Procedure #: UWEC 440.A
Intent
The intent of this procedure is to provide clear guidelines for requesting assistance from the Firstsource Support Team to book university travel and/or complete reimbursement on behalf of the traveler.
Scope
This procedure applies to requests for assistance for University sponsored travel regardless of traveler affiliation or funding source.
Definitions
Expenses: Relevant travel expenses including, but not limited to, registration, airfare, lodging, meals, gas/mileage, vehicle rental, etc.
Traveler: An individual (employee, student or non-employee) who has been authorized to travel on behalf of the University on official University business or sanctioned purposes. All University travelers are required to comply with UW System and university policies and procedures.
University Sponsored Travel: Travel that is:
- paid for in full or in part by the University;
- paid directly or indirectly by the University;
- organized by the University with participants or sponsors paying;
- organized by others outside the University and paid for by the University; and/or
- sponsored by the University in the form of name, organization, communication, management, staffing, transportation, or space provision
Procedures
Requesting Travel and Reimbursement Assistance
| Step | Action |
|---|---|
| 1. | Spend time planning your trip by considering the following:
|
| 2. | Complete the Travel and Reimbursement Information Process (TRIP) form. The traveler, faculty leader or academic department associate should complete the form and are responsible for ensuring it is completed fully and correctly. |
| 3. | Email the completed form to the Firstsource Support Team of the ASK Center (askcenter@uwec.edu). |
| 4. | Make an appointment with the Firstsource Support Team to book your travel by calling 715.836.3131 or emailing askcenter@uwec.edu. Be sure to bring payment, if needed. |
| 5. | After your travel, make an appointment with the Firstsource Support Team to request a reimbursement by calling 715.836.3131 or emailing askcenter@uwec.edu. Be prepared to provide (if applicable):
|
Resources
Practice Directive UWEC 440, Travel and Reimbursement Assistance
Travel and Reimbursement Information Process (TRIP) eform
UW-Eau Claire Firstsource and Travel webpage
Lodging and Per Diem Calculator
Driver Authorization & Vehicle Use webpage
Credit Cards (Procurement + Travel Cards) webpage
Procedure Administration
| Version Number | V1.0 |
| Approval Authority | Vice Chancellor for Finance & Administration |
| Approval Date | January 19, 2023 |
| Next Review Date | January 19, 2024 |
| Division | Finance & Administration |
| Department | Firstsource and Travel |
| Contact | Travel Manager | askcenter@uwec.edu |
Revision History
| Version | Revision Date | Description of Change | Author(s) |
| 1.0 | January 19. 2023 | Initial issuance | Shawn Seuferer |