Travel Expense Report Form Instructions

Travel Expense Report (TER) Tutorial

The Travel Expense Report is the required mechanism for making travel reimbursements to all employees, including student employees that are actively being paid through UW Madison’s payroll system. It must also be used when paying another UW System institution employee's travel reimbursements with UW Madison funds.

All employee expenses that are not incurred while in travel status, should be submitted for reimbursement using the new Direct Payment Form.

To meet the needs of our customers, we have developed a two page Travel Expense Report to be used when there are multiple entries for extended trips. The format is the same as the single page Travel Expense Report.

Comment boxes have also been added to the form. You can mouse over cells or click on the small red triangles that contain comments designed to assist in completing the form.

Completing The Travel Expense Report

Vendor#: Each vendor or employee will be added to our SFS Accounting System Vendor File and be assigned a vendor number. For Accounting Services use only, leave blank.

Voucher#: Each payment made in the SFS Accounting System will be assigned a voucher number. For Accounting Services use only, leave blank.

Social Security Number: For account codes 2101 and 2146 a full SSN and home address are required for tax reporting purposes. For all other account codes only the last 4-digits of the SSN are required.

Check Payable To: UW employee full name (this must match the payroll system), last name, first name, middle initial.

Invoice Number: The leading characters TER plus the date of first expense. Complete as TER+MMDDYY.

Payment Handling Code: Determines how the check will be routed. For Accounting Services use only, leave blank.

New Funding Fields:

Account

Fund

Dept ID

Prog.

Class (Bldg #)

Budget Year

Project

Coding

Forms Help:

Red triangles in various fields of the form contain comments designed to help you complete the form. Also, some form text is hyperlinked to web information that will assist you in completing the form.

Printing Your Form:

Use the print buttons within the form. The Print 1 button will print a single copy marked Original. The Print 4 button will print four copies marked Original, Traveler, Dept. Copy, Dean/Director. The Policy button will take you to Accounting Services travel policy web pages.

Note: There are many versions of Excel on campus. The forms have been developed to print on one page, using the buttons within the forms. If you are having problems printing, on the Excel toolbar, select File, then Page Set Up. This will open a dialog box for you to select "Fit to 1 page". If this solution does not work, please contact your IT support person for further assistance.

Questions regarding this form should be e-mailed to uwtravel@bussvc.wisc.edu.

 


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