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Reimbursement for Seminar Expenses

Postdoctoral Seminar Presenters

The Women & Science Program will provide reimbursement from the NSF ADVANCE grant for the following travel expenses:

  • UW System Travel Regulations apply to all hotel stays, including state rates and tax exempt status. The Women & Science Program will provide the necessary tax exempt paperwork, assist in arranging the state rate for you, and may be able to set up direct billing for your lodging, depending on the hotel's policy. Please contact if your campus visit requires an overnight stay.
  •  Meals for participants are covered by the Women & Science Program at the following state rates: Breakfast = $8.00, Lunch = $10.00, Dinner = $20.00. Please save all meal receipts from your trip to include with your travel expense report TER form.
  •  If you are driving a personal vehicle, please submit your mileage on the TER form. Personal vehicle mileage is reimbursed at $0.51 per mile. 
  • If you are traveling by airplane or bus, please book your travel arrangements through the UW TravelWIse Portal If you need any assistance making your travel arrangements, please contact Save and submit all travel receipts for reimbursement with your TER form.
  •  If you are traveling from Madison and do not have a personal vehicle you may apply to use a fleet vehicle.  Please see UW Madison’s web page for more information
  •  If your trip requires a rental vehicle, please contact We will assist you with selecting a local car rental agency that accepts the UW System tax exempt certificate and offers economy car rates.
  • TER Form available here

Please save all hotel, meal, mileage, and travel receipts to submit with your TER to the following address: 

Women & Science Program
UW Oshkosh
800 Algoma Blvd
Oshkosh, WI 54901

If you have any further questions regarding the UW System travel guidelines, please refer to the UW System Travel Policy page

Host Campus/Departments

The Women & Science Program will provide reimbursement for the following expenses:

  • Personal vehicle mileage to transport seminar presenter (to and from airport or bus station, to and from hotel, out for a meal).
  • One of the following meal options at state rate (Breakfast = $8.00, Lunch = $10.00, Dinner = $20.00):
  1. Lunch for two faculty hosts with the seminar presenter
  2. Dinner for one faculty host with seminar presenter
  3. Up to $30 for a “meet and greet” pizza party (or other campus approved vendor) for students, faculty, and seminar presenter. You will be required to submit a sign in sheet for attendees, which includes their name and if they are a student/faculty/staff, along with your meal receipts for reimbursement. 

Please save all mileage and meal receipts, or “meet and greet” sign-in sheet with receipts, and submit them with your TER, to the following address:

Women & Science Program
UW Oshkosh
800 Algoma Blvd
Oshkosh, WI 54901

If you have any questions, please e-mail or call (920) 424-7414.

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by Hardy, Amy K last modified May 06, 2015 12:29 PM