uw madison travel inc

Review and follow all UW-Madison travel expense guidelines (available at the Accounting Services Travel Center ) when booking flights, making hotel reservations, or traveling. Non-reimbursable expenses are the responsibility of the traveler.

If you haven’t made a reservation through the UW TravelWise/Concur booking tool before or need assistance please contact the appropriate person at the bottom of this page for help .

• Faculty and staff may contact the business office.
• Graduate students must notify their path coordinator.

General Travel Information

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Before you travel

• Set up a UWTravelWise/Concur account online.
• Ask your PI or supervisor what funding number to use for your trip (e.g., 144-PRJXXYY). Please note that 101- funds cannot be used for travel.

Register for the conference/event

See your travel representative or path coordinator (listed below) to purchase your conference/event registration. Keep a copy of the registration invoice/confirmation and save it for your reimbursement documentation.

Make lodging/hotel arrangements

Once you have calculated the maximum hotel reimbursement rate for your travel destination, find and book appropriately priced lodging with your travel representative or path coordinator listed below. You may make hotel reservations in one of two ways: (1) book the hotel room directly through the conference website or by calling the hotel and requesting the conference rate; or (2) book the hotel room through UWTravelWIse/Concur  either through the online booking tool or by calling Travel Inc. at 470.589.2205. Airbnb is now allowed, but standard daily/night rates will still apply. You may not use any other hotel room reservation method (e.g., Expedia, hotels.com, Kayak, Priceline, etc.), and you will not be reimbursed if you fail to use one of the two university-approved methods for booking hotel rooms. After you make a reservation, save the confirmation for your reimbursement documentation packet.

Make transportation arrangements

• Flying : Once you know the dates/times of travel and your funding number, book your flight through UWTravelWise/Concur with your path coordinator. If you plan to arrive early or stay late, refer to the FAQ section on the right.
• Driving : Become a UW-Madison-authorized driver at least two weeks before you travel. Learn more below.

Meal and expense reimbursement planning

• Look up UW-Madison reimbursement rates for lodging and meals for your destination city here .
• If food is provided through the event (e.g., meals are covered through your conference registration fee) you may not claim reimbursement for the meals that are provided.
• Travelers will only be reimbursed for up to 75% of the per diem rate for the first and last days of travel.
• Some faculty allow group members to claim the UW-Madison per diem rate for meal and incidental reimbursement. Other faculty allow group members to claim reimbursement only for the amount of money actually spent on meals and incidentals while traveling, rather than the full per diem amount. Either way, please save your receipts while traveling. If you are unsure of what policy applies to you, please ask your supervisor or PI.

While you travel

• Get a detailed invoice from the hotel when you check out. If sharing a room, make sure that each individual’s name appears on the hotel invoice in order for multiple travelers to use the same invoice for expense reimbursement requests.
• Save any receipts more than $25. To be on the safe side, save all of your receipts from the trip until your reimbursement has been processed.

After you travel

Reimbursement.

You must submit your reimbursement request within 90 days after your trip.

1.     Submit an online reimbursement request through E-Reimbursement . Be sure to include:

• Short paragraph explaining the ‘business purpose’ of your trip. This explains how your trip will benefit the university. This paragraph must include who, what, where, when, and why information at the minimum. Please do not use acronyms (i.e., say ‘American Chemical Society meeting’ rather than ‘ACS meeting’).
• PDF of the conference/event website homepage or conference/event agenda or conference/event acceptance letter showing dates and location
• Photocopy of event name tag or program (evidence that you attended)
• Detailed hotel invoice
• Registration fee invoice/registration confirmation
• Copies of any receipts more than $25
• Full flight itinerary

Graduate Student Travel Form

" * " indicates required fields

Arianna Imperl is your Admin Assistant! After you submit this form, this admin assistant will contact you to schedule an appointment.

Beatriz lemire is your admin assistant after you submit this form, this admin assistant will contact you to schedule an appointment., alisa gradney is your admin assistant after you submit this form, this admin assistant will contact you to schedule an appointment., kristi heming is your admin assistant after you submit this form, this admin assistant will contact you to schedule an appointment., irena garic is your admin assistant after you submit this form, this admin assistant will contact you to schedule an appointment., mary hanson is your admin assistant after you submit this form, this admin assistant will contact you to schedule an appointment., driving & mileage, driver's authorization.

