Travel Goes Paperless with e-Reimbursement September 1st

Christina Rickert, Accounts Payable Manager

crickert@uwlax.edu

608.785.8555

e-Reimbursement Workflow

Travel Attachments

Business Purpose (i.e. agenda, schedule of events, itinerary)

Includes dates, location, event name, etc.

Registration

Transportation

Lodging

Meals

Receipt Requirements – always keep your receipts

Required

Over $25

Not Required

Travel Receipt Requirements

New Travel Polices & RatesEffective October 5th, 2015

1200 General Travel Policy

1202 Purchase & Payment of Lodging

1203 Meal & Incidental Expense (M&IE) Per Diem Allowance Reimbursements

1204 Use of Personal Vehicles, Rental Cars & Fleet for Business Transportation

1205 Purchase & Payment of Miscellaneous Travel Expenses

Headquarter City & UW Sponsored Events

1200 General Travel Policy

Aligns the new travel polices with IRS Accountable Plan requirements

All expense reports must be submitted within 90 days of trip end date

Full accounting of trip expenses on the expense report – include prepaid items

One report for one trip

1202 Purchase & Payment of Lodging

Rates are either set at the Federal rate or a percent over the Federal rate (up to 125% in the United States)

Rates very by location and date of stay (seasonal differentials)

May exceed the rate maximum when attending a conference and staying at a conference location, or recommended conference location

Use of lodging brokers is prohibited (Expedia, Hotels.com, etc.)

P-card used is an approved payment method

1203 M&IE Per Diem Allowance

Travelers no longer report meals by leave/return time

Allowed 75% of daily allowance on first/last days of travel

Provided meals will be deducted from per diem as a percentage

Hotel complimentary breakfast and airline meals are not required to be deducted from allowance

Incidental per diem includes: fees/tips to service staff, phone calls, laundry, transportation between place of lodging or business to obtain meals

Day trips (no overnight stay) include a meal allowance of $15 per day, if no meals are provided

This amount is tax reportable

UW TravelWIse calculator can be used for trip planning

1204 Use of POV, Rental Vehicles, Fleet1205 Miscellaneous Travel Expenses US General Services Administration (www.gsa.gov)

Standard Rate - $0.575

Turndown Rate - $0.352

Driving your POV less than 100 miles roundtrip – Standard Rate

Driving your POV more than 100 miles roundtrip – Turndown Rate

No longer allowed a reimbursement for gas in lieu of mileage

No change in receipt requirements

Headquarter City & UW Sponsored Events (Hosted Events)

Includes: receptions, business meetings, hosting job candidates, workshops, retreats, orientations, training sessions, seminars, departmental meetings, etc.

Separate rate structure (Within WI $12 / $18 / $30, refreshment $10)

Rate maximums are based on actual expenses incurred

Inclusive of standard gratuity or required service charged up to 20%

Food policy will be updated – Itemized receipts required

M&IE per diem rates to not apply

Accounts Payable Websitee-Reimbursement Modulehttp://www.uwlax.edu/accounts-payable/