Procedure # 3017.2
Rev:
Effective Date: 07/01/2020
Related Policy: UW-3017 Lodging
Functional Owner: Accounting Services, Division of Business Services
Contact: Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions. Divisional Business Offices may contact uwtravel@bussvc.wisc.edu with questions.
Contents
I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions
I. Procedure Statement
s.
II. Who is Affected by This Procedure
.
III. Procedure
- Access the Lodging and Per Diem Calculator in SFS.
- Select whether or not the trip is for a single day using the “One Day Trip” button.
- Select the proper location in the “Location Code” field. Use the spyglass to see search options.
- Enter the departure and return dates in the “From” and “To” fields.
- Use the plus and minus signs to add or remove destinations. Note: for multi-destination trips, the proper location for a particular day is where the traveler slept that night except on the last day (the proper location on the last day of the trip is where the traveler departed from on that day).
- Fill Grid – use this button to refresh amounts after changes to dates or locations are made.
- Start Over – reset all search results.
- First/Last Day and Provided Meals – use the Yes/No buttons to mark the first and last day of travel (“yes” by default) and provided meals. Meal totals update automatically.
- Use the button in the corner of the details box (a boxed “x” with a down arrow) to export the report to excel.
IV. Contact Roles and Responsibilities
- Traveler/Travel Arrangers: responsible for reviewing allowable maximums before making lodging arrangements.
- Approvers/Auditors: responsible for ensuring lodging and meal and incidental expenses are claimed for the proper dates and locations.
Definitions
A. Lodging & Per Diem Calculator: .
B. Maximum nightly lodging limit: .
C. Meal and Incidental Expenses (M&IE):
VI. Related References
VII. Revisions
Procedure Number: 3017.2
Date Approved: May 8, 2017
Revision Dates:
07/01/2020
01/19/21 – Updated Procedure Number to 3017.2 from 312.2