Photo by Madelon Van der kerk

WEC Travel Notes


Prior to the trip, the following information is required to assign a UF Identification Number used to process travel requests. Please provide this information to the WEC host assisting you or the WEC office manager, Caprice McRae.

Full Name of Traveler (including middle name)
Home Address
Email Address
Date of Birth
Last 4 digits of Social Security Number

Helpful information to consider when making travel arrangements and preparing for reimbursement of expenses:

MEALS:
You will receive a meal allowance for meals that are not provided. Eligibility for breakfast the first day and dinner the last night of your trip are based on the time you leave and return to your headquarters. The meal allowance is $6 for breakfast, $11 for lunch and $19 for dinner. Receipts are not required. Indicate the meals to be reimbursed on the Travel Expense Report (TER).

LODGING:
Submit an itemized receipt. You will be responsible for paying additional expenses incurred during your stay, for example, movies, telephone, internet connections, safe, room service, etc. When possible, please request an invoice separate from the cost of your room. The room receipt must be turned in with your TER.

AIRFARE:
UF only reimburses for economy class and does not reimburse for Travel Insurance. Submit a copy of your travel itinerary and paid receipt with your TER. You must have a receipt to be reimbursed for baggage fees and airfare.

AVIS or ENTERPRISE CAR RENTAL:
If you need to rent vehicle from AVIS, and time allows, we can provide an ACTO form to present at the AVIS counter. The use of an ACTO allows for the State of Florida contract rate to be used for your rental. Alert your WEC contact of your need for the AVIS rental, we will express mail the ACTO to you. Otherwise, make your rental arrangements directly. Submit a copy of your paid receipt with your TER. A justification will be required if a vehicle other than a subcompact or compact is rented. The University does not cover additional insurance costs purchased at the time of the rental. If using a vendor other than AVIS or Enterprise, please explain why this vendor was used.

MILEAGE:
Mileage is reimbursed at 44.5 cents/mile. Indicate your roundtrip miles on your TER.

FUEL:
Receipts for fuel costs must be included with your TER to be reimbursed for these costs. Fuel cannot be reimbursed without a receipt.

NOTE: You may request mileage or fuel costs but not both.

INCIDENTAL EXPENSES:
It is recommended that you obtain receipts for any incidental expenses, such as tolls, parking, taxi, etc. However, refer to the UF Traveler's Guide for a list of expenditures where receipts are required. When in doubt, get a receipt.

WEC TRAVEL EXPENSE REPORT

To be reimbursed for travel expenses, please complete the following form: http://www.wec.ufl.edu/resources/travel/Travel Expense Report 1.2.pdf

All costs associated with the UF official business portion of your trip must be included when submitting your TER regardless of how the expense was paid. For example, lodging paid with the University of Florida Visa must be included with your TER.

List all expenses in the appropriate column for either “Paid with P-card” or “Paid by Traveler.”

Complete the TER and sign above “employee signature.”

Submit your completed TER with associated receipts to:

Caprice McRae
UF-WEC
PO Box 110430
Gainesville, FL 32611-0430

After your reimbursement request has been received and entered in the UF travel system, you will receive an email with the TER signature page as an attachment. You will be requested to print, review, sign, and return the signature page. The page may be faxed, scanned or mailed to the above address. Once it is received, payment of your reimbursement will be initiated. A check for your expenses will be mailed to your home.

If you have questions regarding your reimbursement, please call Caprice at (352) 846-0578 or email mcraec@ufl.edu.