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Planning Travel

Resources for planning your next trip

Make sure to plan your travel in advance. Please follow the Travel Checklists below for help in your planning stages.

Travel Checklists

Travel Authorization 

  • 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.

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 Travel Authorization tile 
  4. Description: Provide a unique title to distinguish the TA from all other TA’s.
    • 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.
  5. The person assigned as Expense Manager will approve the travel authorization request.
  6. 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.
  7. 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.
  8. When completing a PT-log, download and attach the TA and approval email to the log.

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 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.
  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.

COVID-19 Guidelines following Travel

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