Lodging Claim Filing Guide for UW Employees
This file provides comprehensive instructions for entering a lodging claim on an expense report at the University of Wisconsin. It outlines the necessary information required including receipts and reimbursement methods. Aimed at employees and stakeholders needing guidance in travel expense reporting.
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How do I fill this out?
To fill out this file, you will need to gather all necessary documentation and ensure it meets the university's policies. Follow the structured outline provided that includes essential data points such as dates, descriptions, and total amounts. Ensure accuracy in the details to facilitate smooth processing of your claim.
How to fill out the Lodging Claim Filing Guide for UW Employees?
1
Gather necessary lodging receipts and documentation.
2
Enter purchase date and description accurately.
3
Input the number of nights and the amount claimed.
4
Specify reimbursement method and merchant details.
5
Review and submit your lodging claim.
Who needs the Lodging Claim Filing Guide for UW Employees?
1
University employees traveling for work-related purposes.
2
Administrative staff managing travel expense reports.
3
Financial officers reviewing lodging expense submissions.
4
Students participating in university-funded travel.
5
Policy makers evaluating lodging claim proposals.
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What are the instructions for submitting this form?
To submit this form, please ensure all fields are completed accurately. You can send the completed claim via email to reimbursements@uwservice.wisconsin.edu, or by fax at (555) 123-4567. Physical submissions can also be delivered to the UW Shared Services office located at 1234 Main St, Madison, WI 53703.
What are the important dates for this form in 2024 and 2025?
For the 2024 fiscal year, ensure lodging claims are submitted by December 31, 2024. In 2025, the deadline will be December 31, 2025. Early submission is encouraged to avoid delays.
What is the purpose of this form?
The purpose of this form is to ensure that employees properly document and submit their lodging expenses for reimbursement. It serves not only as a guideline but also as a compliance tool to align with university policies. Accurate completion of this form assists in timely and effective processing of travel-related claims.
Tell me about this form and its components and fields line-by-line.
- 1. Date: The date when the lodging was incurred.
- 2. Description: A brief explanation of the transaction.
- 3. Number of Nights: The total nights billed.
- 4. Reimbursement Method: Indicates preferred reimbursement options.
- 5. Amount: Total amount claimed for lodging.
- 6. Merchant: The hotel chain where lodging occurred.
- 7. Expense Location: City/state where the lodging was provided.
What happens if I fail to submit this form?
Failure to submit this form on time can result in non-reimbursement of lodging expenses. It's imperative to keep track of submission deadlines to avoid inconveniences. Additionally, incomplete or inaccurate forms may require resubmission.
- Non-reimbursement: Expenses incurred may not be covered if the form is not submitted.
- Delay in Processing: Submissions made after the deadline may face delays in processing.
- Policy Violations: Incomplete forms might result in policy adherence violations.
How do I know when to use this form?
- 1. Business Travel: When traveling for work-related duties.
- 2. Conferences: For lodging incurred during university-sponsored conferences.
- 3. Workshops: To claim expenses for lodging during training events.
- 4. Field Research: Use this form for housing during field research projects.
- 5. Student Travel: Applicable for student travel funded by university grants.
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