Basic items required for travel reimbursement. Please fill out
the attached Travel Information form before you travel. It will
help speed up the reimbursement paperwork as well as let staff
know your travel dates and destinations. Nancy Gouker, room 114
Fred Hall coordinates travel if you have any questions.
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The University no longer offers travel advances.
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U.W. requires original receipts. Receipts must have your
name, proof of payment and the amount paid. Submit PAID receipts
(these are receipts that have zero balances or say PAID on
them) Other forms of a receipt are a credit card statement(with
expense on it), credit card receipt or canceled check. The
U.W. is extremely picky about receipts and many Travel Expense
forms have been returned because of missing information.
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Have your airfare invoiced directly to Bacteriology, keep
your final passenger receipt to turn in with your receipts.
If you pay for the airfare yourself and it is for foreign
travel we will need proof of payment. If the airfare is over
$500 have the travel agency put a statement on the invoice
verifying this is the lowest airfare available.
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If you travel with someone DO NOT SHARE EXPENSES. Get separate
receipts for everything.
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We can pay for conference registration fees ahead of time.
Bring registration sheet to Nancy at least one month in advance,
if possible. Registration sheet(or attached information) needs
to have dates, location, title, amount of fee and breakdown
of costs for the conference.
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If you attend a meeting or conference we will need a copy
of the conference program which has the name, dates and location
of the conference. Inclusive dates must be shown or U.W. will
bounce it back.
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Some cities cost more than others; see Nancy, room 114 Fred
Hall before the trip and he will let you know how much the
university can reimburse you for hotels and meals.
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Only the single room rate is reimbursable for hotels.
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Receipts are required for one-way fares(ie taxi) exceeding
$15.00. If you do not have a receipt, U.W. will limit your
reimbursement to $15.00/trip.
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Fill out a Travel Expense Report while you are traveling;
upon return, please bring all receipts and explanations to
Pete so your reimbursement can be processed as quickly as
possible.
