June 2023

In This Issue...

New Account Codes: Student Lodging
Cost Comparison Guidance
Lodging & Per Diem Calculator Tips
Listen to Past Webinar: Travel Expense Reports 101
UW System Audit Turn Around Time Report
Sustainability Pledge

Student Lodging New Account Codes

Effective July 1, 2023, in order to comply with Clery Act reporting requirements, the UW police department needs to identify instances of travel-related student lodging.

New Account Codes for Student Lodging – To be used with all payment mechanisms (e.g., purchasing card, expense reimbursements, direct payments, requisitions)
2853 – Student Lodging In State
2854 – Student Lodging Out of State
2855 – Student Lodging Foreign
New Expense Type (for e-Reimbursement) of “Student Lodging” will automatically map to new account codes
Users will need to provide the physical address of the lodging facility with payment mechanism supporting documentation:
ShopUW+: Add to Comment field.
e-Reimbursement: Add to Description field on the expense line.
Purchasing Card: Add to Business Purpose field.
Self-reporting still required for student lodging not paid with UW funding.

Contact Travel Manager

Cost Comparison Guidance

To ensure prudent use of travel funds, the University cannot pay or reimburse any additional costs resulting from traveler preferences. A cost comparison is required at the time of booking in the following circumstances:

Travel prior to or after the required business travel dates.
Using transportation methods that are not the most efficient or cost-effective (i.e. electing to drive/take a train versus fly when flying would be the most efficient and cost-effective option)
Electing to take a travel companion(s) along on business trips.

Travelers must consider potential extra costs for transportation, lodging, meals, tolls, parking, etc.

Either the traveler’s actual travel or comparison travel – whichever is less expensive – is payable/reimbursable.

Review Guidance + Examples

Lodging & Per Diem Calculator Tip

Can't find the appropriate location? Here is tip for finding location using the lodging, meals and incidentals per diem calculator:

Within US – if specific location doesn’t come up, search for county
Example: Allenton, WI = no results, instead search for and use per diems for Washington County, WI (where Allenton is located).

Outside the United States – if specific location doesn’t come up in your search, use the country’s ‘Other Locations’ option
Example: Destination of Kraljevo, Serbia yields no search results. Instead add country code (SRG) to see all options and select ‘Serbia, OTH LOCS’.

Expense Report Deadline for Fiscal Year End

Closing Dates for FY2023

Expense Reports Deadline has passed for UW System.UW-Madison check with your division for date. All approvals must be completed by June 29. Please allow adequate time for the expense report audit process which may require resubmission and re-approval.

Startup Dates for FY24 (July 2, 2023 through June 30, 2024)

Invoices, Direct Charges, Travel Expense Reports (TERs), Payments to Individuals (PIRs) Monday, July 3 - First day to enter payment requests/invoices for payment in FY24. Please do not enter invoices in ShopUW+ before July 3.

Expense Report Approved words in a red stamp approving your costs and receipts for reimbursement

Listen to UW System

Reimbursement Webinar

UW System Travel Office walks through standard expense reports and discuss how to efficiently submit your travel expenses.

The record ing and presentation materials are available in case you missed it.

Self-Service Offerings

How to View Where your TER is

Travel Incorporated Invoice Search

Traveler User Guides

Reimbursement

Central Audit Processing Approval Queues are posted to the Reimbursement section of TravelWise. This information is intended to provide insight into the volume of TERs that the central audit team is working through. If you have any questions, please contact ExpenseAuditing@wisconsin.edu

As of May 30, 2023

Total TERs in Central Audit Approval Queue: 1607

% of reports approved:

Under 5 days: 24%

Over 5 days: 40%

Over 10 days: 29%

Over 15 days: 7%

Related: How to View Where your TER is

Sustainable Travel

Take the Travel Sustainability Pledge

Sustainable Travel Webpage

Looking for ways to introduce sustainability into your travel plans?

Check out Travel Wisconsin's TravelGreen Directory to find businesses that prioritize environmental sustainability.

If you're travelling on UW business - see which hotels in the preferred hotel program are TravelGreen or otherwise certified by a sustainability organization:

Preferred Hotels with Sustainability Certifications

Kudos

Huge thanks to Sarah who went the extra mile to get Dr. Reeder the correct upgrade on his rescheduled flight. She is always very thorough and thoughtful and it is much appreciated!!!!

-UW Madison

Newsletter Sign Up

UW TravelWise

Campus Travel Managers

Concur Online Booking

We welcome feedback and suggestions. Please send us a note at uwstraveloffice@uwsa.edu

UW System Travel Office | wisconsin.edu/travel