Individual Travel Expense Report

Clear Float

This pane clears float!

IMPORTANT: Do not use this form! The travel expense reimbursement process has moved to UW TravelWise. Find more information about travel expense reports.

Instructions

  • It is recommended that you first log in before you begin to complete the form below. If you do not first log in before you begin to complete the form, you will not be able to save unfinished drafts of the form and complete them in the future.
  • Use the "Save Draft" button at the bottom of this form often so that you don't lose work. It is recommended that you save your current form each time you complete a section.
  • For some expenses, you will be required to attach receipts or other documentation. You attach a document by uploading a file where prompted.
  • The best file type to upload for receipts and other documentation is a PDF, but image files are also acceptable. (e.g. JPG, PNG, BMP, TIFF, etc.)
  • For electronic receipts and other documents, you can create a PDF file by printing to PDF.
  • For paper receipts and other documents, you can create a PDF version by scanning the documents to PDF files using a scanner. Many departments on campus have networked printer/scanners that make it very easy to scan a document to a file that is automatically e-mailed to an address that you specify. That file can then be attached to this form. See your department's printer/scanner expert for assistance.
  • Don't have access to a scanner? You can use a phone camera. Just shoot a photo of the document using a phone camera so that the document takes up most of the photo and is as legible as possible, and then e-mail that photo to yourself so that you can attach the file to this form.
  • If you need to upload multiple files at once, you can zip multiple files up into one zip archive file (e.g. MyFiles.zip) for easy uploading.
  • If you need assistance with scanning, printing to PDF, or uploading files, please contact the Help Desk.
  • After you submit the form, your supervisor and account manager will both receive e-mail notifications of your form submission, and they will be asked to approve your travel expense report by replying to the e-mail message with a short message indicating whether or not they approve of your travel expense report.
  • In order to show your travel expense report to your supervisor and account manager before submitting the form, you should complete the form without submitting it, save it as a draft, and print the form for your supervisor to review, along with copies of any receipts. This is important because, when your supervisor and account manager receive their e-mail notification, they will not have full access to all attachments via e-mail.
  • If you have any questions about the travel expense report form, please contact the Travel Office.

Clear Float

This pane clears float!

Individual Travel Expense Report Form

* Orange asterisk indicates required field.

Personal Information
Use the two-letter abbreviation for the state or province if possible. (e.g. WI or IL)
Trip Information
Describe the official business purpose of the trip. Be sure to explain all acronyms and terms that are not widely understood.
You may attach a document with supporting information about your trip. (e.g. If there is a web page that describes a conference you attended, you can print it to a PDF file for easy attaching.) If you would like to attach multiple documents, you can zip them up in a zip archive file (e.g. a file named something like SupportingDocuments.zip) before attaching.
What day did you leave for this trip?
:
What time did you leave for the trip?
What day did you return from the trip?
:
What time did you return from the trip?
Location

Tell us about the location of the event or trip destination. For example, if the purpose of the trip was to attend a conference, tell us where the conference was located.

Use the two-letter abbreviation for the state or province if possible. (e.g. WI or IL)
Air Travel
Indicate the payment method used to pay for air travel, or, if no air travel expense was incurred, select "No Air Travel."
$
Enter total air travel expenses, regardless of payment method, because this information is tracked. You will only be reimbursed for air travel expenses paid for with a personal credit card or debit card.
Electronic documents can be printed to PDF for easy attaching. Paper documents can be scanned to PDF. If you have multiple files to attach, you can zip them up into one zip archive file (e.g. ItineraryFiles.zip) for easy attaching.
If your air travel payment method was "Direct Charge," then attach a copy of the Direct Charge Airfare Form. For easy attaching, electronic documents can be saved to PDF, and paper documents can be scanned to PDF. If you have multiple files to attach, you can first zip them up into one zip archive file (e.g. DirectChargeFiles.zip) for easy attaching.
Car Travel

If a fleet car was used for car travel, then no mileage should be claimed for that fleet car travel. If a car other than a fleet car was used (e.g. a personal car), then mileage should be claimed. For trips with round trip mileage under 100 miles, non-fleet car mileage is reimbursed at a rate of $0.51 per mile. For non-fleet car trips with round trip mileage over 100 miles, mileage is reimbursed at a rate of $0.352 per mile, unless a fleet non-availability certification form is provided. If a fleet non-availability certification form is provided, then non-fleet car trips with round trip mileage over 100 miles are reimbursed at a rate of $0.51 per mile.

miles
$
If you are claiming car travel mileage in excess of 100 miles, then you must submit this document. Before attaching the document file, you can complete the electronic form and print it to a PDF for easy attaching. Or you can fill out the form by hand and scan it to a PDF file for easy attaching.
If your car travel is comprised of multiple trips, enter a mileage log here. Include a one-line description for each trip or round-trip, with mileage for each line, the sum of which is equal to the mileage claimed above.
Parking and Tolls
$
Please enter the total dollar amount of parking and tolls for which you are requesting reimbursement. Note that the maximum amount that can be reimbursed without a receipt is $25.00.
For each separate parking fee or toll, include a separate line in this field that describes the location where the expense was incurred, the reason, and the amount, along with any other information you feel is pertinent.
Attach receipt(s) for your parking or toll expense. For easy attaching, electronic documents can be printed to PDF, and paper documents can be scanned to PDF. If you need to attach multiple files, you can first zip the files up into a zip archive file for easy attaching.
Lodging

