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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.)
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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.)
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Taping numerous small receipts to a standard sized sheet of
paper is encouraged when attaching small receipts to a TER.
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Itemize expenses daily—do not combine multiple day's expenses.
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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.
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Use the automated Excel TER. (These require much less auditing
time and you'll get your reimbursement sooner!)
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Use the "Audit" function button on the automated Excel
TER to check for errors and omissions on the form.
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Registration fee reimbursements for more than $25 require a
receipt and documentation showing amount of fee, conference name,
location, dates, and what is included in the 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, you need
only to note this on the TER in the shaded area for direct billed
expenses. If the registration fee was prepaid with a procurement
card, please attach a copy of the conference information (conference
dates, and conference site hotel information) with your TER.
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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.
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TER 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.
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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.
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Be sure to fill in all the information regarding trip dates,
and times of departure and return. Departure and return times
are from /to your home or office - not flight departure / arrival
times. 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.
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Include the business purpose of trip. Be specific… 'Attend
meetings' is too vague.
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Do not throw away any receipts, conference programs, ticket
confirmations, etc. pertaining to your trip until after you have
received your reimbursement.
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Include your campus phone # and your Social Security Number.
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Be sure to include the correct account number for your travel
to be charged to (not the "department name" account.)
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Be specific when requesting a check be delivered to your campus
address (building and room number—not just the department name.)
- Please send only ONE copy of the TER to Financial Administration
(choose the "Print 1" selection on the automated TER.)
