense report.

Meal Information

 75 % of the daily allowance is calculated for the 1st and last day of travel. The calculator calculates this for you.

 You must claim the per diem amount for each meal not provided. If your department wants to limit you to the amount you actually spent, or another lower amount, you would limit that amount in the limited to area of the travel expense report.

 All travelers must claim their own meals on separate expense reports.

 No receipts are allowed.  No times of travel needed.

 The maximum rate includes incidental items (fees & tips, laundry, dry cleaning & pressing of clothes, bottled water for international travel, and transportation between place of lodging or business to obtain meals when not obtainable within the immediate vicinity).

Day trip rate is $15.00 if no meal is provided (if there is a meal provided, there is no day trip allowance). No times of travel needed. This is taxable income to the employee, but not taxable to students, guests, & interview candidates.

Vehicle Travel - Obtain driver authorization from The Office of Loss Prevention and Safety to drive for any UW-Eau Claire business whether using a personal or a rental vehicle. For an explanation of the driver authorization process go the website of the Office of Loss Prevention and Safety. www.uwec.edu/lps/index.htm This is a one-time requirement for employees – once you are certified, you will not need to re-certify.

Please contact Theresa Bednar (836-5482) or John Baltes (836-4414) with questions.

There are two options when reserving vehicles depending on driver age and employment/student status. Contract information can be found on the UW TravelWIse Portal under Policies & Procedures, Car Rentals.

Option 1: Vehicle rentals on the TravelWIse portal for the Big Ten contract.

To book online:

Click on “Book Online Using Concur” from the UW TravelWIse Portal home page. https://uw.foxworldtravel.com/ Enter User Name and Password. Your User Name is your UWEC e-mail address. Select “Car”, Choose pickup/drop off dates/times Choose airport location (Note: For Picking up a car in Eau Claire - Click on “Off Airport Location” and click on “Search” Type in “Eau Claire, WI” and click on “Choose” when the Eau Claire location is display in the box. Click on the Enterprise “Choose this car location”.)

Option 2: The WSCA contract. You will need to contact Enterprise directly.

Online - http://www.enterprise.com or by phone to reserve a vehicle. You must notify Enterprise personnel of the contract booking codes at the time you rent the vehicle. Booking codes and instructions on how to book can be found on the UW TravelWIse portal under Policies & Procedures, Car Rentals.

Multiple Vehicle, Early Pick-up, or Personal Rentals – If you need to reserve multiple vehicles (i.e. group travel, etc.), or if you are booking a vehicle for personal reasons, please contact Sheri for more information (See contact information below.)

Additional vehicle rental information can be found at http://www.uwec.edu/Bussvs/acctpay/VehicleRental.htm. DO NOT USE THE FUEL SERVICE OPTION, RE-FUELING OPTION, OR REQUEST GPS. THESE ITEMS ARE NOT REIMBURSABLE.

Bring cash, personal credit card, or your travel corporate card to pay for any incidental expenses not allowed on a procurement travel card.

DURING TRIP:

Save the original itemized lodging receipt(s). Save conference site hotel information if lodging exceeds the maximum allowed per night for the city where you are staying.

Save the itinerary and receipt for airfare.

Keep track of personal vehicle miles by day.

Save itemized car rental receipt (not just the rental agreement) and any gas receipts.

Save registration fee receipt if over $25.00 and a copy of the agenda/brochure.

Save all miscellaneous receipts if amounts exceed $25.00. You should submit receipts $25.00 and under if they are provided to you.

AFTER TRIP:

Complete a travel expense report (TER) and attach all saved receipts and documentation to it. The UW System Travel Expense Report can be found on the UW Travel Wise portal. Portal login link: https://uw.foxworldtravel.com/. UWEC Login is required to access the TER. Click on:  Reimbursement  Travel Expense Report Forms  Choose the appropriate expense report. (In most cases, you would need the top Excel TER)

Tips for filing a Travel Expense Report:

Direct Billed Expenses should be listed in the shaded area of the TER. This is for any expense you may have put on a PT card (University credit card that the University receives and pays the bill for). List each expense separately along with a description of the charge. These items do not get added into the total of the TER for reimbursement, but are needed for auditing purposes to show the entire expense of the trip.

1) Enter your name (as it appears on the payroll system) and department. An ACH deposit will be sent to the same bank account that your payroll goes to. (This will be a separate deposit from your paycheck.) 2) Click on the bullet corresponding to your type of employment. Employees should enter their 8 digit employee ID number. Do NOT enter your social security number on the form. It is not required by our campus.

3) Enter a brief explanation in the Explanation/Justifications/Cost Comparisons box to the right. (The purpose of the trip and the destination city where you went.) Spell out any acronyms.

4) List the date you left Eau Claire.

5) List each day’s expenses separately, using a separate line for each day’s expenses.

6) List a description in the Official Business Purpose of Trip area for each line item. List each expense in the various columns on the form.

7) If a personal car was used, enter the mileage to the destination city under the vehicle miles column. If a rental car was used, enter the amount for the vehicle charge in the fares column. An itemized original receipt for the vehicle rental should be attached to the report.

8) If you paid for gas for a rental car, enter the amount(s) paid in the miscellaneous column and attach the original receipt(s) to the report.

9) If you paid a registration fee, enter the amount in the miscellaneous column. If this amount is great than $25, an original receipt must be attached. Also, an agenda/schedule at-a-glance needs to be attached showing the dates of the event, listings of the sessions, etc.

10) If there was lodging, it should be entered in the lodging column and an itemized original receipt needs to be attached. If more than one person was in the room, the person paying for the lodging should claim for it on their report. The names of the other people in the room need to be included on the report. (If each person wishes to claim, they should each obtain a receipt from the hotel clerk for the dollar portion amount of the room they paid.)

11) If you hover over the columns for breakfast, lunch and dinner, it will show the maximum amounts allowed for these meals depending on whether the travel was in-state or out-of- state.

12) List the date you returned to Eau Claire.

13) If a personal car was used, enter the return mileage to Eau Claire.

14) Enter the total number of miles at the bottom of the report @ $.575 per mile as UW Eau Claire does not have fleet vehicles so the higher mileage rate is used.

15) Sign the travel expense report in the claimant box.

16) Submit the form to the appropriate person/supervisor for their signature approval. The department will enter the account string information needed to pay the expenses.

Please explain any out of the ordinary items like if you rode with someone else, shared a room with someone, or if a registration fee was waived. If you have any additional questions, contact Sheri Kuberra (36-5999) [email protected].