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Firstsource + Travel

Firstsource + Travel Support Team

The Firstsource Support Team strives to provide support for the administrative service needs of faculty and staff at UW-Eau Claire. The Firstsource Team assists with inquiries related to Travel, University Accounting and Accounts Payable, Human Resources, Purchasing, and Risk Management & Safety. Contact the Firstsource Support Team (715-836-3131) anytime you have questions or would like assistance.

Unravel Your Travel (+ Events)

Want to learn more about planning, booking, and reimbursement for travel and events?

We offer 30-minute live virtual trainings that are department specific and cover physical travel + virtual event participation. The training includes: current campus restrictions, required prior authorization, policy updates, best practices for planning, booking, and reimbursing travel for students, faculty/staff, and guest/candidate travel, and the top TER and PT log send-back reasons for your department and how to avoid them. There will also be time provided for questions and discussion. Please contact UW-Eau Claire travel manager, Shawn Seuferer, with two potential meeting times and dates you wish to have the Firstsource Support Team provide this live virtual presentation to your department/unit.

GOING to a Physical or Virtual Event?

(Faculty, Staff, Students)

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.

COVID-19 Guidelines following Travel

Questions about how this policy applies to your situation? Contact Shawn Seuferer at seufersr@uwec.edu.

Visitor COMING here?

(Visitors: Non-Employees + Non-Student, i.e. Guests, Candidates, etc.)

Questions about how this policy applies to your situation? Contact Kyran Hammill at hamillkj@uwec.edu.

As always, the Firstsource Support Team, 715-836-3131, is available to assist with your travel and reimbursement questions.

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