February 29, 2008
Because of the current State financial condition which projects a $655
million deficit for the 2007-09 biennium, the Governor is imposing
restrictions on out of state travel effective immediately. Until
further notice,
all out of state travel must be pre-approved by the Provost in Academic
Affairs or the Vice Chancellor in Student Affairs or Business Affairs,
for personnel in those respective Divisions.
This requirement applies to any out of state travel that has not yet
taken place, including events where registrations and airline
commitments have already been made. Restrictions apply regardless
of the funding source .
Pre-approval is also required for Fleet Vehicle use for out of state
travel.
Out of State Travel that may be considered:
- Program/Host Committee Members (persons with official duties)
- Conference Presenters
- Fulfillment of Grant or Contract travel (travel in grant budgets
for appropriation 133, appropriation 144, and UPDC grants)
- Presentation of Academic Research
- Athletic team travel
- Essential Student Activities- Travel required for a class
(special course fee accounts)
- Travel Reimbursed by an Outside
- Professional Organization
- Travel to Chicago and Minneapolis
- Training Needed to Fulfill Job
- Responsibilities Not Offered within the State
- Travel
for admissions recruitment and coop teacher supervision
- Student Government approved and funded travel (DeptID’s
102601-102799, 103400-103444)
- Travel for candidate interviews
The following factors will be considered in determining whether
out-of-state travel in the above categories should be authorized:
- Is the travel essential and necessary for the employee to
perform his/her duties?
- Is the travel directly related to the primary missions of
teaching, research and public service?
- Could the trip be postponed or canceled?
- What is the fiscal consequence of postponing or canceling the
trip?
- Could the business be accomplished through other means
(teleconference, videoconference, etc.)?
- Are there alternative sites closer to the institution where the
business could be conducted that would result in lower travel costs?
- In the case of travel to a conference/seminar, is it necessary
for more than one employee from a division or institution to attend?
Could the information, instead, be shared to attend?
Format for approval:
Traveler:
-
Traveler completes the
Out of State Travel Pre-Approval Form (attached) with the
required information.
-
Traveler forwards the form via e-mail to their department chair or
supervisor.
Chair/Supervisor:
-
The chair/supervisor forwards the e-mail from the traveler to the
Provost in Academic Affairs or the Vice Chancellor in Student
Affairs or Business Affairs, depending on your respective Division.
-
In the body of the e-mail, the chair/supervisor should indicate
their recommendation for approval or denial of the travel request.
(See factors to be considered above.)
Provost, Vice
Chancellor of Student Affairs, Vice Chancellor of Business Affairs:
-
Approve or deny the request.
-
Return form to the employee traveler.
-
Copy Travel Administration at
travelad@uwsp.edu with the form (both approved and denied)
-
Copy Joe Hencik at
jhencik@uwsp.edu with the form (both approved and denied) if a
fleet vehicle is requested.
The traveler will need to keep a copy
for themselves and attach a copy of the approval to each travel
reimbursement request (either for a TER, an out of state travel
prepayment request or vehicle reservation)
Directions for
Out of State Travel Pre-Approval Form: See the excel worksheet
bottom tab labeled, “Form Instructions" on the Excel spreadsheet
attached. Please read the directions before filling out the form. For
e-mail submissions, note the approval or denial of travel in the body of
the e-mail that contains the forwarded form. The approval form is on
sheet one. The ‘Letter’ tab contains the same information as shown
above.
Directions for Out of State travel that has not yet occurred but
for which expenses have been incurred:
Out of State travel expenses that have already been paid, but the travel
has not yet occurred, must also be submitted for approval. The traveler
will need to complete and submit the
Out of State Travel Pre-Approval Form. If expenses have already
been incurred, but travel is not approved, travelers may be eligible for
some reimbursement. Fill out a Travel Expense Report (TER) with the
cancellation penalty information, attach the denied
Out of State Travel Pre-Approval Form, and have your supervisor sign
the TER. Send the TER, the Out of State Travel Pre-Approval Form and
all supporting documentation to Payment Services.
Contacts for questions:
On travel claims: Jean Sukow, ext 2255
jsukow@uwsp.edu
On the travel restrictions policy: Terri Chang, ext 4692
tchang@uwsp.edu
