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Group/Foreign Travel Guidelines

General

  • Travel Authorization - Complete a travel authorization for any out-of-state/foreign trip with all three levels of approval prior to travel dates.

    NOTE: Group Travel requires that you provide a list of all participants (e.g. faculty, students, coordinators, etc.)
  • Credit Cards - Employees shall use one of two state-issued credit cards to pay for:
    • airline tickets/ travel agency service fees
    • conference registration fees
    • Hotel/lodging room rates
    • rental vehicle and gasoline for rental vehicle only
    • parking, ground transportation (NOTE: May use personal credit card/cash)
    • First Time Travelers should apply for one of the two types of travel credit cards available to pay expenses:

      Travel corporate card – Personal liability card (Dark green in color) http://www.uwec.edu/hr/forms/USBankApp.pdf
      or
    • Procurement travel card – Institutional liability card (Fall scene with a red TRAVEL ONLY sticker) http://www.uwec.edu/Bussvs/purch/upload/ProcurementCardApplication.docx.

      See additional credit card information at http://www.uwec.edu/Bussvs/purch/credit.htm

      Total costs for foreign or group travel should be estimated in order to determine if your credit card limit will need to be increased for either your Corporate Travel or Purchasing Travel credit cards. Contact Penny Odell in Purchasing (36-5171) to increase your credit limit if needed.

  • Receipts - All reimbursable expenses require itemized receipts (i.e., each item purchased should be listed on the receipt). NOTE: A credit card receipt with the total amount listed is not an adequate receipt.


    • Tape all receipts in date order to 8 ½ x 11 sheets of paper. Tape on one side of the sheet only. Do not tape over any pertinent information (such as item, date, or dollar amount) as scotch tape removes/dissolves text after several days. (NOTE: Do not staple receipts.) If receipts are longer than 11 inches (size of typical copy paper), please cut the receipts at non-pertinent intervals to fit on 8 ½ x 11 sheets of paper so the entire receipt is visible at a glance. Do not fold the receipt.
    • Receipts should be listed on the TER (Travel Expense Report) form in the same date order. Number each receipt and list that number on the TER corresponding to the appropriate charge.
    • Foreign Travel – If available, include a rate of exchange receipt for the conversion of funds. If you do not have one, obtain a rate of exchange for the most expensive item based on date of receipt from http://www.oanda.com/currency/converter/NOTE:You do not need to obtain a rate of exchange for every receipt submitted.
    • Credit card statements will have the rate of exchange for each receipt.

  • Purchasing Limits - If the total cost of the trip exceeds $5,000, please review the purchasing guidelines for additional procurement instructions: http://www.uwec.edu/Bussvs/acctpay/GroupTravelProcedures.htm.

  • Overseas Medical Insurance-
    • Students are required to obtain health insurance through Cultural Insurance Services International (CISI) for all travel out of the country. Contact Center for International Education (CIE) at (36-4411) for additional information. See http://www.uwsa.edu/oslp/rm/studyab/index.htm for additional information.
    • Employees Medical assistance is also available for UW employees traveling abroad under a program entitled Europ Assistance. Employees who travel abroad should contact their institution risk manager or travel personnel to obtain an identification card.See http://www.uwsa.edu/fadmin/medex.htm for additional information. (There is no cost to the employee when traveling on UW business.)

  • Personal Services / Honorariums – See policy located at http://www.uwec.edu/Bussvs/acctpay/paymentSvcs.htm.

    • Group Environment
    • Payments to individuals for various services within the US require the individual to submit a W-9 form prior to payment http://www.uwec.edu/Bussvs/acctpay/upload/fw9.pdf to be filled out by the individual.

      Preferred payment method for payment $500 or less requires the attached form to be filled out and submitted to the Accounts Payable office a minimum of 5 days prior to trip departure. http://www.uwec.edu/Bussvs/acctpay/upload/sfspir2.xls

      In rare instances, cash may be paid to the individual rendering the service. NOTE: These payments should be less than $500. The following written documentation needs to be collected from the individual.

