This browser does not support basic Web standards, preventing the display of our site's intended design. May we suggest that you upgrade your browser?


Accounts Payable

Travel Regulations

I. GENERAL INFORMATION
Travelers on official university business, including approved professional meetings, shall be reimbursed for the actual, reasonable and necessary traveling expenses incurred subject to the limits stated in the authorization and these guidelines. All travel paid or reimbursed to employees from university administered funds must be done in compliance with the university travel policies, regardless of the funding source, i.e., federal grants and contracts, auxiliary operations, general operating funds and restricted funds. If an individual, for personal convenience, does not use the most direct route and incurs additional expenses, such additional expenses shall be considered personal with reimbursement limited accordingly.

A claimant shall not seek reimbursement for goods or services provided free of charge, not personally paid for by the claimant, reimbursed by another source, or which will be paid or reimbursed from another source. Any reimbursement which is received by the employee from another source for the same costs reimbursed by the University shall be deposited back to the University funding source which was initially charged.

Only travel expenses related to the conduct of University business may be reimbursed. When an employee claims reimbursement for expenses incurred in providing services, such as guest speaker, to a non-University entity, an explanation of the benefit to the University must be provided. Generally, the non-UW entity would be expected to reimburse the employee for such expenses. Fees, honoraria, and expenses reimbursed by non-University sources, when the employee is acting as an official representative of the University in the presentation of papers, talks, demonstrations, etc., must be used to reduce, dollar for dollar, any corresponding travel expenses paid by the University and must be deposited in University accounts.

University employees while on official travel status may be covered by various forms of insurance. For more details on existing coverage, employees should contact Risk Management. In addition, other coverage is included in connection with the contracts which the University system has with corporate travel vendors such as corporate card, car rentals, etc.

The reimbursement rates in these guidelines apply to travel within the contiguous 48 states. Travel to Hawaii, Alaska, U.S. Possessions or foreign countries will be subject to federal per diem rates as the dollar maximums for meals and lodging. If the traveler exceeds the per diem rate, a written justification is required plus receipts for both meals and lodging. Contact the Accounts Payable Office travel clerk for additional information.

Some reimbursements to employees for meals when not away from home overnight are considered taxable by the Internal Revenue Service and the Wisconsin Department of Revenue and will be reported to the State and Federal Tax Offices. Meal costs that are business related are not considered taxable income. Meals are generally considered business related if the primary purpose for scheduling the meeting over the meal period was to transact UW business. The business purpose as well as the names of those who attended must be documented on the reimbursement claim. Costs of travel are to be borne by the traveler who will be reimbursed at the completion of the trip. Credit cards may be used to minimize cash outlays. Take extra time to accurately fill out Travel Expense Reports. This will help to insure that only appropriate data is reported as taxable income.

The State/UW has contracts with travel vendors, i.e., corporate card, car rental, hotel, travel agency, etc. Use of the contract vendors, which are listed in the appendices, is strongly encouraged and, in some instances, may be mandatory.

The University has an agreement with GE Capital to provide charge cards to employees with no annual fee charged to the employee or the University. Holders of these cards or employees not willing to apply for a card will not be granted travel advances except in extenuating circumstances approved by the Accounts Payable Supervisor. These individuals will also be expected to use their cards or to personally prepay lodging deposits UNLESS the card use or prepayment occurs more than 45 days prior to the travel. This exception considers that the charge card bill will be due prior to the completion of and reimbursement for the business trip. Employees are expected to delay any prepayments until the latest possible date to minimize the effect of the 45-day exception.

Group Travel refers only to student groups. When more than one person's expenses are included on a Travel Expense form, names of all travelers must be listed. This includes meals served in Eau Claire to visiting athletic teams and other groups when authorized. Receipts must be included for meals or each traveler must sign a statement acknowledging the meals were consumed at the cost indicated.

Travel connected with UW System Task forces will be administered on campus. Follow the normal rules for authorization and expense reporting. The expense will be charged to the account of the appropriate Vice or Assistant Chancellor.

II. TRAVEL AUTHORIZATION

Because of potential liability implications, authorization to travel must be obtained prior to departure by use of the Travel Authorization form.

