UW- Whitewater

Travel authorization

How to Create Travel Authorizations in the Expense Module

SFS (Shared Financial System) Login  

Travel Authorizations must be used to obtain departmental pre-trip approval when traveling overnight according to current UWW policies. Travel Authorization requests include estimated expenses such as airfare, lodging, meals, etc. For Meals and Incidentals, use the Lodging/Meal and Incidental Calculator for estimates. 

Approved Methods

The approved methods of payment are University Corporate Travel Cards and University Travel Purchasing Cards.

CORPORATE TRAVEL CARD

The corporate travel card is a joint liability card. The credit card statement is sent directly to the traveler. Travelers may opt to have their reimbursement routed directly to U.S. Bank through the e-reimbursement system, or pay the statement personally. To apply for a corporate travel card, fill out an online application.

View more information about the travel card on the US Bank Corporate Travel Card page.

Travel PURCHASING CARD

For information on obtaining a travel purchasing card, and restrictions of use, contact your institution’s purchasing card administrator.

RESOURCES 

Which Card Do I use 

To book NCAA Athletic Team Travel, Shorts Travel Agency is the University’s contracted agency. Coaches and other athletic personnel travelling for NCAA reasons may also use Shorts for individual travel reservations.

Getting Started

CREATE YOUR PROFILE IN THE SHORT’S SYSTEM. Click here for instructions on how to create your profile. All travelers/travel arrangers are required to have a profile PRIOR to requesting travel. Make sure to enter your individual p card for any purchases and your frequent program numbers to make sure you get points for your trip! Once you are logged in, you can manage all your personal and team information, as well as view upcoming trips, all in one location. Click here for a detailed guide on the features of the travel portal.

Reservation Options

With the July 1, 2020 launch date – contacting an agent will be the only way to make reservations. There will not be any online booking to ensure top tier, personalized service.

Toll Free (Athletics Travel): 844-814-3936

Email: UWSathletics@shortstravel.com

Business hours: Monday-Friday 8:00am-5:00pm Central Time

Contracts 

Please send all contracts to aramirez@uwsa.edu with the following information 

• Number of Travelers 
• Location and Dates of Travel

Resources 

Shorts Travel Information Page

Warhawks Portal 

Whitewater's Shorts Portal Guide

Additional information regarding International travel such as passports, travel visas, immunization requirements, foreign currency, and insurances may be found on UW TravelWIse International booking page. 

International - Meal and Lodging Maximums 

Daily meal and incidental expense per diems for all foreign locations (including all related taxes and tips) can be found using the Lodging/Meal and Incidental Calculator. If the location of travel is not listed, the 'Other' rate will apply.

Any meals provided by international hosts, conferences, or others cannot be claimed for reimbursement and should be noted as such within your e-Reimbursement Meals & Incidentals Per Diem expenses.

For foreign travel, the incidental portion of the per diem varies by location.  The incidental portion includes the following expenses:

• Fees and tips given to services staff - such as restaurant wait staff, porters, baggage handlers, hotel housekeeping or other service staff, valet, train, etc.
• Transportation between places of lodging or business to obtain meals when not obtainable within the immediate vicinity
• Phone calls
• Laundry, dry cleaning, etc.
• Bottled water

INTERNATIONAL FLIGHT RESERVATIONS & FLY AMERICA RULE/OPEN SKIES AGREEMENT

Make your reservations through our contract with Travel Incorporated or Fox World Travel for groups, and take full advantage of expert international reservation services.

Before you purchase tickets for international travel, be aware that the Fly America Act/Open Skies Agreement requires that Americans (University travelers) who fly internationally using funds from the federal government (federal funds = grants) utilize a U.S. flag carrier, with few exceptions.

Exceptions:

• When there is no nonstop or direct service offered by a U.S. carrier
• When travel solely outside the U.S. increases the number of aircraft changes en route to more than two
• When the passenger’s travel time is extended by at least 6 hours
• When the connecting time is 4 hours or more at an overseas interchange point

Additional information on the Fly America Act and Open Skies Agreement can be found here and at the U.S. General Services Administration (GSA).

Interview candidates

Potential candidates, although not state employees, are welcomed to campus for the purpose of interviewing for a potential position with UW-Whitewater.  Candidates are subject to same UW travel policies, best business practices and process standards as employees.  Listed below are some guidelines when inviting potential candidates to campus for interviewing purposes.  

The Dean or non-college Department head must approve in advance the reimbursement of travel expenses related to candidate interviews for staff or faculty positions.  Consideration for partial reimbursement is permitted, but the same consideration must be given to all candidates.

It is preferable for the University to arrange and direct pay most expenses for travel of an interview candidate.  Where that is not possible, the candidate should be informed of the travel policies in advance to avoid incurring expenses that cannot be reimbursed. The Visitor’s Travel Guide, should be sent to the candidate in advance of their trip to UWW.

