Expense Report Tips & Reminders

  • The latest version of the Travel Expense Report forms can be found here.

  • 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 days' 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.

  • 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 UW-L or charged to a procurement card, you need only to note this on the TER in the shaded area for direct billed expenses and attach the original receipt. 

  • If your travel included airfare, attach the passenger receipt.   If you have foreign travel, you will need the passenger receipt and a copy of the itinerary/invoice.

  • 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.

  • Reservations must be booked through UW TravelWIse if the travel is individual domestic or non-complex international airfare.  For large group and complex international airfares, contact Travel Leaders. 

  • For travelers that have previously registered please visit: http://web.uwsa.edu/travel/login

    For new travelers or unregistered travelers please create a travel profile at this link: 
    http://web.uwsa.edu/travel/login and click on "first time user" after login.

    • Traveler’s name
    • Destination
    • Departure/return dates
    • Amount of fare
    • Class of Travel

  • 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.

  • Include the business purpose of trip.  Be specific… 'Attend meetings' is too vague.  Attaching an agenda usually covers this requirement.

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

  • Include your campus phone # and your Person ID Number or Student ID Number.

  • Be sure to include the correct Fund, Department Number and Program for your travel to be charged.

  • 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 Business Services (choose the "Print 1" selection on the automated TER.)