The minimum level of approval for in-state travel is the account responsible and/or supervisor. Please refer to the Travel Restrictions-Guidelines and Procedures for more specific levels of approval and routing of the travel authorization. Authorizations involving the use of a fleet vehicle should be requested at least one month in advance when time permits to facilitate ride-sharing. If a traveler is using a fleet vehicle, direct bills the University for airfare or requires the prepayment of registration fees, the travel authorization needs to be forwarded to Accounts Payable after it has been approved by the account responsible and/or supervisor. When registration fees are being prepaid, the completed registration form and that part of a brochure or announcement that indicates the amount of the registration fee and what the covers must also accompany the travel authorization.

Fleet users can obtain keys for university vehicles at the FP&M Office in the MCS Building between the hours of 7:00 AM and 4:15 PM, Monday through Friday. Travelers with early morning, evening or weekend departures should pick up keys during normal working hours prior to their trip (Example, the day before an early morning departure, during office hours the day of an evening departure, or on Friday before a weekend departure.) If unusual circumstances prevent a traveler from picking up keys during normal working hours, they should call the Fleet Office at 836-3412 in advance to make other arrangements. Fleet chargeback rates may be obtained by contacting Fleet Operations.

VII. FLEET VEHICLES
At any point in time, University of Wisconsin employees may be required to drive State-owned vehicles while conducting University business.

It is expected that upon occasion, for reasons of efficiency and security, public officers, employees or agent, will begin and/or conclude their official business from locations other than their designated headquarters and/or conclude their office business from locations other than their designated headquarters and/or permanent work site. Furthermore, while carrying out their official duties, it is expected that public officers, employees or agents will engage in actions reasonably necessary for or incidental to living. Such acts will typically involve travel not to exceed a 50 mile radius of the temporary work site where the official business is being conducted.

All University personnel are directed to comply with these expectations. Any deviations from the above mentioned expectations shall be discussed and approved in advance by appropriate management staff.

  1. A Travel Authorization must be prepared in advance of the trip to reserve the vehicles. Employees with a good driving record and a valid driver's license are authorized to drive University vehicles. A Driver License record review is required to operate a state vehicle. The Driver License Verification form is available at the Office of Public Safety. Faculty and staff need complete the form once, students are required to complete the form annually. Non-tendering of a state vehicle for failure to request a Driver's Record Review will limit the reimbursement to 19¢ per mile.
  2. Passengers will be restricted to University employees and students, or employees of other agencies/organizations on University or State business. Exceptions for medical reasons must be approved by the Director of Business Services. Fleet vehicles may not be used for personal business.
  3. Charge cards are provided with each vehicle and shall be used only for business-related expenses. All charge slips for fleet vehicle expenditures are to be turned into the Fleet Operations Office at the completion of the trip. Emergency expenditures related to the operation of the vehicle and gasoline purchases where the charge cards are not acceptable are reimbursable if supported by receipts.
  4. Charges for locksmith services (except those due to mechanical problems), parking tickets, traffic citations, etc. are the employee's responsibility and are not reimbursable.

XII. REGISTRATION FEES
Registration fees for a meeting or conference may be paid in one of two ways:

  1. PREPAID Fees exceeding $25 may be prepaid when supported by an applicable page from the brochure, application, or registration form that shows actual dates, location and title of the conference, convention or seminar and the amount of the fee and a breakdown of the specific costs (meals, etc.) which are included in the registration fee submitted with a travel authorization to the Accounts Payable Office.
  2. Fees under $25 may be prepaid if no other travel expenses will be claimed and when supported by applicable page from the brochure, application, or registration form that shows actual dates, location and title of the conference, convention or seminar and the amount of the fee and a breakdown of the specific costs (meals, etc.) which are included in the registration fee submitted with a travel authorization.
  3. REIMBURSED Registration fees in excess of $25 must be supported by an original paid receipt, copy of the check, copy of the credit card statement, or employee's copy of the credit card receipt and an applicable page from the brochure, application, or registration form that shows actual dates, location and title of the conference, convention or seminar and the amount of the fee and a breakdown of the specific costs (meals, etc.) which are included in the registration fee.
  4. Any fee which can be paid using the GE Capital Corporate card must be paid using that card or be personally prepaid.
  5. Expenses for spouse, other family members, and nonbusiness-related activities, such as sightseeing tours, etc., included as a specific charge in the registration fees are not allowable.
Excellence. Our Measure. Our Motto. Our Goal.