UWSP Payment Services

 

Out of State Travel Restrictions

February 29, 2008 

Because of the current State financial condition which projects a $655 million deficit for the 2007-09 biennium, the Governor is imposing restrictions on out of state travel effective immediately.  Until further notice, all out of state travel must be pre-approved by the Provost in Academic Affairs or the Vice Chancellor in Student Affairs or Business Affairs, for personnel in those respective Divisions.  This requirement applies to any out of state travel that has not yet taken place, including events where registrations and airline commitments have already been made.   Restrictions apply regardless of the funding source.  Pre-approval is also required for Fleet Vehicle use for out of state travel. 

Out of State Travel that may be considered:

•   Program/Host Committee Members (persons with official duties)
•   Conference Presenters
•   Fulfillment of Grant or Contract travel (travel in grant budgets for appropriation 133, appropriation 144,  and
    UPDC grants)
•   Presentation of Academic Research
•   Athletic team travel
•   Essential Student Activities- Travel required for a class (special course fee accounts)
•   Travel Reimbursed by an Outside Professional Organization
•   Travel to Chicago and Minneapolis
•   Training Needed to Fulfill Job Responsibilities Not Offered within the State
•   Travel  for admissions recruitment and coop teacher supervision
•   Student Government approved and funded travel (DeptID’s 102601-102799, 103400-103444)
•   Travel for candidate interviews 

The following factors will be considered in determining whether out-of-state travel in the above categories should be authorized:

     •   Is the travel essential and necessary for the employee to perform his/her duties?
•   Is the travel directly related to the primary missions of teaching, research and public service?
•   Could the trip be postponed or canceled?
•   What is the fiscal consequence of postponing or canceling the trip?
•   Could the business be accomplished through other means (teleconference, videoconference, etc.)?
•   Are there alternative sites closer to the institution where the business could be conducted that would result in lower
    travel costs?
•   In the case of travel to a conference/seminar, is it necessary for more than one employee from a division or
     institution to attend? Could the information, instead, be shared with colleagues by the person who was authorized
     to attend?  

Format for approval:

Traveler:

  1. Traveler completes the Out of State Travel Pre-Approval Form (attached) with the required information.
  2. Traveler forwards the form via e-mail to their department chair or supervisor.  

Chair/Supervisor:

  1. The chair/supervisor forwards the e-mail from the traveler to the Provost in Academic Affairs or the Vice Chancellor in Student Affairs or Business Affairs, depending on your respective Division.
  2. In the body of the e-mail, the chair/supervisor should indicate their recommendation for approval or denial of the travel request. (See factors to be considered above.)

Provost, Vice Chancellor of Student Affairs, Vice Chancellor of Business Affairs:

  1. Approve or deny the request.
  2. Return form to the employee traveler.
  3. Copy Travel Administration at travelad@uwsp.edu with the form (both approved and denied)
  4. Copy Joe Hencik at jhencik@uwsp.edu with the form (both approved and denied) if a fleet vehicle is requested. 

The traveler will need to keep a copy for themselves and attach a copy of the approval to each travel reimbursement request (either for a TER, an out of state travel prepayment request or vehicle reservation) 

Directions for Out of State Travel Pre-Approval Form:  See the excel worksheet bottom tab labeled, “Form Instructions" on the Excel spreadsheet attached.  Please read the directions before filling out the form.  For e-mail submissions, note the approval or denial of travel in the body of the e-mail that contains the forwarded form.  The approval form is on sheet one.  The ‘Letter’ tab contains the same information as shown above. 

Directions for Out of State travel that has not yet occurred but for which expenses have been incurred:

Out of State travel expenses that have already been paid, but the travel has not yet occurred, must also be submitted for approval. The traveler will need to complete and submit the Out of State Travel Pre-Approval Form.  If expenses have already been incurred, but travel is not approved, travelers may be eligible for some reimbursement.  Fill out a Travel Expense Report (TER) with the cancellation penalty information, attach the denied Out of State Travel Pre-Approval Form, and have your supervisor sign the TER.  Send the TER, the Out of State Travel Pre-Approval Form and all supporting documentation to Payment Services. 

Contacts for questions:

On travel claims:                       Jean Sukow, ext 2255             jsukow@uwsp.edu
On the travel restrictions policy:  Terri Chang, ext 4692             tchang@uwsp.edu