Firstsource + Travel

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.

To accommodate a consistent manner of application and approval, requests are to be submitted through the Shared Financial System (SFS) Travel Authorization module. 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. 

Please follow the link following link for protocol:

Travel: Protocol for One-Day Student Club, Organization, and Course Field Trips

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.

1. Authorization is to be obtained prior to the expense being made.
2. Travel authorization is applied for through SFS Travel Authorizationtile 
   • Description: Provide a unique title to distinguish the TA from all other TA’s.
   • Business Purpose: Choose best fit business purpose.
   • 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.
3. The person assigned as Expense Manager will approve the travel authorization request.
4. 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.
5. 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.
6. When completing a PT-log, download and attach the TA and approval email to the log.

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.

1. Check with your department/director to determine if your division requires authorization for virtual event attendance. Note: Academics requires TA’s.
2. Authorization is to be obtained prior to the expense being made.
3. Travel authorization is applied for through SFS through the Travel Authorization tile
   • Description: Provide a unique title to distinguish the TA from all other TA’s.
   • Business Purpose: Choose best fit business purpose.
   • 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.
4. The person assigned as Expense Manager will approve the travel authorization request.
5. 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.
6. 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.
7. When completing a PT-log, download and attach the TA and approval email to the log.

2020-2021 Academic Year Interim Event Policy COVID Event Exception Request Form

UWEC Visitor Policy During COVID-19 Campus Visitor Pre-Registration Request