IS Department
University of Wisconsin—Eau Claire
Procedure for Funding Travel to
Present a Refereed Paper at a Scholarly Conference
I.
At least one month prior to
Travel
A. Get the paper accepted.
1.
Official letter of acceptance
2.
Draft of the paper
3.
Copy of the official program
showing you on it
4.
Exceptions where having a paper
accepted is not needed:
a.
First-year
faculty are funded to attend one national and one regional conference even if
they are not on the conference program.
b.
Faculty
approved to attend a conference for recruitment purposes need not be on the
conference program.
B. Estimate costs (via Carlson Wagonlit Travel; see III below).
1.
Conference Registration
2.
Travel (air, ground, parking)
3.
Lodging
4.
Meals (per diem)
5.
Follow regulations
a.
College of Business “White Book”
(requires Adobe Acrobat Reader)
b.
UWEC Accounts Payable
Policies
1.
Always make Department
Contribution 60% of total and College Contribution 40% of total
2.
Always make ORSP request 50% of
the estimated total cost or $500, whichever is smaller
E. Get help with questions before submitting the request.
1.
Shawn
Seuferer in Accts Payable for the Travel Authorization
2.
Betty
Feia in ORSP for help with funding from that office
3.
Faith
Bogstad in CoB for help with Travel Request
F. Submit the following hard copy (sorry) to the IS A.D.A. at least one
month prior to traveling.
1.
Travel Authorization Form
2.
COB/ORSP Travel Request Form
3.
Draft of whatever was accepted
(paper, abstract, etc.)
4.
Copy of official letter of
acceptance
5.
Copy of completed conference
registration
6.
Copy of the official conference
program showing you on it
7.
Copy of airfare information
(e.g., purchase receipt or website estimate)
G. Tom H. will approve and submit the request to the College at least three
weeks prior to traveling.
II.
Book all
travel and lodging through Travel Leaders of
Chippewa Falls (715-723-9352)
A.
Contact
Michele (Michele@TravelLeaders-CF.com)
or Cindy (Cindy@TravelLeaders-CF.com)
B.
Do not
use TravelPort
III.
As Soon
After Traveling as Feasible
1.
Do not
fill in “Travel Expense Amounts” in
upper left
2.
Attach
receipts for all costs except meal per diem
3.
Get
needed help from Becky Zillmer in Accts
Payable
B.
If you
used the UW “Travel” credit card, do the following.
1.
Remember
the Travel card can be used only for airfare, hotel, conference registration,
and car rental
2.
Receive
the monthly credit card statement
3.
Complete
a Travel Log
Summary for only the expenses on the Travel card
4.
Get
needed help form Penny Odell in
Purchasing
C. Submit the Travel Expense Reimbursement Form and Travel Log Summary, each
with appropriate original receipts, to the IS A.D.A.
D. Tom H. will approve within a week.
E. IS A.D.A. will submit
1.
the Travel Expense Reimbursement
Form and receipts to the College (Faith Bogstad) within a week of receiving it
2.
the Travel Log Summary and
receipts to Penny Odell in Purchasing within a week of receiving it
F. Receive your reimbursement check in the mail! (Note that there will be no
reimbursement for charges on the Travel card since they were charged directly
to the UW System in the first place)