Faculty and Academic Staff Handbook
19th Edition, 2008
Chapter V: Compensation Procedures and Issues
5.12 Travel Guidelines
Any travel expense incurred by a faculty member while on official University business is
subject to the travel regulations as currently implemented by the University of
Wisconsin-River Falls. A detailed copy of the University System Travel Regulations is
available at
http://www.uwsa.edu/fadmin/travel.htm
This web site contains the most
recent revisions of the System Travel Regulations.
Travel expense forms may be obtained from the University Accounting Office. Travel
expense reports are also available on line at
http://www.uwsa.edu/fadmin/travel.htm
5.12.1 Meals
Departure and arrival times must be stated on the travel expense report. Local policy
would suggest in-state claims for meal reimbursement would not reach the maximum
amount in all cases. Meal allowance maximums can be found in the Travel Regulations
and do include tax and tip.
5.12.2 Lodging
Original machine-printed itemized lodging receipts must accompany all travel report
submissions. The maximum allowance for lodging is listed in the UW System Travel
Regulations, with exceptions noted for higher cost cities as listed on the web site. New
information will be issued as the revisions are received from System Administration.
Maximums should not be exceeded except under most unusual or unavoidable
circumstances fully justified in writing and approved by the Chancellor or his or her
designee. Maximums do not include state and local taxes.
5.12.3 Miscellaneous
- Mode of travel must be indicated on the travel expense report and passengers listed, if
applicable. Air fare coupons must be attached even if the fare has been pre-paid by the
University.
- The mileage reimbursement rate for use of a personal vehicle will be at the higher rate
listed in the Travel Regulations if the trip is less than 100 miles round trip or if a
University car is not available. The mileage reimbursement rate for use of a personal
vehicle will be at the lower rate if the trip is more than 100 miles and a University car
was available but not used. The employee must present the non-availability slip with the
reimbursement claim in order to receive the higher rate.
5.12.4 International Travel
Faculty members who are traveling abroad on official business or who are arranging
group travel overseas must make arrangements with the Accounting Office well in
advance of the trip.