TRAVEL LOG INSTRUCTIONS

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2 TRAVEL LOG INSTRUCTIONS Date of Trip Depart Time Return Time Traveled From Traveled To Meals Miscellaneous Event or Student Claimant Addresses Date CampusID SSN Phone Numbers Office Use Only Enter the date or dates of your travel. All travel dates listed on the travel log need to be within 45 days of the date the travel log is submitted for reimbursement to allow time for processing. IRS Publication 463 Section 6 requires that reimbursement requests occur in a "reasonable period of time" which means they need to have the paperwork submitted within 60 days of the first date of travel. Enter the time you left your place of origin Enter the time that you returned to your point of origin Enter your place of origin Enter your place of destination MEAL GUIDELINES (claims should be reasonable and necessary) BREAKFAST LUNCH DINNER Must leave place of origin BEFORE 6:00 am Must leave place of origin BEFORE 10:30am & return AFTER 2:30pm Must return to origin or final destination AFTER 7:00pm Attach receipt Attach receipt Attach receipt Maximum allowance of $8.00 per meal Maximum allowance of $10.00 per meal Maximum Allowance of $20.00 per meal Alcoholic drinks are not Alcoholic drinks are not Alcoholic drinks are not It is preferred that UWP staff reserve a campus vehicle whenever possible MISCELLANEOUS EXPENSES GUIDELINES Fleet Car Mileage Lodging Tolls Mileage should be UWP employees should determined by acquire the State MapQuest or your employee rate of no odometer reading more than $70.00 per (indicate route) night I-Pass receipts can be printed off of the State Tollway website Attach Attach MapQuest Attach receipt from Attach non-i-pass reservation slip lodging site receipts NOTE: Non-exempt individuals whose travel logs have fewer than 100 miles will yield a higher mileage rate. Enter the event name or student teacher's name(s). For an event, please attach documentation pertaining to this event such as: a brochure, receipt, agenda, etc. Sign on the signature line and print name below. Enter home and office addresses. If you do not have a Platteville address, please include your city and zip code. Enter the date you submit the travel log If you are a UWP employee, Financial Services needs your 8 digit campus ID NUMBER rather than your social security number. If you are a non-uwp employee, Financial Services needs your social security number. Enter phone numbers here You do not enter anything here. Clinical Experiences staff use only.

3 Reasonable and necessary UW System Travel Regulations MEALS Claims for meals shall represent actual, reasonable and necessary expenses. PRIVATELY OWNED VEHICLES The employee shall be reimbursed for mileage from home to the work site or the assigned headquarters to the work site, whichever is less. Examples of claims that may be considered unreasonable or unnecessary: - Claiming a meal at the beginning or end of the travel time or before or after a short distance of travel. For example, the traveler begins traveling before 10:30am, spends until 1:45pm at the school, stops for a 30 minute lunch, then has a short 15 minute commute to the final destination (home, office, UWP, etc.) extending the travel time to the 2:30pm minimum. It is reasonable to assume that this traveler would be to the final destination by 2:00pm and could have made the short commute home. - Claiming a meal for a typical visit to a school only a short distance from the location of origin. For example, a traveler leaves Platteville to visit a student at one of the area schools (ex. Belmont, Cuba City, Darlington, Dodgeville, Lancaster, Mineral Point, Southwestern, etc.). It is reasonable to assume that with a typical one hour observation, approximately minute post observation conference with the student teacher and/or cooperating teacher, and a roundtrip commute of about an hour that this visit would require less than three hours of time making a meal unnecessary. In situations requiring a supervisor to spend additional time observing, the supervisor should inform the Clinical Experiences office of his/her concerns regarding the student s progress. It is reasonable to assume that the supervisor may need to extend the visit and incur a lunch expense. - Claiming mileage from UW-Platteville when the destination is closer to the traveler s home or vice versa. For example, the traveler is a professor at the university but lives in Dodgeville and the school to be visited is in the Dodgeville school district. It is reasonable to assume that a commute from Platteville is not required for the visit since the traveler would normally be making this commute to work. In most cases, a supervisor is assigned to locations that reduce travel time and expenses. Another example of this would be a traveler who is a professor at the university but lives in Dodgeville and the school to be visited is in Mineral Point. It is reasonable to assume that this traveler would already be passing through the Mineral Point area on his/her daily commute to work, therefore, not requiring any travel other than that off the normal path of travel. If not, it is reasonable to assume that the point of origin should be Dodgeville as it is the closer of the two locations to Mineral Point. A complete list of UW System Travel Regulations can be found at The following vehicle and meal expense guidelines listed include those that pertain most to supervisor travel needs.

