Forms and Guidelines

 Travel Guidelines

You are expected to be familiar with and follow University policies for all travel expenses. These are located on UW TravelWIse which can be found at We encourage you to use a travel card whenever possible to pay for your expenses. If you use a pro card, you must follow the directions on the Request for Transfer Form (see notes below). Expenses that are placed onto a pro card that do not follow the directions will not be reimbursed and your department will be responsible.

 Reimbursement of Expenses

E-reimbursement reports must be submitted no later than one month after the conclusion of travel or by June 16, 2017, whichever comes first. Expense reports submitted after June 16, 2017 will not be processed for payment (see notes below). 

To receive your reimbursement of expenses you must submit the following to 104 North Hall:

  • E-Reimbursement report
  • Receipts and supporting documentation
  • Verification of your conference participation
  • Copy of your award letter

In addition to the list above the following must be done if your activity is occurring after June 16th:

  • By May 15th, write an email to Associate Vice Chancellor Wes Chapin,, explaining why the expenses that cannot be paid until after June 16th (e.g. the conference dates are June 22-25).
  • Submit your first e-reimbursement report including pre-paid expenses as soon as they occur.  Examples include:
    • Airfare
    • Hotel
    • Conference registration
  • Submit your second expense report immediately upon the conclusion of travel.
Cancellation and/or grant is no longer needed

If your plans change and you are unable to use the grant monies, or if you only use some of the monies, be sure to both notify Wes Chapin and email as soon as you become aware. At that time the monies will be reallocated to other faculty and/or staff. Any unused portion of this allotment will be returned to the Professional Development Account. If you have any questions, contact Wes Chapin or email   

Guidelines & Forms - PDF Format

Request for Transfer Form

Travel Guidelines/Expenses/Cancellation - Fiscal Year 2017

WIS Fall 2012 kmh 97WIS Fall 2012 kmh 97

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Faculty and Academic Staff Development
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104 North Hall