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Travel information

A page within Conference Experience for Undergraduates (CEU)

Note: this page is to provide information on the policies and procedures for travel expenses related to Conference Experience for Undergraduate (CEU) award recipients. Information will be added to this page as it becomes available. Please contact the Dr. Shelly Lesher if you have any questions that are not covered here or need additional assistance.

Topics on this page: 

Airfare:

If you received a travel award you must follow the following steps.

  • Once you know your plans, you must book your flight with UWL Travel (known as Travel Inc.) (See below)
  • DO NOT book your flight with another website (i.e. Travelocity, American Airlines, etc.). You will NOT be reimbursed for airfare.
  • You will only be reimbursed up to your awarded travel amount.
  • Note - this is not a deduction to your airfare, you must pay the whole amount on your credit card and be reimbursed after the conference.

As per University of Wisconsin (UW) guidelines, anyone who is reimbursed for travel via the UW system must book travel through Travel Inc. You will be reimbursed for the amount of your travel expense or your CEU award (whichever is less) after the conference, with the submission of the original travel receipt AND the travel reimbursement form.

If you receive a travel award you MUST book travel with Travel Inc. or you will not be reimbursed. There can be NO exceptions as this is a State of Wisconsin policy.

To start the process, register using the UWS Traveler Booking form using the Group Code received in your CEU acceptance letter. Do not fill out the sections on transportation or hotel accommodations, you will only be using them to book your flight.

Please see this form to help work with Travel Inc. to obtain the best price: Travel.BestPractices.pdf 

If there are any questions about this policy or how to complete it, please contact Dr. Shelly Lesher

Car rental or driving your own vehicle & misc expenses:

  • Unfortunately, CEU will only reimburse flight (or train) expenses.
  • CEU will not reimburse ground transportation, baggage costs, per diem, or other expenses.

Booking your hotel:

  • If you receive a hotel award, the CEU program will book you in a hotel room with other CEU students. IF you decide to stay with your group, with a family member, in your own room, etc., you will NOT be reimbursed.
  • When you register for the conference on the CEU form you must indicate you need a hotel room with check-in and check-out dates and any roommate requests. CEU will NOT book a room for you if this is not done.

Once you return:

  • Complete a CEU Travel Grant Reimbursement Form within 15 days of your return. Expenses on forms received after this time will not be reimbursed. 
  • See below for instructions to assist you in completing the form.

Form Instructions:

  • Form located here: Reimbursement
  • Name - Your name
  • Mailing address - your current residence to where the check will be mailed. If your department, group, or University paid for your ticket the check will be made out to you and it is your responsibility to reimburse them. We can only make checks out to the ticketed passenger.
  • Email address - in case we need additional information to process your reimbursement
  • If you had different arrival/departure cities, please explain.
  • If you had a one-way ticket, please explain.
  • Mode or transportation: Air travel, train or long-distance bus
  • Please upload your flight or rail receipt in .pdf or .jpg form.
  • Note - You will not be reimbursed for ground transportation (taxi, metro, etc.) or baggage fees associated with your flights. You will only be reimbursed for the cost of your ticket.
  • By filling this form you give the Department of Physics the authorization to file a UW-System reimbursement report on your behalf. If you have any questions, please contact Dr. Shelly Lesher.