4 PRIVATELY OWNED VEHICLES A. The allowable reimbursement for the use of a privately owned vehicle shall not exceed the lowest cost of the most practical means of public transportation between such locations. A cost comparison between driving and the most practical means of public transportation should be provided. Mileage Reimbursement Rates: Standard Rate (Fleet vehicle not available or required to be used): Automobiles 51 Turndown Rate (Fleet vehicle available and could be used): Vehicles 35.2 B. Employees shall be reimbursed at the rate of 51 per mile for use of a personal vehicle if there is no access to a fleet vehicle in the headquarters city. For University employees who have access to a fleet vehicle in the headquarters city, employees shall be reimbursed at the rate of 51 per mile if the accumulated round trip mileage is less than 100 miles. If the round trip mileage claim is 100 miles or greater, a fleet non-availability certification form must be provided to claim the standard rate. The reimbursement limit for claims not in compliance is limited to the turndown rate of 35.2 per mile. C. The certification of nonavailability should include the driver's name, the date of the request, the date(s) for which a fleet vehicle is requested and a signature of a fleet office employee or institutional travel manager. D. A fleet car shall not be requested and nonavailability certification issued if the employee intends to combine personal business with UW business which will result in additional days in travel status or additional nonbusiness mileage. Employees who are denied use of a fleet vehicle because of a poor driving record must also not be issued nonavailability certification. In these cases, the turndown mileage reimbursement rate shall be used for reimbursement. Requests for exemption from the "certification of nonavailability" requirement for medical reasons may be approved by the institution controller each fiscal year and a list of those approved and reason for approval kept on file at the institution. E. If the employee chooses to use a privately owned vehicle when a fleet vehicle is available and the roundtrip mileage exceeds the applicable breakeven point, mileage reimbursement shall be at the turndown rate. F. Charges for repairs, tow service, locksmith services, jump starts, lubrication, traffic citations, parking tickets, etc., are the employee's responsibility and are not. G. The daily starting point and destination should be stated on the TER. An explanation must be provided for mileage in excess of normal map mileage. Refer to Mapquest or Google Maps for calculating time and distance between cities. H. Parking charges incurred at the employee's permanent work site are not. Other parking charges, tolls, etc., incurred while on authorized official business are. Receipts are required for claims in excess of $25.00.

5 I. When a supervisor determines that an employee's vehicle is required for travel to a work site other than the permanent work site, the employee shall be reimbursed for mileage from home to the work site or the assigned headquarters to the work site, whichever is less. J. When the supervisor determines that an employee's vehicle is not required for travel to a work site removed from the assigned headquarters, the employee shall be reimbursed for mileage from the employee's home to an approved pickup point which is in excess of the mileage from the employee's home to the assigned headquarters. However, mileage between work sites is. K. Mileage between the employee's residence and assigned headquarters is not except on days when the employee also uses the automobile for transportation between a commercial transportation terminal (air, train, bus) and the office for an official trip, and provided the mileage cost is less than taxi fare between office and the terminal, including allowable tip. L. When management determines that an employee's vehicle is required for travel to a work site removed from the assigned headquarters, the employee shall be reimbursed for mileage from home to the work site, or from the assigned headquarters to the work site, whichever is closer. MEALS A. Claims for meals shall represent actual, reasonable and necessary expenses. Tips are limited to 15%. Maximum amounts permitted, including tax and tip, are as follows: Effective Breakfast Lunch 7/1/13 $8.00 $10.00 B. Reimbursement for meals for employees who are on a day-shift (7:45 a.m. to 4:30 p.m.) will be allowed only on the following conditions: 1. Breakfast, provided the employee leaves home before 6:00 a.m. 2. Lunch, provided the employee leaves his/her headquarters before 10:30 a.m. and returns after 2:30 p.m. 3. Dinner, provided the employee returns from travel status after 7:00 p.m. or departs his/her headquarters for overnight travel before 6:00 p.m. C. Meal claims must be structured on a "per meal" basis for the actual amount spent. Meal claims in excess of the maximums may be reimbursed if supported by a receipt and a written explanation of the reasonableness of the expense under the particular circumstances. Itemized slips from Travel Card/Credit Cards are acceptable receipts. To be considered reasonable, a cost must generally be incurred outside the control of the individual. Generally, if the employee has a choice in the selection of the restaurant or the menu items, s/he is expected to stay within the maximums. D. Where a consistent pattern of meal claims at the maximum is noted, the supervisor may require the employee to submit itemized receipts in the future to document the amount claimed. E. Expenditures for alcoholic beverages are not. F. Reimbursement for the cost of meals in connection with same day travel (no overnight lodging involved) are generally considered taxable income to the employee.