Guidelines - Interview Candidate & Employee/Host

Interview Candidate

• • All travel reservations must be booked via Concur or Fox World Travel.
  • Visit the Planning Page to learn of the various ways to book for a Guest via Concur or with a Fox World Travel Agent. 

Non-Employee Profile Request Form UWW docx

• Interview candidates are considered non-employees
• Once completed, the employee contact can enter an e-Reimbursement on behalf of the non-employee/interview candidate
• Necessary information to complete the form:
  • Non-employee full legal name and mailing address
  • University funding string
  • Date of first purchase for which reimbursement will be requested

Employee/Host

• The employee serving as host for the meal coordinates and renders payment on behalf of interview candidate and others attending the meal
• No more than two staff will be permitted to host a meal with the candidate
• Meal expenses are limited to Hosted Meal Rates
• The purchase of alcoholic beverages with University administered funds is prohibited

• The department or committee may want to consider having the interview candidate picked up at the airport or hotel by a staff member and using this time as an opportunity for discussion.  This may be a less costly option than a rental car, and provide a more personalized touch to the candidate.

• Receipts are required for hosted meals, hotel, car rental and airfare reimbursements

   

Resources

Visitors Guide 

Employee Relocation

The University may reimburse relocation and/or temporary lodging expenses for new and presently employed personnel assigned to new locations by transfer or promotion.  Approval to reimburse employee relocation expenditures must be obtained from the Dean or appropriate Division head.  Details and limitations for relocation expenses are outlined in the appointment agreement initiated by Human Resources. In accordance with IRS regulations, effective January 1, 2018, the reimbursement or payment of any relocation costs under this policy are considered taxable income and subject to applicable income and employment taxes. UW Systems recommends a general rule of 30% withholding for stipends and direct moves.

Instructions for Departments

The following circumstances should be considered:

1. Are individuals skills in critically short supply?  If yes, is payment usually available from competing employers?
2. Is the labor market tight for this particular position?
3. Does the individual rank above all other candidates in a combination of training, experience, and personal qualities?
4. Will the best qualified individual for the position be unable to accept the institutions offer for financial reasons unless relocation expenses are paid

Conditions for Reimbursement:

• The University may reimburse or pay relocation costs as noted on the Relocation (Household Moves) and Temporary or Indefinite Work Assignments 
• Reimbursement for an employee’s relocation expenses may be allowed if the distance between the new place of employment and the old residence is at least 35 miles farther than the distance between the former place of employment and the former residence, and the distance between the new and former residence is at least 35 miles. If the approving authority determines that a relocation is a mandatory condition of employment, the minimum distance requirements are not applicable
• Temporary lodging may be granted as part of the overall moving reimbursement total.  It is limited to 45 days, and must be approved by Vice Chancellor for Administrative Affairs.   

Department Responsibility:

• Complete the Moving Pre-Approval Form found below. This form will indicate the total amount to be reimbursed to the new employee (ie. up to $2,500).  The pre-approval form will be part of the support attached to the travel expense report (TER) submitted for reimbursement. 
• The department can issue a stipend only. Stipends can be paid to the new employee up to 30 days in advance of their move via the reimbursement system.
• Do not indicate that you will pay “whatever it costs”.  You should have a specific amount in mind, as this cost will be charged to your department, so please plan accordingly.

Approval for reimbursement is delegated to Deans and Division heads

Employee Responsibility:

• Arrange for move.
• Stipends needed 30 days in advance of their move: Stipends are a flat dollar award and do not require receipts or information on how it was spent. Attach a copy of your offer to demonstrate the relocation amount offered. Lastly, add a estimated withholding tax amount see guide under resources. 

Resources

UW Whitewater Relocation/Temporary Housing Stipend Request Form pdf  

The Shared Financial System (SFS) or E-Reimbursement System is only available to active employees. If you are not an active employee and are expecting to receive a reimbursement from UW-Whitewater for travel expenses please check with your campus contact to determine the status of your expense reimbursement.

Resources

• Sign Into E-Reimbursement 
• Approver responsibilities/checklist
• How to Videos and Guides
• Standard Auditor Workflow pdf - Updated 02/09/2023

Exception Process Overview 

Exceptions to 90 day report submission requirements shall be reserved for extraordinary circumstances, such as serious illness or unforeseen emergency to the traveler. NOTE: extensive workload or not having time to
submit the expense report is NOT an extraordinary circumstance. Exceptions to policy requirements, mandatory contract use, documentation requirements, etc will be reviewed on a case by case basis. Only the Vice Chancellor for Administrative Affairs has the authority to grant exceptions for expense reimbursements. The submission of a travel exception will lead to additional processing times. 

Resources

Form - Procedure to request Expense Exception