Upcoming Events
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Expenses, Travel, Credit Cards Open House
July 9 @ 11:00 am - 12:00 pm
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Expenses, Travel, Credit Cards Open House
July 16 @ 9:00 am - 10:00 am
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Expenses, Travel, Credit Cards Open House
July 24 @ 9:00 am - 10:00 am
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Expenses, Travel, Credit Cards Open House
July 31 @ 3:00 pm - 4:00 pm
Types of Travel
Get more information about travel procedures, and find quick job aids based on the type of travel you are booking.
Announcements
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July 2, 2025
Additional Travel Authorization Guidance for Frequently Asked Questions
UW Parkside Additional Travel Authorization Guidance for Frequently Asked Questions Effective July 1, 2025, all university-related travel must comply with travel authorization requirements. Spend Authorizations are Required for All […]
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July 1, 2025
University of Wisconsin – Parkside Travel Authorization Procedure
Subject: New Travel Authorization Procedure for FY26 Sent: Friday June 20, 2025 From: Meredith Maseman, MBA, MPAcc, UW Parkside Controller To: All University Staff and Faculty, As we prepare for […]
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June 24, 2025
New Universities of Wisconsin Travel and Expense Policy is Approved and Published
The new policy SYS 405, Universities of Wisconsin Travel and Expense Policy, has been approved and published. You may view the updated policy at the following link: SYS 405 (new): https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/universities-of-wisconsin-travel-and-expense-policy/ On the effective date of July 1, the […]
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June 3, 2025
Hertz Contract Update
As of May 2025 there is a new Hertz contract in place. The contract code did not change, however the rates have been adjusted to meet market standards. As a […]
UW - Parkside Frequently Asked Questions
Your airfare may be paid through your department, through a professional development grant, through grant funding, from the foundation, etc., or you may need to split your airfare between multiple funding strings.
If you intend to only be purchasing travel related expenses, you should obtain a Corporate Travel card. If you do purchasing for your department, you should obtain a Purchasing Card (Pcard)
If it’s mixed, and you do travel arrangements for others, you can use a Pcard. The Pcard limitations for travel are as follows:
- Cannot be used for day trip parking
- Cannot be used for any alcohol or individual meals
- Cannot be used for insurance (i.e. CISI)
Travel Card transactions payments must be paid by the employee through an e-reimbursement or by setting up an account with access online.
Read more by visiting Payment Methods
All expense reimbursements must be submitted within 90 days of:
- the end of the trip for travel -related expense reimbursements.
- the date of the purchase for non-travel-related expense reimbursements.
Cash Advance expense reimbursement reports must be submitted within 30 days of the end of the trip.
Please note that failure to submit your expense report within the timeframe requires an exception request form.
Expense reimbursements not in compliance with the above timelines
- may not be reimbursed or
- will be reported as taxable income for the individual reimbursed.
Please note: The Expense Exception form is only accessed via Business Services staff. Please email amahn@uwsa.edu to request a form.
The ghost card is a card product managed by UW Parkside Business Services that is automatically used when airfare is booked in Concur or with a designated agent. Use of this card is required for all airfare purchases. Please note that Business Services staff may contact you regarding your funding string for airfare.
PLEASE NOTE: Expense reports cannot be submitted in SFS any longer. SFS will remain available for historical information until March 2026.
Travel Expense Reports (TER) Guidance
SFS Availability
Upcoming Scheduled SFS Outages and Refreshes
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SFS Weblogic/Java Patching
July 17 @ 5:00 pm - 7:00 pm
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SFQA Unavailable
August 14
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SFTRAIN Unavailable
August 15
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SFS Weblogic/Java Patching
October 23 @ 5:00 pm - 7:00 pm
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SFQA Unavailable
October 28
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: |
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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 : June 11, 2025
Under 5 days – 76%
Over 5 days – 23%
Over 10 days – 1%
Over 15 days – 0%
Questions: serviceoperations@uwss.wisconsin.edu
Updated: 06/23/2025