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 yo must follow the following steps.

  • Once you know your plans, you must book your flight with Fox World Travel. (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.

As per University of Wisconsin (UW) guidelines, anyone who is reimbursed for travel via the UW system must book travel through Fox World Travel. 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 Fox World Travel or you will not be reimbursed. There can be NO exceptions as this is a State of Wisconsin policy. Please following the directions here: Travel2019.pdf

Please see this form to help work with Fox World Travel to obtain the best price: Fox.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 received 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 APS CEU form you must indicate you need a hotel room with check-in and check-out dates and any roommate requests. If this is not done, CEU will NOT book a room for you.

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:

  • 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
  • Departure & return city, departure and return date of your trip.
  • Cost of your flight or train trip.
  • Please upload your flight or rail receipt in .pdf or .jpg form.
  • How did you travel to the conference? When you click the button, the next screen will give you additional options.
    • Air travel: You need to upload the receipt from Fox Travel
    • Train: Please upload the train receipt.
  • Note - You will not be reimbursed ground transportation (taxi, metro, etc.) or baggage fees associated with your flights. You will only be reimbursed the cost of your ticket.
  • By filing 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.