Travel Reimbursement

IMPORTANT!  Familiarize yourself with Travel Regulations prior to making any travel arrangements for which you expect reimbursement. The information provided below is a thumbnail version of these regulations; more detailed information is available on UW System Travel Regulations page.

Expense Module

The Expense Module  is the web-based system used to reimburse UW – Stout employees and  non-employees for expenses incurred while traveling or conducting business for  the University.  All approvals take place in the Expense Module.

How To's for Travelers

Additional Resources for Travelers/Approvers:

General Rules


  • Must be originals
  • Must be itemized on TER form
  • Other expenses over $25 paid personally by the employee must show proof of personal payment. For miscellaneous expenses:
      • Okay if receipt shows payment was made by a credit card other than US Visa
      • If no receipt, you must include a copy of credit card statement with charge checked or circled
  • If payment was made in cash, the recipient (not the employee) must:
      • Acknowledge the form of payment was cash on the original receipt
      • Date and sign the receipt

Airfare and Baggage

Airfare can be reimbursed prior to travel by submitting a TER with proof of payment.

Along with the general rules governing receipts, include the following:
  • E-ticket and itinerary must be submitted to obtain reimbursement
  • Even if the airfare has been prepaid, the itinerary must also be submitted with final TER when travel has been completed
  • Baggage receipt for first checked bag
    • Additional bags are not reimbursable unless justifiable for business
    • If actual baggage receipt can't be submitted, the credit card transaction showing dates matching the travel dates for the charge will be acceptable
  • Flying from an airport other than Eau Claire or Minneapolis-St.Paul (MSP)

Airport Shuttle

Receipt must be provided for each leg of the trip.

Car Rental

The following must be included:

  • Itemized car rental receipt showing final payment
  • Itemized gas receipts - gas cannot be reimbursed without an itemized receipt showing number of gallons and price per gallon
  • Traveler may be required to justify rental car. It must abide by the UW System regulation stating " is the most cost-efficient means of transportation..."



The following apply:

  • Receipt must be itemized showing dates, base rate and number of people
    • Credit card slip showing only total charge is not acceptable.
  • UW-Stout is exempt from sales taxes on lodging in-state so every effort should be made to make sure tax is not charged. All travelers need to present the tax exempt wallet card when checking into the hotel.
  • Miscellaneous charges for room-service, movies, etc. are not reimbursable and should not be included in the per night rate.
  • When booking hotel online, make sure you understand the cancellation policy. Many hotels charge your credit card up front and are non-refundable, non-transferable and non-changeable.



  • Parking over $25 requires a receipt.
  • Eau Claire airport is limited to $5/day
  • Airport Shuttle Service parking is free

NOTE: Department has the right to require receipts for parking regardless of the amount

Taxi Fares

  • If the round trip fare is over $25 a receipt is required
    • To/from hotel/airport is considered round trip
  • The starting point, destination and purpose must be documented
  • Taxi cost to/from meal is not reimbursable
  • Taxi tip is limited to 15%