To be covered by the university’s liability protection policy while driving on university business, all UW-Madison faculty, staff, student, LTE, and volunteer drivers must be approved through Risk Management prior to departing on university business. Regardless of whether you are driving your own vehicle, a fleet vehicle, or a rental vehicle, all potential drivers must complete the appropriate driver authorization request form. Two weeks prior to your trip, visit the Risk Management Driver Authorization webpage  for more information and to apply.

Also review UW-Madison vehicle rental and gas policies .

According to  Policy: 201.B – Privately Owned Vehicle Expenses , the standard mileage rate for personal vehicles is $.54 per mile. Any roundtrip mileage that exceeds 300 miles will be reimbursed at the Turndown Rate of $.375 per mile.

Frequently Asked Questions

Where can i find news and updates related to work-related travel.

The UW-System offers travel updates here .

May I arrive early, stay late, or combine business and personal travel?

When you are able to save money by adding a day or two to your trip, reasonable expenses for lodging and meals for the minimum necessary additional days may be paid if the total cost of the trip expenses (e.g., additional days of lodging, meals, parking, etc.) are less than the lowest airfare would have been without the additional days of travel. In these cases, you must provide a cost comparison to show that the additional days don’t add to the overall cost of the trip. This comparison must be given over the phone by Travel Inc. at 470.589.2205, and included with your reimbursement documentation packet later.

If you wish to combine personal and business travel, you must document a cost comparison to ensure that the university only reimburses for the business portion of the trip. To document your cost comparison for airfare, call Travel Inc. at 470.589.2205 and ask for a flight comparison with the correct corresponding dates. The lower of the two airfare costs will be paid for or reimbursed by the university.

Valid cost comparisons: UWTravelWise/Concur or Travel Inc. agents must be used for cost comparisons. Because of pricing and availability fluctuations, accurate cost comparisons must be done at the time of booking in immediate succession to be valid.

How can I find hotel maximums and per diem rates for my destination?

Use the UW-Madison  lodging and per diem expense rate calculator  to determine the allowable hotel and per diem rates for your destination. Please note that the university at large is now using a per diem model rather than reimbursing exact expenses for meals and incidentals. Some chemistry research groups use the per diem, others allow travelers to claim reimbursement for actual expenses only. Travelers are reimbursed at 100 percent for full days traveled and 75 percent for the first and last day of travel.

Are meals covered when I travel for work?

For research groups that allow reimbursement of actual expenses only, maximum meal rates (as of Oct. 6, 2015) are shown below.

Read the full policy from Business Services:  http://www.bussvc.wisc.edu/acct/policy/meetcon/meetcon.html

Is ___________ a reimbursable expense?

The following items are NOT reimbursable expenses:

• Airline ticket upgrades for coach tickets with extra leg room, or for business or first class
• Room service
• In-room movies
• Entertainment

Please see a comprehensive list here: https://businessservices.wisc.edu/documents/322-non-payable-reimbursable-expenses/

How do I purchase tickets and make reservations?

Use UW TravelWise/Concur or call a Travel Inc. at 470.589.2205 to book your flight, car rental, and/or hotel room. Any travel expenses (airfares, hotel rooms, car rentals) purchased on UW-Madison credit cards or reimbursed by UW-Madison must be purchased using UW TravelWise/Concur or by calling Travel Inc. at 470.589.2205.

The only exception is for hotel rooms booked through a conference hotel room block. Conference rates are not available in UW TravelWise/Concur; instead, reserve your room through the conference website or by calling the hotel and booking a room in the conference block.

When traveling on federal grant funds (e.g., NSF, NIH, DOE funding beginning with 144-), you must request special approval prior to booking your ticket if you need to use a foreign airline.

When booking flights with UW TravelWise/Concur, a confirmation email is sent first, followed by a final booking notification with the e-ticket number. Please print out the second email with the e-ticket for your reimbursement, rather than the first with the confirmation.

Do I need to keep receipts? What if I forget?

A receipt is generally required for all travel expenses. There are very few exceptions to this policy. Receipts for reimbursable expenses must be submitted via the expense reimbursement process as part of your reimbursement documentation packet.

Travel Assistance is available from the following

Driscoll, Kayla

Position title: Executive Assistant to the Chair, Associate Director of Faculty Services

Email: kayla.driscoll @wisc.edu

Phone: 608.262.1480

Position title: Administrative Assistant

Email: ehhale @wisc.edu

Phone: 608-890-2623

Thies, Mandi

Email: mandi.thies @wisc.edu

Travel and Event Management System (TEMS)

Table of contents

Travel and Event Management System (TEMS) Coordinator

Preferred campus area hotels

TEMS Unit Delegates for Each Center

Tems basic overview, anatomy of a tems record, frequently asked questions.

