UWSP Payment Services

Documentation Guidelines for SGA Accounts

UW Stevens Point
Documentation Guidelines for SGA Accounts

Supplies & Miscellaneous Purchases:

 An original receipt is necessary for reimbursement of your expense.  We cannot reimburse from a duplicate or copy of your receipt. 

 A good receipt contains the name of the business, the date of purchase, an itemization of the purchased merchandise and the total cost.

 The following are NOT receipts:

•  Credit card statement

•  Charge card receipt

•   A duplicate check copy

Travel:

Travel as defined by the State of Wisconsin Department of Administration includes airfare, lodging, car rentals, registrations and meals. Reimbursement for these expenses must be submitted on a Travel Expense Report.

 Airfare:

Documentation required:

• Travel itinerary showing name of ticketed passenger, destination, dates of travel, cost of ticket and payment method. 

• Following travel, the passenger receipt and/or boarding passes must be turned in to Payment Services or attached to the Expense Report for that trip

• Provide an explanation for travel including name of event, dates, location. Attach a program, agenda, itinerary or brochure when available.

Lodging:

Hotel/motel room expense at the maximum rate allowed based on state and city of travel. Room tax for lodging outside Wisconsin is a reimbursable expense.   Tax exemption varies state-by-state.  Contact Jean Sukow for further information.

 Documentation required:

• When reimbursing a deposit for lodging, provide a confirmation of the reservation from hotel showing the amount that was paid.

• Following travel, provide the original hotel invoice showing name of person renting the room, dates of stay, daily room rate and all other charges billed to the room(s).

• List of names of those other people staying in the room(s)

• Explain reason for travel including name of event, dates, location. Attach a program, agenda, itinerary or brochure when available.

 Car Rentals:

Payment for rental of cars from either the UW contract vendors (“Enterprise” for rentals originating in Wisconsin and “National” worldwide). Students are not required to abide by the mandatory contract; however collision and liability insurance MUST BE purchased when not renting from the contract vendors.

 Documentation required:

• Rental contract (provided when car is picked up)

• Final receipt showing itemized charges and total paid

• List of name(s) of people traveling in the vehicle(s

• Explain reason for travel including name of event, dates, location. Attach a program, agenda, itinerary or brochure when available.

 Registrations:

Payment for registrations to attend conferences, seminars, workshops, training, etc. as permitted by Travel Regulations

Documentation required:

• Original or copy of the completed registration form that details the activities included in the cost of registration.

• Copy of the page(s) from the registration document or preliminary program showing the name of the event, dates and location

• Receipt from the event showing receipt of the payment.  This receipt should include the name of the person, amount paid and name of the event. 

Meals:

Documentation required:

• No receipt is required for meals purchased by the claimant when the meal is for the claimant.

• An itemized receipt is required when meals are purchased for other than the claimant.

• Alcoholic beverages are not reimbursable

• Provide names of those people receiving the meals.

• Provide a brochure, agenda, itinerary or program that explains the reason for travel and the necessity for purchasing the meals.

 ***

 Payment Orders and Payments to Individuals (PIR)

 Payment Order Documentation:        

                        Original Receipt

• If food is purchased, provide documentation of the event (Student MOD or an agenda AND a list of participants)

  Payment To Individual (PIR)

• If you are paying a speaker for a conference, banquet, etc., provide documentation of the event.  This could be a Student MOD announcement, a flyer, poster, brochure, etc.