Tell us whether the lodging provider (e.g. hotel, motel) is also the venue for the conference or other event that you attended. If the answer is no, then the amount reimbursed per night of lodging is limited to $70, unless the location is a "high-cost city." In Wisconsin, a maximum lodging cost of $80 per night is allowed in the following counties: Milwaukee, Racine and Waukesha Counties. Open the list of high-cost cities in a separate tab/window to find the maximum lodging rates and other information for high cost cities in the United States.

Note that "personal credit card or debit card" includes credit cards for work-related travel. P-Card charges should not include any other lodging-related expenses except the cost of the lodging. P-Card charges are still subject to the same maximum lodging expenses. P-Card charges require the same lodging expense documentation as other payment methods.
$
Attach lodging receipt. If you need to attach more than one document, you can zip multiple documents up into one zip archive before attaching the file. If a receipt was e-mailed to you, you can print that e-mail message to a PDF file for easy attaching, or you can scan your receipts to PDF files using a scanner.
Registration
Select the payment method used to pay for event registration. If no event registration expenses were incurred, then select "No Event Registration Expenses." Only registration expenses paid for with a personal credit card or debit card will be reimbursed directly to the individual, which requires a receipt.
$
Attach receipt for event registration expenses. For easy attaching, electronic documents can be printed to PDF, and paper documents can be scanned to PDF. If you need to attach multiple files, you can first zip the files up into a zip archive file for easy attaching.
Meals

Meal reimbursement maximums:

  • Breakfast: $8 in-state, $10 out-of-state
  • Lunch: $10 in-state, $15 out-of-state
  • Dinner: $20 in-state, $25 out-of-state

Reimbursement for meals for employees who work a day shift (7:45 a.m. to 4:30 p.m.) will be allowed under the following conditions:

  • A breakfast will be reimbursed when the employee leaves home before 6:00 a.m. on the day of that breakfast.
  • A lunch will be reimbursed when the employee leaves his or her headquarters before 10:30 a.m. on the day of that breakfast and returns after 2:30 p.m. on the day of that breakfast.
  • A dinner will be reimbursed when the employee returns from travel status after 7:00 p.m. on the day of that dinner, or when the employee departs his or her headquarters for overnight travel before 6:00 p.m. on the day of that dinner.
$
To calculate this amount, refer to the allowed maximums above. Add up the costs of all the individual meals based on those maximums (or the actual costs when less than a maximum).
If you paid for other people's meals, you must provide an itemized receipt for each of those meals.
Please tell us any additional information or comments you have regarding meals. If you paid for other people's meals, you must provide a list of names of the individuals for whom you paid.
Miscellaneous

Miscellaneous expenses include tips, phone usage, taxi fares, shuttle transportation costs, and other travel-related expenses not covered above. Any miscellaneous expense that is $25 or more must be supported by a receipt. All miscellaneous expense details must be logged in the multi-line field below, with a one-line description for each miscellaneous expense. Then enter the total miscellaneous expense amount for which you are seeking reimbursement "Total Miscellaneous Expenses" field.

Enter a one-line description for each miscellaneous expense.
$
For easy attaching, electronic receipt documents can be printed to a PDF, and paper receipts can be scanned to a PDF. If you need to attach multiple receipts, you can first zip up all of your receipt files into one zip archive file. (e.g. MiscReceipts.zip)
Total Reimbursement
$
Add all of the reimbursements requested in the sections above and enter the sum in this field.

A negative amount indicates that part or all of an advance was unused and needs to be returned to the Travel Office.

Approval
Supervisor
Account Manager
A primary account code is required. You may entire additional account codes in the sections below. If you enter more than one, then you must also indicate the amount attributed to each account code. If you need to enter more than 3 account codes and amounts, you can provide them in the "Comments" field below. Account codes must be formatted in ###-######-# format. (e.g. 123-123456-1)
$
If you enter more than one account code, you must indicate the amount attributed to each account code.
Additional Account (#2)
$
Additional Account (#3)
$
Comments, Questions, or Concerns
Feel free to include in this field any comments, questions, concerns, etc., that you would like taken into consideration as part of the filing of your Individual Travel Expense Report. This is a great place to include additional information that is not asked for elsewhere in this form.
Status
This is the status of this filing. By default, all Individual Travel Expense Reports have a status of "Pending" when they are first submitted. The status changes after the report is filed if additional information is required, or if a decision is made. (e.g. approved, approved with modifications, cancelled by submitter, cancelled by financial services, denied, etc.) You cannot change this field from the default value of "Pending" when you submit the form. However, after submitting this form, you can log in and view past submissions of this form to see the current status of each.
Certification

"I certify that all of the information submitted as part of this form is accurate and true to the best of my knowledge."

Footer Anchor