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How To Document Airfare, Lodging or Registration Fee Payments Made Over the Web

To obtain a valid receipt when using web-based tools, web pages that contain the needed documentation for airfare, lodging, and registration payments should be printed out during booking and attached to the reimbursement request, payment mechanism, or purchasing card log.

The following information, by type of expenditure, is required:

Airfare:

  • Dates of flight
  • Flight itinerary
  • Class of travel (classes other than coach must have prior approval before booking)
  • Price of flight
  • Price of any additional charges (exit/aisle seat, extra baggage, or change fees)
  • Confirmation of payment

**Lodging:

  • Dates of stay
  • Number of guests and UW affiliation
  • Total daily room rate cost and taxes
  • Confirmation of payment including total charged

Registration Fees:

  • Title of event
  • Attendee(s)
  • Dates
  • Location
  • Cost
  • What cost includes (meals, books, supplies)
  • Confirmation of payment

** Hotels/Motels continue to provide a detailed invoice/folio upon checkout. You should continue to obtain the detailed invoice and submit it for reimbursement. If you are unable to obtain the original detailed invoice/folio you must indicate on your TER form why you are providing only the e-receipt for lodging.

Depending on what web site you use to book your travel it is important to note that all of the required information needed for a e-receipt may not be attainable by only printing a single web page or by using the “receipt” button that is available on some sites. If any of the information is unobtainable, you must explain why the required information is not available before submitting your documentation for payment or reimbursement.

If you have questions on this process contact your Dean/Director’s Office. For more information about travel payments and reimbursements see http://www.bussvc.wisc.edu/acct/TEWeb/index.html.


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