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University of Wisconsin–Madison
 

AOS Purchasing


Requesting a Procurement Card (P-Card) Purchase for Abstract Submissions, Registrations, Travel, and Other Expenses

To request payment using a UW procurement card (P-card), please submit an AOS Ticket through the AOS Ticket System.

Step 1: Submit an AOS Ticket

Complete the AOS Ticket and provide the following information. Please save and upload files using the naming format specified in the ticket system.

Required Information:

Purchase Details

  • Specific items or services needed (include links and/or sales quotes, if applicable).
  • Supplier/vendor (payee) name.
  • Funding source (worktag, fund, or grant number).

Business Purpose

Your business purpose must explain how the expense supports the mission of UW-Madison and the goals of the funding source.

Please include:

  • Who? Who is attending or receiving the item/service?
  • What? What is being purchased?
  • Where? Where is the conference, meeting, or travel destination?
  • When? Include event dates and any travel dates.
  • Why? What is the purpose (conference, collaboration, business meeting, research presentation, etc.)?
  • How? How does this expense support the grant, award, research project, department, or UW-Madison?

If you are presenting, include the title of your poster or presentation whenever possible.

Business Purpose Example:

I am a [Faculty Member/Research Assistant/Graduate Student] working with [Advisor Name] in the Department of Atmospheric and Oceanic Sciences at UW-Madison. These expenses are for travel to attend the [Conference Name] in [Location] on [Dates]. At the conference, I will present research titled “[Presentation Title]” conducted with [Mentor/Co-Author Name]. Presenting at professional conferences promotes UW-Madison research, fosters collaboration with colleagues, supports professional development, and contributes to new research opportunities and ideas. This travel directly supports the goals of [Grant Name/Funding Source].

Step 2: Upload Required Documentation

Attach the following documents to your AOS Ticket:

1. Conference or Meeting Information

  • A screenshot or other documentation showing the conference or meeting name, location, and dates.

2. PI/Supervisor Approval

  • Provide approval for the expense and confirmation of the funding source.
  • Approval may be in the form of an email from your PI, advisor, or supervisor.
  • Save the email as a PDF and upload it with your AOS ticket.
  • The approval should clearly indicate that the expense is authorized and identify the funding source that will be used.

Additional Documentation for Federally Funded Travel

If expenses will be charged to a federally sponsored award, please also provide:

  • The title of your presentation or poster.
  • A description of the university business benefit of the travel.
  • An explanation of how the travel supports the goals, scope of work, or research objectives of the sponsored project or grant.

Student travel charged to federally sponsored awards is generally allowable when:

  • The student is employed on the project and the travel is within the scope of that employment.
  • The student is attending a conference on behalf of the PI and the travel supports the project's scope of work.
  • The student is presenting research related to the sponsored project that is co-authored with, or conducted under the direction of, the PI.
  • A clear university business purpose and research benefit are documented.

Processing Timeline

Incomplete tickets cannot be processed and will delay submission.

AOS reviews submitted tickets and forwards complete requests to the L&S Halo ticketing system. The goal is to submit complete requests within one business day of receipt.

Once submitted, the ART3 Finance Team will contact you to coordinate:

  • P-card purchases
  • Conference registrations
  • Airline reservations
  • Other approved travel expenses

Please allow up to two business days for a response after the Halo ticket is submitted.

Travel and Lodging

Airfare

All university-funded airfare must be booked through Concur and must comply with UW travel policies.

Hotel Reservations

Hotel reservations may be purchased through Concur, Fox World Travel, directly with the hotel, or Airbnb. Review the UW Hotel Reservation Policy . Third-party booking sites are not allowed.

Travelers should generally make their own hotel reservations, as most hotels do not require advance payment.

If you would like lodging paid with a P-card:

  1. Make your hotel reservation.
  2. Request a credit card authorization form.
  3. An ART3 Finance Team member can complete the form and coordinate payment with the hotel.
  4. Ask for an itemized receipt showing a zero balance or full amount paid at check-out and send it to the finance team member who assisted with the payment.

    5. Meals — Travel Per Diem

    Submit Requests Early

    Because multiple approvals and tickets are involved, please submit your request as soon as:

    • You know you will attend a conference, or
    • Your abstract has been accepted.

    Early submission helps ensure sufficient time for approvals and travel arrangements.

    Reimbursement Option

    You may choose to pay expenses personally and request reimbursement afterward.

    • Follow all UW travel policies and guidelines.
    • Submit reimbursement requests within 60 days of the expense date.
    • Provide the same information and documentation listed above.

    For travel policies and reimbursement information:

    Important Reminders

    • Incomplete AOS tickets cannot be processed and will delay submission.
    • The most common causes of delays are missing business purpose information, missing funding details, lack of PI approval, or missing conference documentation.
    • Airfare paid with or reimbursed using university funds must be booked through Concur.
    • Because several approval steps are required, submitting your request early is strongly encouraged.
    • Providing complete information upfront helps ensure your request is processed as quickly as possible.