UW employees who do not have an UW individual corporate travel card or are traveling to remote locations where a charge card may not be accepted may request a per diem advance before the trip to defray necessary reimbursable travel costs.  An advance may not be used to purchase:

•  airfare
•  expenses in connection with the use of a personal car
•  expenses for others

Requirements

• requestor must be UW employee with no outstanding advance(s)
• amount of advance is based on allowable per diem rates of location and period of travel (cannot exceed 90 days)
• request must be at least $300

Procedure

• create an Expense Report  (ER) for each per diem advance request in eTravel using allowable per diem rates for period/location of travel. Must be submitted and approved 3-5 business days before trip occurs.

* For full amount choose both per diem advance requested meals and per diem advance requested lodging.

• reconcile the advance in eTravel 10 days from date of return ( create new ER) and add a comment to reconciled ER in Ariba listing requested ER number. Budget on reconciled ER must match budget on requested ER.

Default on Repayment

Unpaid amount shall become immediately due and payable with interest of 10% annum from date of default until paid.  See IRS regulations.

*pick up is not available for travel checks