The employe is responsible for accuracy and conformity of claims to the UW travel regulations. To help assure accuracy and conformity, the TER should be prepared promptly after completion of the trip. Claims should be submitted at least once per month on a TER. For travel near the end of the fiscal year, the TER should be submitted in a timely manner in order to be charged to the fiscal year in which the travel occurred.

Each traveler should separately account for his/her expenses and submit separate original receipts.

Use of a computerized TER form is strongly encouraged to reduce mathematical error and provide good legibility. If an employe does not have access to the computerized TER, the form used must be legible. All applicable blocks/spaces should be completed.

Claims must be individually itemized and listed in chronological order.

Required receipts should be numbered and securely attached to the TER with the corresponding receipt number referenced next to the claim. Claims for cash allowances provided by employes to students or others must be supported by a receipt statement, signed by the recipient, which indicates the amount received and the expenses covered by the allowance.

The purpose of the trip should be specifically stated. General statements such as "attend conference," "meet clients" or "to perform research" are not sufficient. Use of unfamiliar acronyms should be avoided.

Foreign exchange rates used should be documented to support conversion to U.S. dollars.

Single trip travel advances must be deducted from the amount due the traveler.

The claimant shall personally sign the claimant's statement.

Travel claims of all employes, other than the President and the Chancellors, must be approved personally by the employe's supervisor. The supervisor certification statement applies as well to the Dean/Director signature when s/he is signing as the supervisor. The approving supervisor is responsible for ensuring that the employe's claims are fully documented, are authorized and fit the mission of the department and funding to which they are charged.

The mode of travel should be indicated even if there is no claim for transportation expense.

Expenses which are paid directly by the UW should be itemized in the direct billed column, but shall not be included in the total claimed.

Inquiries concerning travel regulations or the submission of TERs may be directed to the institution business/preaudit office.

Employes are encouraged to use their campus mailing address for check distribution to reduce mailing costs.

The appropriate account code(s) must be assigned.