As we transition away from campus masking and testing requirements, we are also updating our campus travel guidance.
1. In-state travel will continue to be processed per normal, pre-pandemic processing. Supervisor approval per department process should be obtained prior to traveling and a Travel Expense Report (TER) completed upon return. No additional travel request form required.
2. Out-of-state travel will be processed per normal, pre-pandemic processing. Supervisor approval per department process should be obtained prior to traveling and a Travel Expense Report (TER) completed upon return. No additional travel request form required.
3. International travel will require divisional VC approval, except for Study Abroad programs. This documented approval will then be attached to the electronic Travel Authorization (TA) request and processed through the e-Reimbursement module. UWSP will follow Department of State travel advisory guidelines.
4. UWSP will follow CDC guidance for international students arriving to the university.
To assist with department approval processes, included is a Travel Plan template that can be used to provide additional details regarding travel plans.
Below is information related to the two travel card products available to UWSP faculty and staff. In some cases graduate students may be eligible for a corporate card. Also available are SFS 9.2 eReimbursement guides designed to walk a traveler through how to enter expenses into eReimbursement. Please note that you may need to provide UWSP credentials in order to access the below content.
The Corporate card is a state-provided personal liability purchasing card to be used for
selected business travel related expenditures. It is the employee’s responsibility to
ensure payment in full is received at US Bank upon receipt. (It is possible to have your expense report reimbursement be paid to US bank directly on your behalf)
Corporate Card Guidelines
Corporate Card Application
The ProTravel card is a state-provided institutional liability purchasing card to be used
for selected business travel related expenditures. Charges on this card are paid directly
by the University.
Pro-Travel Card Guidelines
To apply for a card: sign into DocuSign, select Templates and then Shared with Me, select ProTravel Card Application, and complete the ProTravel Card Application and Agreement via DocuSign. An online Travel Training course is available in Canvas and is highly recommended for new travelers. If you have questions, please contact the Payment Services Department at firstname.lastname@example.org.
Getting Started - This guide will summarize most aspects of the Expense Module.
First Time Traveler Guide - This guide will prepare first time travelers for their first business-related trip.
How to Sign Into eReimbursement -
Creating an Expense Report - This guide will walk the traveler through creating an expense report.
How to Choose Per Diem Deductions - This guide will show you how to select per diem deductions for first/last day and provided meals.
Per Diem Meal and Lodging Calculator - This guide provides some notes and screen shots on the new Per Diem Meal and Lodging calculator available in SFS.
Expense Type Matrix - This guide lists the expense types in eReimbursement and provides information about when each is appropriate for use.
Business Purpose Matrix - This guide lists the business purposes available in eReimbursement and provides information about when each is appropriate.
Cash Advances Procedures - This guide walks through the procedures of requesting a cash advance, and reconciling the advance upon return.
Cash Advance Requests - Please read the cash advance procedures prior to completing a cash advance request.
User Guide for Approver/Auditor - This guide provides details about responsibilities of approvers and auditors.
How to Approve Transactions in the Expense Module - This guide provides details about how to approve reports in the queue.
A comprehensive list of guides provided by UW-System can be found on the UW-System Financial Administration webpage. Training opportunities hosted on campus at UWSP can be found on the UWSP Financial Operations training opportunities page.
Quick guides are designed to walk users through the documentation and steps required to successfully submit for reimbursement for various expenses associated with a certain type of trip. Please note that you may need to provide UWSP credentials in order to access the below content.
to Create an Expense Report from an approved Travel Authorization
UW System TravelWIse - TravelWIse is a website maintained by UW-System that houses all current policies. In additional to policies, TravelWIse provides training materials, tax-exempt documents, and other travel related resources.
eReimbursement Log-In - The eReimbursement portal allows travelers to complete and submit a Travel Expense Report.
International Travel Request Form (non-study abroad) – Travelers who are planning to travel internationally must complete this
form to receive approval to travel.
Non-Employee Profile Request Form - When reimbursing a student or individual not affiliated with UWSP, a Non-Employee Profile will need to be created. This form allows you to request a profile be created. Please note that the student/non-employee will not be able to log into eReimbursement to complete the report. This will need to be completed by a current UWSP Employee.
US Bank Access Online - Manage your Pro-Travel, Corporate, or Purchasing Card online from US Bank. When logging in, the short name for our organization is 'STWISC'.