​​​​​​​​Travel Services

Announcements

In anticipation of our existing contract with Fox World Travel expiring on June 30, 2020, a cross functional team of subject matter experts was formed to develop a new RFP for Travel Management Services and evaluate vendor proposals. The decision was also made to divide these services into specialized categories, awarding business to the agency that would best service the needs of each. The following providers have received a letter of intent to award based on recent RFP results effective on July 1, 2020, pending Board of Regent approval in December:

Employee Services: Travel Incorporated based out of Duluth, GA

University Group Block (10 or more same flight and/or hotel): Fox World Travel based out of Oshkosh, WI

Athletic Services (excluding UW Madison): Short's Travel based out of Waterloo, IA

Several implementation teams in collaboration with the UW System Project Management Office will be working diligently over the next couple of months to ensure a successful transition. Please feel free to reach out to the Campus Travel Manager, Robyn Bolton, with any questions or concerns. Additional communications will be available after Board of Regents' approval and the contracts are executed.

Card Products and eReimbursement Guides

Below is information related to the two travel card products available to UWSP faculty and staff. In some cases graduate students may be eligible for a corporate card. Also available are SFS 9.2 eReimbursement guides designed to walk a traveler through how to enter expenses into eReimbursement. Please note that you may need to provide UWSP credentials in order to access the below content.

 Corporate Card Information

The Corporate card is a state-provided personal liability purchasing card to be used for selected business travel related expenditures. It is the employee’s responsibility to ensure payment in full is received at US Bank upon receipt. (It is possible to have your expense report reimbursement be paid to US bank directly on your behalf)

Corporate Card Guidelines

Corporate Card Application

2019 Statement Closing Dates

 Pro-Travel Card Information

The ProTravel card is a state-provided institutional liability purchasing card to be used for selected business travel related expenditures. Charges on this card are paid directly by the University.

Pro-Travel Card Guidelines

Pro-Travel Card Application

2019 Statement Closing Dates

 eReimbursement User Guides

Below are the business process guides provided by UW-System and UWSP. 

Traveler Guides

Getting Started - This guide will summarize most aspects of the Expense Module.

First Time Traveler Guide - This guide will prepare first time travelers for their first business-related trip.

How to Sign Into eReimbursement

Creating an Expense Report - This guide will walk the traveler through creating an expense report.

How to Choose Per Diem Deductions - This guide will show you how to select per diem deductions for first/last day and provided meals.

Expense Type Matrix - This guide lists the expense types in eReimbursement and provides information about when each is appropriate for use.

Business Purpose Matrix - This guide lists the business purposes available in eReimbursement and provides information about when each is appropriate. 

Cash Advances Procedures - This guide walks through the procedures of requesting a cash advance, and reconciling the advance upon return.

Cash Advance Requests - Please read the cash advance procedures prior to completing a cash advance request.


Approver Guides

User Guide for Approver/Auditor - This guide provides details about responsibilities of approvers and auditors.

How to Approve Transactions in the Expense Module - This guide provides details about how to approve reports in the queue.


A comprehensive list of guides provided by UW-System can be found on the UW-System Financial Administration webpage. Training opportunities hosted on campus at UWSP can be found on the UWSP Financial Operations training opportunities page

​Policy and Procedure Quick Guides

Quick guides are designed to walk users through the documentation and steps required to successfully submit for reimbursement for various expenses associated with a certain type of trip. Please note that you may need to provide UWSP credentials in order to access the below content.

 Group Travel/Moving and Relocation

 One-Way Mileage between UWSP Locations

One-Way Mileage Guide between Branch Campuses and UWSP Field Stations


​Main Campus to Wausau -
​34
​Main Campus to Treehaven -
83​
​Main Campus to Marshfield -
​39
​Main Campus to CWES -
​18
​Wausau to Marshfield -
​46
​Main Campus to Montello -
​57

Helpful Links

UW System TravelWIse - TravelWIse is a website maintained by UW-System that houses all current policies. In additional to policies, TravelWIse provides training materials, tax-exempt documents, and other travel related resources.

eReimbursement Log-In - The eReimbursement portal allows travels to complete and submit a Travel Expense Report.

Non-Employee Profile Request Form - When reimbursing a student or individual not affiliated with UWSP, a Non-Employee Profile will need to be created. This form allows you to request a profile be created. Please note that the student/non-employee will not be able to log into eReimbursement to complete the report. This will need to be completed by a current UWSP Employee.

US Bank Access Online - Manage your Pro-Travel, Corporate, or Purchasing Card online from US Bank. When logging in, the short name for our organization is 'STWISC'.


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