Travel Frequently Asked Questions
Where’s my check?
It takes approximately 15 working days for a check to be available, depending on the funding. After the department prepares the form (TER, PIR, or DP/ER), signs it, and has the traveler sign it, it is normally sent to the division Dean’s Office for approval. The Dean’s office then forwards it to Accounts Payable 21 N Park St., Suite 5301, Madison, WI 53715-1218. After the form is audited, it is then batched and sent to keying. The keying unit enters the data into SFS. This entry creates a voucher that produces a check. This process takes approximately 4 days. Keep in mind that some circumstances, such as time of year or volume of requests, may change the production schedule.
What is the difference between a TER, a PIR, or a Direct Payment for Employee Reimbursement?
A Payment to Individual Report is used to pay non-employees for services, travel expenses, interview expenses, payments to students for scholarships, financial aid, award payments, subject fee payments.
A Direct Payment Form may be used to reimburse employees for airfare expenses prior to travel.
Is Canada Foreign Travel?
For class code purposes Canada is not considered Foreign Travel and the appropriate out-of-state travel class code should be used.
Do I always have to include the traveler’s Social Security number?
Please see our How To page for requirements http://www.bussvc.wisc.edu/howto/acct/reportable.html
Do I need a Fleet Car to drive to Milwaukee?
Madison Campus break-even mileage is 300 miles round-trip. As Milwaukee is approximately 150 miles round trip the rate for reimbursement is 42.5 cents (if travel is after 05/01/06) and Fleet Car Non-Availability Slips are not needed.
May I use the contract car rental vendors for strictly personal rentals?
Although the State of Wisconsin contracts with Enterprise and National do not allow personal use, you may use the Big Ten contract with National and insurance coverage usually applies.
What do I do if a contract hotel does not offer the contract rate when I properly request it?
Why can’t I direct bill lodging?
Lodging can easily be put on a department Purchasing Card or a US Bank Corporate Travel Card and most hotels and motels accept these payment mechanisms. In cases where they are not accepted, we have travel advance capabilities.. Lodging often involves personal charges, like meals, in-room movies, personal phone calls which are not reimbursable. Since most travelers have out of pocket expenses associated with a trip that necessitates completion of a TER anyway, it is administratively less costly to pay for these charges on a charge card or reimburse the lodging on a TER than to process another voucher and check for the lodging.
Is UW exempt from tax on lodging?
See U.S. STATES' SALES & USE TAX EXEMPTIONS
Note: we are not exempt from other taxes charged by the property.