Administrative Support + Knowledge Center (ASK)
Exemplary service and simple solutions
Welcome to the ASK Center!
The Administrative Support and Knowledge Center falls under the direction of Vice Chancellor for Finance and Administration, Grace Crickette. Our Center is here to serve our faculty, staff, and student employees across campus with their administration needs.
Pre-approval is required for all travel and related expenses
Per the Chancellor’s guidelines posted on the May 14 Insider Travel Guidelines, all travel and related expenses through June 30, 2021, are to be pre-approved at the division level. In the spirit of being safe and budget-conscious, the generalized guidelines are intended to strictly limit travel and expenses. The restriction applies to faculty, staff, students, and guests. Virtual event attendance is of budget concern. Please consult with your chair or director to determine the approval requirements for your particular division. Please allow 5 business days for processing. Additionally, it is important to note that TAs expire at 11:59pm the day prior to the travel/event.
To accommodate a consistent manner of application and approval, requests are to be submitted through the Shared Financial System (SFS) Travel Authorization module.
- The person assigned as Expense Manager will approve the travel authorization request.
- Then the UW-Eau Claire travel manager manually forwards the request to the administrator assigned to head the respective division for evaluation of safety and budget.
- To complete an expense reimbursement report (TER), simply convert the TA to a TER to save time. Attach any approval email with receipts and other supportive documents.
- When completing a PT-log, download and attach the TA and approval email to the log.
Virtual Events - How To
Many people are attending virtual events in light of the current travel restrictions. The following tips will help to increase the success of any necessary authorization and subsequent expense reimbursement.
- Check with your department/director to determine if your division requires authorization for virtual event attendance. Note: Academics requires TA’s.
- Authorization is to be obtained prior to the expense being made.
- Travel authorization is applied for through SFS Travel Authorization tile
- Description: Provide a unique title to distinguish the TA from all other TA’s.
- Business Purpose: If students are attending, select “Student Travel.”
- Justification: Explain who, what, why, where, when; spell out acronyms.
- Reference: NONTRAV
- Accounting Default: Check for the proper funding string.
- Attachments: Attach event information including agenda and/or conference information, participant roster, etc.
- The person assigned as Expense Manager will approve the travel authorization request.
- Then the UW-Eau Claire travel manager will manually forward the request to the administrator assigned to head the respective division for evaluation of safety and budget.
- To complete an expense reimbursement report (TER), simply convert the TA to a TER to save time. Attach any approval email with receipts and other supportive documents.
- When completing a PT-log, download and attach the TA and approval email to the log.
Physical Travel/In Person Events - How To
Although not many people are physically attending events in light of the current travel restrictions, the following tips will help to increase the success of any necessary authorization and subsequent expense reimbursement.
- Authorization is to be obtained prior to the expense being made.
- Travel authorization is applied for through SFS Travel Authorization tile
- Description: Provide a unique title to distinguish the TA from all other TA’s
- Business Purpose: If students are attending, select “Student Travel.”
- Justification: Explain who, what, why, where, when; spell out acronyms.
- Reference: INSTATE or OUTSTATE
- Accounting Default: Check for the proper funding string.
- Attachments: Attach event information including agenda and/or conference information, participant roster, etc.
- The person assigned as Expense Manager will approve the travel authorization request.
- Then the UW-Eau Claire travel manager will manually forward the request to the administrator assigned to head the respective division for evaluation of safety and budget.
- To complete an expense reimbursement report (TER), simply convert the TA to a TER to save time. Attach any approval email with receipts and other supportive documents.
- When completing a PT-log, download and attach the TA and approval email to the log.
Questions about how this policy applies to your situation? Contact Shawn Seuferer at seufersr@uwec.edu.