The table below addresses the most common travel costs and policies. A more complete guide to UW Travel policies can be found at Accounting Services.
Receipts: If receipts are required, they must provide detailed information regarding what was purchased. The credit card payment slip is not sufficient documentation. In addition, the receipt must document payment, i.e. reservation confirmations are not sufficient unless it also documents the payment made.
|Category||Reimbursement Rates||Documentation||Reservations/ Purchases|
|Meals||Lodging Maximums and M&IE Per Diem Allowance Calculation | UW TravelWIse ||First/Last Day of travel qualifies for 75% of location per diem rate (set by Federal Government) |
Qualifying locations are as follows:
Hotel breakfasts included in lodging price or meals included in airfare price do not require per diem deductions
Meals added on to lodging bill should be deducted from lodging reimbursement and reimbursed as part of per diem allowance.
If no overnight stay; meal allowance of $15 per day, is tax reportable income (cannot be claimed if any meals are provided)
UW will not pay Meals & Incidental Expenses in advance of travel
Rates include $5 allowance to cover the following incidentals:
|N/A (Receipts not required)|
|Mileage for Use of Personal Vehicle||Round-trip less than 300 miles: $0.545/mile|
Round-trip 300 miles or more OR if a fleet vehicle was available and not used the amount will be reimbursed at the turndown rate.
|Mapquest (or similar) documenting mileage. If leave from home, mileage is lesser of mileage from home or UW business location.||Must be an authorized driver in the State of WI Enterprise Fleet Management System (applies to any driving for UW business)
|Fleet Rental||Fleet Rates||Document miles traveled for Transportation Services.|
|Lodging||Use Travel Calculator to determine allowable rates||Detailed, paid receipts required.||
|Airfare||Actual cost of airfare. |
* If a traveler opts to extend their stay for personal reasons, or fly out of or into a city other than Madison, the traveler will be reimbursed the lower of actual costs, or what the cost would have been if travel was only for business dates or out of or into Madison.
|A detailed paid receipt is required. The confirmation is not a receipt. |
* Cost Comparison quote from Concur or Fox World Travel agent is required for airfare with extended/personal reasons or alternate airports other than Madison/Milwaukee/Chicago to show the cost of flight if for business only travel. Dictates UW payable/reimbursable amount towards actual cost in these instances.
|Baggage Fees||Actual cost of baggage fees.||Paid receipts for fees exceeding $25|
Business justification required if claiming baggage fees for more than one bag.
|Vehicle rental||Actual cost for vehicle rental.||Detailed, paid receipts are required.||
Contract rates for International rentals may not include collision waiver (CDW) and liability (LDW) insurance; review location-specific contract information for details (Big Ten, State of WI/NASPO). If non-contract or is not included, ALL available coverages, insurances, and waivers must be fully accepted and purchased and will be reimbursed.
|Taxi/Airline Shuttles||Actual cost for necessary and reasonable travel with documented business purpose.|
Tips for drivers are limited to 20% of the total fare.
|Paid receipts for trips in excess of $25 (including tip). Must document trip origin, destination and business purpose.||Ride sharing services are reimbursable. Use of premium ride sharing services (e.g. Uber Select, Lyft Premier) is not reimbursable.|
|Train (Long Distance)||Actual cost for necessary and reasonable travel with documented business purpose.||Paid receipts required, regardless of cost. |
Must document trip origin, destination and business purpose.
|Limited to coach class unless traveling overnight, when accommodations are limited to a roomette.|
|Internet Connection Fees||Actual cost if business purpose is documented.||Paid receipt required.||N/A|
|Phone calls||Included in Meals and Incidentals per diem allowance.||N/A||N/A|