        • Name
        • Address
        • Social Security number (W-9 form listed above)
        • Amount paid
        • Description of Service
        • Individual's Signature and Date signed

    • Foreign

      Cash may be paid to the individual rendering the service. NOTE: These payments should be less than $500. The following written documentation needs to be collected from the individual being paid:
        • Name
        • Address
        • Amount paid
        • Description of Service
        • Individual's Signature and Date signed

  • Travel Advance (group environment only) NOTE: Only issued for items that cannot be paid for with a credit card (e.g. food, fees, miscellaneous expenses)
    • Fill out the travel advance form at http://www.uwec.edu/Bussvs/acctpay/upload/RequestForTravelAdvance.pdf.
    • Both the traveler and the account signatory need to sign all four copies of the travel advance form. If the signatory is the traveler, they must obtain their chair/supervisor's signature.
    • Forward all four copies to the Accounts Payable office at least 14 days prior to date of travel.

Airfare

  • Foreign Travel – Airfare can be can be purchased using one of the following options:
  • Airline reservations must be booked through the contracted online self-booking tool (Concur) or by phone through the contracted travel agency, Fox World Travel, (1-866-230-8787) if the travel is non-complex international airfare (includes employees, guests, students, groups of 5 or less).NOTE: Not recommended for Group Travel.
  • People traveling for multi-destination/multi-segment international and group travel (greater than 5) are allowed to use a non-contracted travel agency that best meets their needs. However, use of the UW System's contracted travel agency is recommended in these instances since it will allow UW institutions to further consolidate and leverage their airfare volume potentially resulting in future increased discounted airfare rates and other related benefits.
  • Group Travel
  • See above "Foreign Travel" options for purchasing airfare.
  • It is recommended that the contracted travel agency be used for all group travel in order to secure the required number of tickets and same flight accommodations.
  • It is preferred that all group travel be booked and paid for as a whole.
  • There may be limited instances where airfare can be direct billed through a travel agency. Please contact the travel personnel listed at the bottom of this document for additional information.
  • NOTE: Travel/Trip insurance (typically purchased at the same time as the airfare) is not an allowable expense. See options for health insurance coverage in the "General" section of this document.

Meals

·There are meal limits for both domestic and foreign cities.

  • Domestic U.S.
  • Select tab "Before you Go" in the UW TravelWIse portal.
  • Click on "Domestic Meal & Lodging Rates – Eligibility Requirements" to obtain meal rates for both in-state and out-of-state.
  • Foreign – Meal maximums are based on Country/State by month.
  • Select tab "Before you Go" in the UW TravelWIse portal.
  • Click on "International Travel".
  • Click on "International Travel Guidelines and Rates".
  • Click on "International Meal and Lodging Maximums".
  • Click on "U.S. Department of Defense".
  • Choose Country/State from the "Outside Conus (Continental US), Non-Foreign Overseas and Foreign" column on the right (Date should be set to month of travel) NOTE: Alaska and Hawaii meal maximums remain at the "out-of-state" rates listed above.
  • Click on "Calculate".
  • Look under "Local Meals" for the destination city. If your destination city is not listed, please use "other" (typically found at the bottom of the list).
  • Itemized receipts are required for all meals claimed in group environments.
  • Group Travel – Meal Allowance sheets may be used in lieu of itemized receipts. Instructions are as follows:

Lodging


DO NOT USE AN INTERNET SOURCE SUCH AS HOTELS.COM TO BOOK LODGING.


