UW crest The University of Wisconsin-Madison UW Home My UW UW Search  
FP&M Business Operations-Home
Login     Sunday, June 25, 2017    Go to Business Operations & Purchasing Home   
      Changes Effective 10/5/15        
   

An email went out last week to upocming travelers, we aplolgize for anyone we may have missed.

 As of October 5, 2015, many travel polices have changed.  Travelers - both in and out of state - are responsible for understanding and complying with University travel policies. Failure to comply may result in non-reimbursement of expenses. 

90 day limit - To be reimbursed expenses must be submitted and substantiated within 90 days from end of travel. 

 
BOP staff are available to answer your travel questions.  We’ve set up an email addressfor these questions.  You will receive a response within 24 hours. 
 
Some examples of expenses which are affected include: 
 
·         Reimbursement rates for meals and incidental expenses
·         Reimbursement rates for lodging expenses
·         Time limits for submitting travel expense reports
·         Mileage reimbursement rates
 
It is highly recommended that travelers review the travel policies before traveling. 
 
In the meantime:
·         Good rule of thumb KEEP ALL RECEIPTS
·         Use the GET tool. It’s easy, menu-driven, calculates limits and helps prevent errors.
 
 
Business Operations Staff
Business Operations and Purchasing Department
101 Service Building
1217 University Ave
Madison, WI 53706

An email went out last week to upocming travelers, we aplolgize for anyone we may have missed.

 As of October 5, 2015, many travel polices have changed.  Travelers - both in and out of state - are responsible for understanding and complying with University travel policies. Failure to comply may result in non-reimbursement of expenses. 

90 day limit - To be reimbursed expenses must be submitted and substantiated within 90 days from end of travel. 

 
BOP staff are available to answer your travel questions.  We’ve set up an email addressfor these questions.  You will receive a response within 24 hours. 
 
Some examples of expenses which are affected include: 
 
·         Reimbursement rates for meals and incidental expenses
·         Reimbursement rates for lodging expenses
·         Time limits for submitting travel expense reports
·         Mileage reimbursement rates
 
It is highly recommended that travelers review the travel policies before traveling. 
 
In the meantime:
·         Good rule of thumb KEEP ALL RECEIPTS
·         Use the GET tool. It’s easy, menu-driven, calculates limits and helps prevent errors.
 
 
Business Operations Staff
Business Operations and Purchasing Department
101 Service Building
1217 University Ave
Madison, WI 53706
   

      Planning to travel...        
   

 Check the UW TravelWIse calculator for maximum allowables for meals and lodging: https://uw.foxworldtravel.com/rate-calculator/

 Check the UW TravelWIse calculator for maximum allowables for meals and lodging: https://uw.foxworldtravel.com/rate-calculator/

   

      How to Travel        
   
  1. Are you traveling out of state?
    1. If yes click here to complete the appropriate Request Form (either for Physical Plant Staff or Non-Physical Plant Staff)
  2. Submit paperwork to FP&M Training whose staff will register and make payment on your behalf 
  3. Plan/Book your travel
    1. I need a Fleet Car, click here 
    2. I am staying at the conference site hotel, please book as per your registration recommends
    3. I need Airfare/Other Hotel/Car Rental, click here
  4. FP&M Traveler Checklist, Please read prior to your trip and remember to save your receipts
  5. Submit your expense requests here (via GET Tool)
  6. If you still have questions please email the Business Operations Group at travel@fpm.wisc.edu

For more detailed information on travel planning, please Click Here to visit the FP&M Training web page

 

  1. Are you traveling out of state?
    1. If yes click here to complete the appropriate Request Form (either for Physical Plant Staff or Non-Physical Plant Staff)
  2. Submit paperwork to FP&M Training whose staff will register and make payment on your behalf 
  3. Plan/Book your travel
    1. I need a Fleet Car, click here 
    2. I am staying at the conference site hotel, please book as per your registration recommends
    3. I need Airfare/Other Hotel/Car Rental, click here
  4. FP&M Traveler Checklist, Please read prior to your trip and remember to save your receipts
  5. Submit your expense requests here (via GET Tool)
  6. If you still have questions please email the Business Operations Group at travel@fpm.wisc.edu

For more detailed information on travel planning, please Click Here to visit the FP&M Training web page

 

   

      Guided Expense Tool (GET)        
   

To use the Guided Expense Tool (GET) please click here

The Guided Expense Tool (GET) is a user-friendly alternative, for Travelers and Alternates, to e-Reimbursement for claiming expenses. Expense reports entered into the Guided Expense Tool will feed into e-Reimbursement where the approval process will occur.

To use the Guided Expense Tool (GET) please click here

The Guided Expense Tool (GET) is a user-friendly alternative, for Travelers and Alternates, to e-Reimbursement for claiming expenses. Expense reports entered into the Guided Expense Tool will feed into e-Reimbursement where the approval process will occur.

   

      Additional Information        
       

      Travel Policies        
       

      Traveler's Responsibilities        
   

Prior to incurring expenses, Travelers are encouraged to review the responsibilities below.

  • Know and comply with UW-Madison Accounting Services policies and any internal policies/procedures established by the Divisional Business Office.
  • Ensure that expenses are actual, reasonable and personally incurred while performing official duties.
  • Ensure that expenses are business related and support the mission of the Division/Department.
  • Include all required information and supporting details that pertain to the expense claimed in the expense report or the receipt packet.
  • Submit expense reports within 60 days of the last date of travel or the date the expense was incurred.
  • Provide the department Approver with proper receipts and supporting documentation as outlined in Policy 201.L – Receipt Requirements.
  • Be prepared to justify any costs or claims questioned by reviewers.
  • Resubmit reports that have been sent back by an Approver/Auditor with requested additional explanation/justification of expenses.
  • If paid claims are determined to be inappropriate or out-of-policy, the Traveler is required to reimburse the university for the amount paid.

 

Prior to incurring expenses, Travelers are encouraged to review the responsibilities below.

  • Know and comply with UW-Madison Accounting Services policies and any internal policies/procedures established by the Divisional Business Office.
  • Ensure that expenses are actual, reasonable and personally incurred while performing official duties.
  • Ensure that expenses are business related and support the mission of the Division/Department.
  • Include all required information and supporting details that pertain to the expense claimed in the expense report or the receipt packet.
  • Submit expense reports within 60 days of the last date of travel or the date the expense was incurred.
  • Provide the department Approver with proper receipts and supporting documentation as outlined in Policy 201.L – Receipt Requirements.
  • Be prepared to justify any costs or claims questioned by reviewers.
  • Resubmit reports that have been sent back by an Approver/Auditor with requested additional explanation/justification of expenses.
  • If paid claims are determined to be inappropriate or out-of-policy, the Traveler is required to reimburse the university for the amount paid.

 

   

      Documentation Packet Submission        
   

Please send documentation packet to:

BOP - Attn: Travel, 101 Service Building

 OR

Email scanned documentation to travel@fpm.wisc.edu

 

Payment will be processed in 3-5 bussiness days after the FINAL approval is made. Payment will be made via the same method in which you receive your paycheck. Payment information is NOT reported on your 'pay stubs'.

Please send documentation packet to:

BOP - Attn: Travel, 101 Service Building

 OR

Email scanned documentation to travel@fpm.wisc.edu

 

Payment will be processed in 3-5 bussiness days after the FINAL approval is made. Payment will be made via the same method in which you receive your paycheck. Payment information is NOT reported on your 'pay stubs'.

   

©2011 University of Wisconsin - Administrative Information Management Services
If you have feedback, questions or problems accessing this page, Contact Us.