Travel Policy
Policy Links
SYS | Policy | Former Policy Number | Last Revised Date | Under Revision |
405 | Travel and Expense – General Travel & Expense Policy | 1200 (ANS) | June 9, 2020 | |
410 | Purchase & Payment of Business Air Travel | 1201 (ANS) | June 4, 2020 | |
415 | Purchase & Payment of Lodging | 1202 (ANS) | June 9, 2020 | |
420 | Travel & Expense – Meal and Incidental Expense (M&IE) Per Diem Allowance Reimbursements | 1203 (ANS) | June 9, 2020 | |
425 | Use of Personal Vehicles, Rental Cars and Fleet for Business Transportation | 1204 (ANS) | June 9, 2020 | |
430 | Travel & Expense – Purchase & Payment Miscellaneous Travel Expenses | 1205 (ANS) | August 20, 2015 | |
435 | Headquarter City & UW System Sponsored Events Policy | - |
Reimbursement
Travel Expense Reports (TER) Guidance
SFS Availability
Upcoming Scheduled SFS Outages and Refreshes
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SFS Unavailable
October 18 @ 5:00 pm - October 20 @ 5:00 pm
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Monthly Migration to Production
October 22 @ 4:30 pm - 6:00 pm
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SFTRAIN Unavailable
November 13 - November 14
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SFTRAIN Unavailable
November 18 - November 19
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Monthly Migration to Production
November 19 @ 4:30 pm - 6:00 pm
ShopUW+ will be available during SFS outages though Requisition, Purchase Order and Invoice workflow will pause at any SFS integrations. New Requisitions will need to wait for the outage to complete before they can be approved and/or sent to the supplier.
Below is an example of a Workflow Stop during an SFS outage:
Submitted
Assign Madison PO Number - completed
Create Suppler Documents - completed
Send PO to Suppler - completed
Workflow Stop for SFS Outage - active
Batch PO Export - future
Finish - future
The Workflow Stop will go to the next step in workflow when the outage is complete.
Support hours for SFS and WISDM are between 7:45am to 4:30pm, Monday through Friday. During these times, questions can be directed to UWSA Problem Solvers.
Both SFS and WISER are generally available for use outside the supported hours, but users should be aware that many processing activities take place overnight and response times may vary significantly. Additionally, depending on the time entered, transactions entered overnight may not be processed in that evening’s batch or available in WISER the follow day. The timing associated with entering and processing information has significant impacts on the visibility of data in SFS and WISER.
Please note that Sunday mornings between
5am until noon, Central Time
are reserved for technical system maintenance for both SFS systems and support systems (e.g. WISER). If you are unable to access the system during this time, please try again later in the day.
DoIT Outages Page
Real time outage information for SFS and other systems.
SFS - Travel and Expense Guides
The Travel and Expense module is available to institutions using the E-Reimbursement module (e-Re).
Documentation for the Traveler
Expense Report Statuses: |
||
Status | Description | |
Approved for Payment (APY) | All approvals are done. Waiting for payment processing. | |
Closed (CLS) | Paid and closed. | |
Denied (DEN) | An approver has denied this expense report. | |
On Hold (HLD, HDA, HDU) | An approver has put this expense report on hold. | |
Approvals in Process (PAR) | Pending approvals. | |
Paid (PD) | Payment has been made. Not closed yet. | |
Pending (PND) | The traveler or alternate has created the report but not submitted it yet, or it was sent back for revision. | |
Staged (STG) | Approved and waiting for the pay cycle to process. | |
Submitted for Approval (SUB) | Waiting for an approver. |
Documentation for the Approver
Documentation for Central Processing Staff
Non-Employee Set Up
Security Role Request
Cash Advance Reconciliation
Miscellaneous Central Processing Notes
Training Videos for Travel and Expense
Logins
Central Audit Processing Status
As of : Sept 25, 2024
Total TER in Approval Queue : 416 (Excluding UW Madison)
% of reports :
Under 5 days – 75%
Over 5 days – 23%
Over 10 days – 2%
Over 15 days – 0%
Questions: serviceoperations@uwss.wisconsin.edu
Updated: 10/02/2024
Policy Updates
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