• How to book flights and hotels

How to create a TEMS record

System updates, useful links.

• Per Diem and Hotel Max Calculator
• TEMS Password Reset Report
• Contacting Travel Inc.
• TEMS system log-in

The group code for IRIS to use with Travel Inc is UW09UW2392 . 

A group code is how Travel Inc links IRIS travel costs to the TEMS purchasing card, and indicates to the travel agent which policies and procedures apply.

The TEMS Coordinator is Abdullahi Ahmed. Any questions related to travel coordination and any overall TEMS questions (troubleshooting, etc), should go to [email protected] .

Only contact Ahmed at his personal address when asking questions related to his role as financial specialist. When in doubt, email [email protected] . The travel inbox is mainly staffed by Ahmed, but Mary Jo covers the inbox whenever Ahmed is unavailable.

University owned:

• Union South
• Lowell Hall (currently unavailable, used as student dorm for 2021-2022)

Not university owned:

• The Graduate Hotel
• Edgewater Hotel

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Center for European Studies (CES)

Eleanor Conrad, [email protected] [email protected]

Financial Specialist:

Middle East Studies Program (MESP)

Tsela Barr,  [email protected] Financial Specialist: Abdullahi Ahmed,  [email protected]

Latin American and Caribbean Studies (LACIS)

Sarah Ripp, [email protected] Financial Specialist: Jeri Byrne, [email protected]

Center for Russia, East Europe, and Central Asia (CREECA)

Jennifer Tishler, [email protected] Financial Specialist:

Center for South Asia (CSA)

Andrea Fowler, [email protected]

Hannah-Abigail Mosier, [email protected]

Adam Riley, [email protected]

Financial Specialist: Abdullahi Ahmed, [email protected]

Center For Southeast Asian Studies (CSEAS)

Mary McCoy, [email protected] Ni Luh Gede Sri Pratiwi, [email protected] Financial Specialist: Jeri Byrne, [email protected]

Essie Lenchner, [email protected] Financial Specialist: Karen Sage, [email protected]

African Studies Program (ASP)

Aleia McCord, [email protected] Diana Famakinwa, [email protected] Financial Specialist: Karen Sage, [email protected]

Center for East Asian Studies (CEAS)

Laurie Dennis, [email protected] Financial Specialist: Karen Sage, [email protected]

Travel Profile

This section is an overview and summary of information entered by the Unit Delegate when creating the travel record. It contains the travel dates, profile status, honorarium $ amount, and other information.

The bottom of this section has especially useful information: the date the guest submitted their survey.

The Guest Survey has several sections, and the guest may have submitted the Contact section, but not the Financial section, etc. Look here to see whether or not the guest has submitted their survey, and on what date. You can also get this information by clicking the ‘Preview Survey’ button at the top left hand corner of the record. Note: there is a quirk in the system and as a result, sometimes the  Survey Status section shows it incorrectly. The guest may have actually filled out some or all of their surveys, but the Survey Status section indicates incorrectly that they did not. It is best to use the ‘Preview Survey’ function to view submitted information.

Contact Information

The Contact Information section is linked to the Traveler Survey. This will remain empty until the guest has logged into TEMS and filled our their survey.

This section can also be updated manually by any TEMS user (unit delegate, Coordinator, etc).

Collaborators

Purpose: any time more than one person and/or center are working with the same guest, use this feature to give them access to viewing the guest record.

You can add more than one collaborator. There are 3 types of collaborators: Center, Person, and Other.

• Center: if a guest is being hosted by more than one center, or, for example, guest is delivering a lecture for Center for South Asia, and having a faculty dinner with European Studies, you can make a record visible to both centers by adding the 2nd center here. If the record was created by Center for South Asia, simply add European Studies as the collaborator here. In the notes, provide context for why the record is being shared. European Studies will get a notification email and the record will appear in TEMS under both centers.
• Person: give another person working at UW-Madison access to viewing this record. For example, a guest is delivering a lecture for European Studies, and the chair of the History Department is hosting them at their home. Add a person as a collaborator so that they can view the guests’ itinerary and travel information without having to exchange multiple emails. Whomever you add will get an email notification informing them they’ve been added as a collaborator.
• Other:  unclear what type of collaborator you would add here, as this doesn’t give anyone else access to viewing the record.

