Travel Expense Report Procedures

Complete an Expense Report

All expense reports need to be submitted within 90 days of date of return. Any expense report not submitted within 90 days will need an exception approval form attached for it to be approved. Any expense report approved after the 90 days with an exception will become taxable income to the traveler.

Inquiries regarding the expense report process should be directed to the UW-Superior Travel Office. 

The Expense Report may be accessed in the TravelWIse portal. Please reference the  UW System travel policy when completing the form to verify all expense are within compliance of the UW System travel policies. 

Include all expenses on the expense report whether prepaid and/or paid by others. Complete the Justification section with the business purpose of the trip, dates, location (city/state), etc. and any essential information that is needed.

Necessary documentation

The Expense Report should show a FULL picture of the trip. The following documents/information must be contained within the expense report:

  • Attach receipts for expenses including prepaid and/or paid by others
  • Attach a copy of the conference/event agenda
  • Any additional information that may be necessary to complete travel history should be included in the Justification section
  • Appropriate cost center should be listed on the expense report
  • If not creating an expense report from a Travel Authorization, please include Travel Authorization number in Justification section of expense report or attach something in writing from traveler’s supervisor approving the travel.

The system will automatically route the expense report to the manager of the cost center(s) listed on the expense report for approvals.

Reimbursement

The reimbursement will be processed via ACH for all UW-Superior Employees.

The reimbursement will be processed via a check for all non-employee travelers.

Reimbursement Issues   

If an expense report has a problem when being audited, the expense report will be sent back to the traveler with the corrections/revisions noted. Once corrections/revisions are made the traveler can resubmit the expense report for approval. The expense report will need to go through the whole approval process again which can take time.  

NOTE:  Any expense report sent back to a traveler for corrections/revisions MUST be resubmitted within 90 days of the date of send back. Any expense report not resubmitted within 90 days will need an exception approval form attached for it to be approved. Any expense report approved after the 90 days with an exception will become taxable income to the traveler.

CLAIMANT'S STATEMENT. 16.53 Wisconsin Statutes. I declare (under penalties of perjury) this account of travel expenses is accurate and conforms with all applicable University and State regulations. The expenses are actual, reasonable, and were personally incurred in performance of my official duties. No portion of this claim was provided free of charge, covered by a registration fee, previously reimbursed from any other source, or will be paid from any other source in the future.