Travel Information

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Out of State Travel Pre-Approval Form | Reimbursement for Candidate Expenses | Accurate Expense Reporting 

Travel Cost Calculator | Corporate Card Application | Corporate Card User Agreement
Candidate-Visitor Travel Guide

For a complete listing of all travel regulations please refer to the University of Wisconsin System Regulation F36.

UW-PARKSIDE TRAVEL ADVANCE POLICY

We have researched ways to avoid travelers having to pay out-of-pocket expenses without the added paperwork and monitoring of travel advances. We have determined that the options available are the institutional liability purchasing card (Procard), the state-provided personal liability US Bank Visa Travel Card, and personal credit cards, which would cover most of the expenses encountered by travelers. As a result, we have developed the following policy and procedures:

1. Effective October 17, 2005, employee use of an institutional liability purchasing card for all reimbursable airline tickets, travel agency service fees, hotel room rates and car rental costs will be required. If they so choose, employees have the option of utilizing the state-provided personal liability US Bank Visa travel card instead of or in addition to the purchasing card for travel-related expenses incurred while in official travel status.

2. Travel advances are available under the following special conditions. The deans and directors have the authority to determine if these conditions are met and approve the travel advance. The minimum amount of a travel advance request has been raised from $50 to $100 unless covered under one of the bargaining agreements mentioned below. Once signed by the deans/director's representative, the advance will be processed without further examination of the need for the advance if:

• The employee (including student hourly employees) is ineligible for the US Bank Visa Travel Card. Application forms are available from Tina Radley.
• The employee is covered by one of the union contracts requiring the availability of travel advances for their members; e.g., WSEU and WPEC.
• The employee is accompanying or is responsible for the travel of a group.
• The employee is traveling for an extended period of time (10 days or more).
• The employee is traveling to a remote destination (where credit cards are not accepted).
• The advance is necessary to cover incidental travel costs and supplies not covered by the US Bank Visa Travel Card or personal credit card.
• Approved moving expenses are to be reimbursed.
• There are other extenuating circumstances approved by the dean.
• Travelers must account for travel advances within 30 days of the end of the trip (current policy). Pre-Audit will send one reminder to the dean's office, with a copy for the traveler, regarding accounting for a travel advance. Pre-Audit will no longer attempt to contact the traveler or dean's office the day before initiating a payroll deduction for delinquent travel advances. Travel Expense Reports on funds 133 and 144 go to the Grant's Office before audit. Please allow time for this step when meeting deadlines.

The effective date of the policy is July 1, 1997. If you have any questions about the policy, please contact Tina Radley at 595-2154.