Welcome Letter

The Survey Welcome Letter is editable, and it is highly encouraged for Unit Delegates to review the welcome letter and edit it, before sending the TEMS invitation to the guest.

The Welcome Letter is NOT the same as the TEMS Invitation email, and the guest will not see this letter until they register for a TEMS account. This letter appears as the first page of the guest survey.

The letter is created automatically based on information provided when creating the record. If you include notes like ‘please book XYZ hotel’, then that information will appear in the welcome letter – make sure to edit the welcome letter so it is appropriate for the  guest , and not for internal staff. Another reason to make sure you review the welcome letter is because the honorarium amount is in this letter, and must be accurate. If you are unsure of the honorarium amount, avoid creating the record. We want to avoid telling the guest they will receive $500, then going back and telling them they are actually receiving a $300 honorarium. This has happened occasionally, and should be avoided.

Itinerary Letter

Dear Guest,

Please contact Travel Inc directly in order to book your flights. Travel Inc is the contracted travel agency for UW-Madison.

Instructions for booking with Travel Inc:

To book your travel, please go to the following site as soon as possible and fill out the form: UWS Travel Registration (smartsheet.com) please right click and open the link.

Alternatively, US based guests can call Travel inc directly at 877.811.9898, international travelers should call 470.589.2205, or send an email to [email protected].

You’ll need to reference GROUP CODE UW09UW2392

Travel Inc Core Business Hours: 7:00 AM CST – 8:00 PM CST Monday – Friday, excluding Holidays.

If you have trouble reaching Travel Inc or need assistance, please contact [email protected].

Financial Details

Note, this section is only seen by Financial Specialists and the TEMS Coordinator.

Required Documents

Required documents

Non-U.S. Residents are required to upload the following documents in TEMS.

· Passport photo page

· Homeland security Stamp

· Wire transfer form

U.S residents are required to upload in TEMS for W9 form, which is the most recent IRS version, dated October 2018. The UW-Madison accounting department will accept only 2018 version. UW doesn’t accept electronic signature.

Trip Preferences

Required information for trip preferences requirements

· Copy of the passport or name exactly as it appears on your valid passport

· date of birth

· Contact phone number and email address

· Departure and seating preferences

· Preferred departure date and time

· Preferred airport/ City of origin

· Preferred retuning departure date and time

· Preferred returning airport and city. I believe it should Madison unless you want to departure different airport.

Transportation

Accomodations, presentation.

Must include funding string information in this section.

I accidentally created a guest record with the wrong email address, can I change it?

No, email addresses are unique to each profile. This is the only piece of data that is critical in the profile and if it is incorrect, you’ll need to create a brand new profile with the correct email address. Please make sure to delete the incorrect profile – contact the Travel Coordinator for help deleting it (this function isn’t available to regular TEMS users).

How to book flights and hotels (TEMS Coordinator)

Go to Create Travel

Select which kind of guest record you need:

• External Visitor : any time someone external to UW-Madison is visiting campus, or delivering a virtual lecture. This is the most common type of record used.
• UW-Madison Traveler : any time someone from UW-Madison is traveling elsewhere. For example, someone who works at IRIS is going to a work-related conference in another state.
• UW-Madison Event Speaker : More info coming. This option may be removed soon.

The rest of the Create Travel page will automatically adjust based on the Travel Type selected.

External Visitor

Once you select this travel type, make sure to select which center is hosting this guest, and their travel dates. If the guest is delivering a virtual lecture, the start and end date will be the same.

Under Traveler Contact Details, enter the guest’s email address and full name. Note, these are the only two required pieces of information; don’t worry about filling out the rest. Also don’t bother entering the mailing address.

If this guest has interreacted with TEMS in the past, then you will see the contact information update automatically to the information stored on file. This information may or may not be up to date – don’t bother updating this, as the guest will have a chance to review and update their own information, and it is a waste of your time to update it at this point in time.

Under Traveler Details, enter all pertinent information.

• Honorarium: check this box if the guest is receiving an honorarium. IMPORTANT: Make sure you enter the correct honorarium amount. The guest will see this number, and we don’t want to tell the guest they will get $500, and then later on tell them they are getting $300. Avoid awkward conversations by always making sure you enter the accurate amount.
• Under ‘ Amount offered, comments, and/or restrictions?’ enter information on maximum allowable funding for the flight, if any, and any other relevant information for the TEMS Coordinator to know when booking travel. 

