Guide to Receiving Reimbursement

Please review the procedures and operational standards associated with filing expense reimbursements in accordance with University Travel Policies on the expense reimbursement requirements page.

PLEASE NOTE: Students receiving travel awards who are NOT SFS employees cannot access the E-Reimbursement module. The SFS Administrative Office will contact you and complete the travel request for you.

Before You Go
Out of State Travel: Complete a Travel Approval Request (not required for in-state travel)
  1. Out-of-state travel needs department approval prior to traveling. Sign in at E-Reimbursement Log In and click on “Create a Travel Authorization.” Follow these instructions.
    PLEASE NOTE: Students receiving travel awards who are NOT SFS employees cannot access the E-Reimbursement module. The SFS Administrative Office will contact you and complete the travel request for you.
Book Your Travel

Note: To be reimbursed, airfare must be reserved via TravelWise.

Airfare
Book your airfare on TravelWise. Please keep a copy of your itinerary—as well as the receipt for your airfare—for submission with the TER.

Amtrak or Greyhound

  1. Prepare a cost comparison between train/bus fare and airfare. The train/bus fare must be less than the airfare to the destination.
  2. Call the UW TravelWise Travel Center at 1-866-230-8787 to request an airfare estimate. This estimate must be included with your TER.
  3. Purchase tickets for Amtrak (train) or Greyhound (bus) directly from their websites or at their ticket counters.

Driving (requesting reimbursement for car rental or personal vehicle mileage)
As a guideline, automobile transportation is generally most appropriate for round trips up to 400 miles.

  1. Prepare a cost comparison between driving and flying. The cost of driving must be less than the cost of flying to the destination (including overnight lodging, meals, mileage ($0.51/mile), etc.). You can use MapQuest or Google Maps to calculate time and distance. A copy of the map should be attached to the expense report to verify the number of miles claimed.
    1. Call the UW TravelWise Travel Center at 1-866-230-8787 to request an airfare estimate. This estimate must be included with your TER.
  2. Contact Nicole Oake (nicoleb@uwm.edu) to verify your authorized driver status. If you are not an authorized driver, she will direct you to complete a Driver Authorization Application.
  3. To rent a car, you must make reservations through UW TravelWise or call the rental companies directly using the phone numbers in the UW System Traveler’s Reference Guide under the Vehicle Rentals section. You will also need the booking codes in this section. If you are under the age of 26, contact Nicole Oake (nicoleb@uwm.edu) for a letter verifying business travel to be submitted to the car rental agency.
  4. Mileage expenses can be shared, but it should only be claimed by the person driving. It is intended for gas and wear and tear on the car. All drivers must be authorized to get any kind of reimbursement for anything related to driving (mileage, gas, car rental, etc).
Conference Registration

Whenever possible, pay for the conference registration and then ask to be reimbursed on the TER. If that is not possible, contact Assistant Dean for Personnel and Finance Nina Ottman (ottman@uwm.edu) to request use of a P Card to purchase conference registration.

A copy of the conference schedule (a summary)—as well as the registration receipt—must be submitted with your expense report.

Book Your Lodging

Hotel – Maximum Lodging and Meal Rates
You may book your hotel room through TravelWise or directly through the hotel or its Web site (No third-party sites, including VRBO and AirBNB).

To calculate lodging and meal per diem rates check the UW TravelWise site. Please note the maximum lodging rate that is eligible for reimbursement through UWM. The rates are for an individual traveler before taxes.The maximum lodging rates vary depending upon location and time of the year.

If you choose to stay in a hotel that is more expensive than the maximum lodging rate, you will only be reimbursed for the maximum lodging rate, unless it is the conference recommended site.

Print the calculator page after completing your estimates and include with your TER.

While You're There
Meals

See the UW TravelWIse Calculator to automatically prorate the M&IE per diem for accurate accounting of provided meals. Receipts are not necessary.

Local Transportation

Reasonable and necessary charges for cab/shuttle/subway tickets are reimbursable. Please keep and submit receipts to be reimbursed for any fares over $25.

Shuttle service (usually less expensive or sometimes free) should be utilized in place of a cab whenever possible.

When You Return
Expense Report

PLEASE NOTE: Students receiving travel awards who are NOT SFS employees cannot access the E-Reimbursement module. The SFS Administrative Office will contact you and complete the expense report for you.

Out-of-State Travel:  Sign in at E-Reimbursement Log In and click on “Create.” In the upper right corner click “A Travel Authorization” from the drop-down box next to “Quick Start.”

In-State Travel: Sign in at E-Reimbursement Log In and click on “Create.” In the upper right corner click “Blank” from the drop-down box next to “Quick Start.”

Instructions for creating expense reports