University of Wisconsin-Madison

• Each employee is assigned a unique vendor number
• This field is for Accounting Services' use only

How to use vendor search in WISDM for SFS AP transactions

• Each payment is assigned a unique voucher number by the Accounting System
• This field is for Accounting Services use only

• Last name first
• Name stated should be the same as what is reported to payroll

• The dollar amount for the line of funding that particular expense will be charged to

• 4-digit SFS Account Code is the equivalent of Legacy Class Code
• Coding Information

• 3-digit funding source
• Coding Information

• 1-digit Program Code (formerly Legacy Activity Code)
• Coding Information

• New SFS sub-classification code to be used for building numbers only
• For the purposes of travel expenses leave blank, not applicable

• 2-digit Budget Year (formerly Legacy Fiscal Year)

• 3-digit fund code plus 4-digit project code
• Coding Information

• Use this area to provide explanations, justifications, cost comparisons, receipt reference, or quotes to the line item detail listed below
• All receipts supporting your claim are to be numbered, indicating the corresponding number by the claim on the TER

• Please check the appropriate box
• The Travel Expense Report is for travel reimbursement for UW Employee or Payrolled Students only.

• Traveler's home address
• Campus address
• For check pick up from the Peterson Bldg. file room, please put contact name(s) and phone number(s) in the box below

• Use this box to record the dollar amount of any travel advance you received prior to your trip

• Use this area to record the Travel Advance number that originally paid your travel advance

• 2-digit Division and 4-digit Department ID (formerly Legacy UDDS)
• Coding Information

• 1-digit Program Code (formerly Legacy Activity Code)
• 2-digit Budget Year (formerly Legacy Fiscal Year)
• 3-digit fund code plus 4-digit project code
• Coding Information

• The leading characters, TER plus the date of first expense. Complete at TER+MMDDYY

• 2-digit code assigned by Accounting Services determines check handling methods
• For Accounting Services use only

• Name of departmental contact for questions regarding this transaction

• Phone number of departmental contact for questions regarding this transaction

• This is the net amount due for reimbursement to the traveler
• Will automatically total all travel expense lines less any travel advances and direct billed items recorded on the form

• City in which your UW-assigned office is located. (Required)

• The two digit month and day that you are claiming reimbursement for

• The time that you departed from home or campus and entered travel status
• Departure and return times affect meal eligibility

• The time that you returned from travel status
• Departure and return times affect meal eligibility

• Itinerary From - To
• Nature of miscellaneous expenses, etc. Please be as detailed as possible
• General statements such as "attend conference", "recruiting", "dinner meeting" are not sufficient detail
• Do not use acronymns
• Use separate lines to address separate purposes or reimbursable items
• Claims should be itemized by day

• Please notate the expense that was included in the trip and how it was paid for, whether it was a purchase order, direct billed invoice, or purchasing card

• Number of miles traveled with your privately owned vehicle

• List any fares such as airline, train, taxi, subway, bus

• List any miscellaneous expenses such as registration, phone or fax calls, porter charges, etc.
• Detail for each item should be labeled in description box #29
• Expenditures for items not purchased while in travel status should be filed for reimbursement on a Direct Payment/Employee Reimbursement Form

• Any lodging costs
• If lodging was at the conference hotel, mark the box and attach an agenda or brochure showing that the expense was incurred at the conference hotel

• Cost of breakfast meal including tax and tip
• Maximum instate: $8.00
• Maximum out of state: $10.00
• For non-employees that have meals over the maximum include itemized receipt
• Employee may claim breakfast, provided they leave home before 6:00 a.m.