• Purpose : only use this when you don’t want to use the travel agent. This option will generate a Travel Survey for the guest, where they will enter their travel preferences. Only used when UW staff needs to book travel directly, and you need to know guest preferences in order to book. For example, if you know that the guest won’t be able to contact Travel Inc, due to language or technology barriers. If an international guest who doesn’t speak English is invited, then we likely want the center staff directly involved. 
• Example: https://travel.iris.wisc.edu/Survey/Trip/6 (create pdf image, link it here)
• Purpose : when travel is being booked by center staff or the travel coordinator, and we already know the trip preferences and don’t need to ask it via survey. Or perhaps travel has already been booked by the center prior to creating the TEMS record.
• Example: https://travel.iris.wisc.edu/Survey/Trip/160  
• This is the most commonly used, and most recommended option.

Occasionally TEMS is updated with fixes or new features. Below is a log of fixes. Check regularly for new features, or if you’ve encountered a bug that may be addressed in these updates.

Example - 9.8.2021 Update

Travel Planning and Policies: UW and UW Health

If you are not sure of the funding for your trip, please contact your Division Administrator to confirm BEFORE booking. Travel booked through the incorrect portal will not be reimbursed. Travel Expense Flowchart  (PDF).

Travel booking and expense reimbursement requirements differ depending on your funding source – please select your funding source to view the relevant guidelines:

Guidelines for Both Funding Sources

• If you are using Professional Funds, follow UW Health guidelines. If you are using grant funding, follow UW–Madison guidelines.
• UW purchasing cards (p-cards) may NOT be used to pay for UW Health reservations. UW Health credit cards may NOT be used to pay for UW–Madison reservations.
• Will your trip use split funding? View the  DOM Travel Booking Policy Comparison document  (PDF).
• All flights and vehicle rentals must be booked through the official travel partner in order to be reimbursed. Click the button above that correlates to your funding source to access the official travel partner portal and view the relevant policy and booking instructions.
• All hotels must be booked either through the official travel partner or directly with the conference hotel.
• Meals: UW Health reimburses a set per diem rate and no receipts are required for overnight meals for travel after March 1, 2024. UW–Madison reimburses a set per diem rate and no receipts are required.
• Tips will only be reimbursed up to 20%.
• All reimbursement requests must be submitted within 90 days of the last day of travel.

UW Health Travel Planning and Policies

Note: a new UW Health policy (1.14 Travel & Other Expense Reimbursement) is effective as of March 1, 2024. If you missed the domestic and international travel per diem demonstrations the recorded versions can be found at All Employees (sharepoint.com) .

Travel reimbursement categories listed below. Please review the categories relevant to your trip to familiarize yourself with the booking and receipt/documentation requirements for each expense type.

UW Health's contracted travel partner is CorpTrav. Online bookings can be made through the GetThere portal, accessible through the Oracle Cloud login.

Please be aware, travel that is not booked using CorpTrav will not be reimbursed by UW Health. 

Other Resources:

• Full UW Health Travel Policy
• UW Health Travel and Expense FAQ
• UW Health Managing Expenses job aid  (PDF)

CorpTrav online booking is accessible through UConnect > Quick Links > Oracle Cloud > Me > Expenses tile > Actions menu > Book Travel 

• CorpTrav GetThere Quick Guide  (PDF)    CorpTrav FAQ

Q: What if I need help navigating or booking on GetThere?    A: CorpTrav Online Support team is available at [email protected] or 1-630-656-6598

CorpTrav Travel Counselor assistance: 1-630-656-6545

Employees are expected to take the least costly fare offered that realistically meets business scheduling needs. Employees have the option of booking directly on-line through GetThere or with a travel counselor at CorpTrav. When traveling to international destinations (excluding Canada/Mexico), or when flying to/from multiple cities, bookings should be made with the assistance of a CorpTrav Travel Counselor. Commercial internet sites (e.g. Travelocity, Expedia) are not to be used. Airfare booked through any method other than GetThere or CorpTrav will not be reimbursed.