  • Domestic- Rates can be found at the UW TravelWIse portal:
  • Select tab "Before you Go".
  • Click on "Domestic Meal &Lodging Rates – Eligibility Requirements"
  • Click on "Domestic Lodging Information".
  • NOTE: If your city is not in the high-cost city lodging maximum list, you are limited to $70 per night.
  • Foreign – Lodging maximums are based on Country/State by month.
  • Select tab "Before you Go" in the UW TravelWIse portal.
  • Click on "International Travel"
  • Click on "International Travel Guidelines and Rates"
  • Click on "International Meal and Lodging Maximums"
  • Click on "U.S. Department of Defense"
  • Choose Country/State from the "Outside Conus (Continental US), Non-Foreign Overseas and Foreign" column on the right (Date should be set to month of travel) NOTE: Alaska and Hawaii lodging maximums remain at the "out of state" rates listed above.
  • Click on" Calculate"
  • Look under "Maximum Lodging" for the destination city. If your destination city is not listed, please use "other" (typically found at the bottom of the list)
  • If you are attending a conference for either group or foreign travel, conference site hotel can exceed the maximum lodging amounts:
  • With supervisory approval
    and
  • Proof that the hotel is conference site.
  • Itemized receipts (folios) from the lodging facility are required. Credit card statements are not an allowable receipt.
  • The following items cannot be charged on your lodging receipt. They must be paid for with a personal credit card:
  • Room service (food/beverages (e.g. water))
  • Personal telephone calls
  • Movies
  • Alcohol

Vehicle Rental


General rental instructions can be found at:http://www.uwec.edu/Bussvs/acctpay/VehicleRental.htm.

There are two options when reserving vehicles depending on driver age and employment/studentstatus. See the options below:

Option 1:  Vehicle rentals on the TravelWIse portal for the Big Ten contract (Note: Driver must be 21 or older and either a Grad Student, Employee, Guest, or Consultant).    

To book online:

  • Clickon "Book Online" and login to the booking tool with your UWEC email address.
  • Select "Car", Choose pickup/drop off dates/times
  • Click on "Off Airport Location" and click on "Search"
  • Type in "Eau Claire, WI" and click on "Choose" when the Eau Claire location is displayed in the box.
  • Click on the Enterprise "Choose this car location".

Option 2:  The WSCA contract must be used for all Undergraduate Students (regardless of age), Guests, Consultants, and Employees under the age of 21.  You will need to contact Enterprise,

Online- http://www.enterprise.com or by phone to reserve a vehicle.  You must notify Enterprise personnel of the contract booking codes at the time you rent the vehicle. Booking codes and instructions on how to book can be found on the UW TravelWIse portal. Navigate to Discounts, Car Rentals, State of WI/WSCA Vehicle Options - Procedures for use. 

Multiple Vehicle, Early Pick-up, or Personal Rentals– If you need to reserve multiple vehicles (i.e. group travel, etc.), or if you are booking a vehicle for personal reasons, please contact Becky or Sheri for more information (See contact information below.)

Additional vehicle rental information can be found at http://www.uwec.edu/Bussvs/acctpay/VehicleRental.htm.

If you purchase gas, you must have the itemized receipt. Credit card statements are not an allowable receipt.

DO NOT PRE-PAY FOR GAS – Never accept the "refueling option" or "FSO" (Fuel Service Option).You must fill the vehicle with gas prior to returning it to the rental agency.

The size of vehicle rented depends on the number of people who will be traveling in the vehicle.

Vehicle size limits are:
1 – 3 people – Mid-size/Intermediate/Standard/Compact/Economy
4 people – Full Size
Greater than 4 people – Minivan

  • Booster seats and GPS devices are not allowable expenses.
  • Any additional vehicle insurance beyond CDW (Collision Damage Waiver)/LDW (Loss Damage Waiver)/ or PDW (Property Damage Waiver) is not a reimbursable expense and must be declined at the time the rental agreement is filled out. (i.e. SLI –Supplemental Liability Insurance).The above CDW/LDW/PDW is covered by our contract with the rental agency.
  • It is your responsibility to ensure the vehicle rental agency charges are correct.

Other Modes of Transportation

  • Subway, buses, taxis, shuttles, motorcycles, scooters, horse rides, etc., require itemized receipts.

Important Foreign Travel Information

If you have any questions or concerns regarding your foreign or group travel, contact Sheri Kuberra (36-5999) kuberrca@uwec.edu or Becky Zillmer (36-5266) zillmera@uwec.edu.

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