Financial Administration

PART II -- Preaudit Steps

In addition to the audit steps in Section A, audit travel expense reports (TERs) for the following:

2. Transportation

  1. Commercial Transportation [Ref. FAP - UW System Travel Regulations (UWSTR) - (F36) - Sections III, IV, & V]

    1. Direct billed transportation is not claimed on the TER.

    2. Receipts (electronic invoice/itinerary, etc.) showing amount paid are provided for claimed airfare, rail, and intercity bus transportation.

    3. Routing is consistent with the official business destination of the trip and with any corresponding travel claims.

    4. Lowest logical fare appears to be claimed.

    5. Train fare claims are limited to coach class unless overnight, where accommodations are limited to roomette.

    6. Train fare does not exceed the lowest cost of the most reasonable form of other public transportation.

    7. Documentation in the form of a comparison quote from the contract agency is provided when the traveler purchases airfare from a non-contract internet site.

    8. Airfare claims for business or first class are justified and approved by the Institution Controller.

  2. Private Aircraft [UWSTR - Section III]

    1. Approval of the institution department head is provided.

    2. Mileage claimed is appropriate for stated destination or is adequately explained.

    3. Names of passengers are indicated if additional reimbursement is claimed.

    4. Lowest logical commercial airfare (as compared to all claims directly associated with chartering or renting an aircraft) is not exceeded without an adequate justification.

    5. UW employe pilot has been preapproved by System Administration Risk Management.

  3. Taxi Fares [Ref. UWSTR - Section VI]

    1. Receipts and an explanation are provided to support one-way claims in excess of $25.00.

    2. The starting point, destination and purpose are indicated.

    3. Unnecessary, unreasonable or frequent taxi fares to restaurants are not claimed.

    4. Unnecessary taxi fares are not claimed if less costly and timely airport, bus, limo or complimentary shuttle service was available.

  4. Fleet Vehicles [Ref. UWSTR - Section VII]

    1. Mileage is not claimed if a fleet vehicle was used.

    2. Receipts are provided for fleet vehicle expenses paid personally by the claimant. Expenses are charged to a fleet account with an appropriate travel class code.

  5. Privately-owned Automobiles [Ref. UWSTR - Section VIII]

    1. Starting point and destination are stated.

    2. Mileage in excess of the map mileage is explained.

    3. Signed fleet car nonavailability certifications with matching travel dates is provided when required.

    4. Mileage rate is appropriate.

    5. Mileage and enroute expenses do not exceed comparable commercial transportation expenses. (Ref. UWSTR Appendix A)

    6. Names of passengers are indicated if additional reimbursement is claimed.

  6. Vehicle Rentals [Ref. UWSTR - Section IX]

    1. Rental car in lieu of other public transportation appears to be the most cost-efficient.

    2. Midsize model cost is not exceeded unless properly justified.

    3. Final customer copy of the rental agreement is attached.

    4. Personal insurance and personal use costs are not claimed.

    5. Contract rate (including CDW/LDW when non-contract vendors are used) is not exceeded unless an adequate explanation is attached.

    6. Mandatory contract vendor(s) is used or adequate explanation is provided for using a non-contract vendor.