Travel Expense Report Tips

Travel Expense Report Form

Does it seem like you always have to provide additional information before you receive your travel reimbursement? The following are tips to help speed your Travel Expense Report (TER) through the payment process:

  • Always secure original receipts (not photocopies) to the TER with a staple. (Examples of receipts that do not meet State receipt requirements are: Check carbons, photocopies of checks before they clear the bank, and registration forms that list the dollar amount of the charge—but do not indicate that payment was received by the organization.)

  • Sign, and have your supervisor/department chair and/or Dean sign the TER so that it doesn't have to be returned for signatures. (For travelers that are not based on campus, a faxed copy of the TER with the traveler's signature is acceptable.)

  • Taping numerous small receipts to a standard sized sheet of paper is encouraged when attaching small receipts to a TER.

  • Itemize expenses daily—do not combine multiple day's expenses.

  • When preparing multiple page TERs, carry the subtotals forward from the prior page to the first line of another page so that the form calculates totals for the entire trip.

  • Use the automated Excel TER. (This requires less auditing time and you'll receive your reimbursement sooner!)

  • Use the "Audit" function button on the automated Excel TER to check for errors and omissions on the form.

  • Registration fee reimbursements for more than $25 require a receipt and documentation showing amount of fee, conference name, location, dates, lodging information and what is included in the registration fee. This information is usually on the registration form and/or in the brochure. If the registration fee was prepaid with a check by UWGB or put on the department procurement card, you need to note this on the TER in the shaded area under "direct billed expenses". You must also attach a copy of the completed registration form and conference brochure to the travel expense report.

  • If your travel included airfare, attach the passenger receipt even if the fare was directly paid by UWGB. If you have foreign travel, you will need the passenger receipt and a copy of the itinerary/invoice. Attach boarding pass to expense report.

  • Reimbursement amounts must be listed in U.S. dollars. Include foreign currency conversion receipts or credit card statements with your international travel claims to verify the conversion rate used. If you use Oanda.com's currency converter to obtain your conversion rates, print out the rate page(s) and attach to your TER.

  • If you book an E-ticket over the internet, print the screen that includes the ticket confirmation number, itinerary, and ticket cost paid. With an E-ticket this may be the ONLY receipt available for your reimbursement report.

  • . Be sure to fill in all the information regarding trip dates and times of departure and return. Departure and return times for airfare should be the time you left your home or office to go to the airport, not the flight departure/arrival times. For travel not requiring airfare and mileage is being claimed, the mileage should be calculated from the University not your home, unless mileage from your home is less than departing from the University. This information is required to qualify for meal reimbursement on travel days, and omitting the departure or return time is one of the leading causes of reimbursement delays.

  • Include the business purpose of trip. Be specific… 'Attend meetings' is too vague.

  • Do not throw away any receipts, conference programs, ticket confirmations, etc. pertaining to your trip until you have received your reimbursement.

  • Include your campus phone # and your Social Security Number (Only include SSN if this is your first TER).

  • Include the correct budget code on your TER.

  • Employee checks are sent to their department.

  • Send only ONE copy of the TER to the Travel Coordinator (choose the "Print 1" selection on the automated TER.)

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