Airline Booking Guidelines

• Tickets should be purchased at least 14 days in advance.
• Flights are expected to be booked in Coach/Economy class. Booking flights other than Coach class require pre-approval by a Vice President or Senior Vice President for staff, or the President of UWMF or his designee for faculty.
• Employees are expected to purchase the least expensive logical airfare available at the time of booking including non-direct flights and alternate airports. Explanation during the booking process will be necessary when the airfare purchased is $100 or more than the least expensive available airfare.
• For domestic travel, one day of “business travel” is allowed before and after the business event. For international (excluding Canada and Mexico) travel, employees are allowed two days prior and two days subsequent to the business event as “business travel”.
• Use of personal private aircraft for company business is not permitted and will not be reimbursed.

Luggage Fees

• Airline imposed checked luggage fees are reimbursable for the first piece of luggage. Additional luggage fees may be reimbursed if there is a documented business or medical need for the additional luggage.

Frequent Flyer/Personal Airline Credits

• Frequent flyer miles/points or companion tickets are not to be used for business travel. If they are used, they carry no value and therefore, no reimbursement is allowed.

Non-Reimbursable Commercial Airline Fees

Non reimbursable items include, but may not be limited to:

• Fees for a specific type of seat (i.e., bulk-head, window, exit row, aisle) unless due to documented medical necessity.
• Early boarding or pre-boarding fees.
• Fees associated with upgrades for purchase.
• Fees associated with airport security clearance programs (i.e., TSA Pre-check/Global Entry).
• Fees associated with travel club or Red Carpet dues.
• Fees associated with airline affinity program upgrades.
• Expense associated with alcoholic drinks or on-board movies or other on-board amenities. (On board internet can be reimbursed if there is a documented business need.)
• Tickets, fees or other expenses associated with personal travel.
• Fees to change a ticket for personal reasons.
• Fees for cancellation insurance.

Payment & Reimbursement Options

Each Department of Medicine division has a UW Health credit card that can and should be used to book flights - contact your division administrator for more information on using this card. Personal credit cards may be used; however, reimbursement for expenses charged to a personal credit card will not be reimbursed until the travel has occurred.

Receipt & Documentation Requirements

A complete invoice from GetThere or CorpTrav are required.

Employees are expected to take the least costly option offered that realistically meets business scheduling needs. Employees have the option of booking directly on-line through GetThere or with a travel counselor at CorpTrav. For domestic reservations within 72 hours of departure or when traveling to international destinations (excluding Canada/Mexico), bookings should be made with the assistance of a CorpTrav Travel Counselor. Commercial internet sites (e.g. Travelocity, Expedia) are not to be used. Hotels booked through any method other than GetThere or CorpTrav or directly with the conference hotel will not be reimbursed.

Hotel Booking Guidelines

Employees will be reimbursed for moderately priced rooms at reasonable and convenient facilities.

• Hotel expenses will be allowed up to the single standard rate at the conference site hotel when attending seminars, classes, association meetings, conventions, etc. If the conference hotel is full, lodging at an alternate hotel recommended by the conference will be reimbursed up to the single standard rate at the conference hotel.
• Employees are expected to reserve the least expensive logical 3-star rating or higher hotel available at the time of booking. Hotel rates generally should be less than $300 per night per room.
• Employees who share a room may allow one individual to pay the bill for that room and receive reimbursement. However, the name of all employees staying in the room should be noted in the reimbursement request. The total cost of the room should still stay within the $300 per night per room guideline regardless of number of individuals staying in the room.
• Hotel expenses will not be reimbursed if the conference or other business meeting is within 50 miles of the employee’s home unless the travel is for a multi-day event.
• Room service in lieu of restaurant meal is allowed up to meal allowance (with an itemized receipt showing the meals).
• Employees are responsible for understanding the cancellation policy of each hotel at the time the reservation is made and must cancel the reservation by the hotel policy deadline to avoid hotel imposed cancellation fees.
• Employees will not be reimbursed for hotel no-show charges in the event a hotel reservation is not canceled by policy deadline unless there is a legitimate business need for the cancellation, i.e. provider needed to cover in clinic or a documented family emergency (such as a death in immediate family, sudden illness of employee or member of the immediate family).

Personal credit card. Hotel reservation deposit is reimbursable at the time the expense is incurred subject to pre-approvals. Reimbursement requests must be submitted within 90 days of last date of travel.

Hotel expenses require a hotel folio. Room service on the hotel folio is acceptable. If alcohol is being included in the hotel folio, it must be separately identified within the designated booking and reimbursement system.

Employees can book directly on-line through GetThere or with a travel counselor at CorpTrav to receive contract benefits with preferred car rental vendors. Commercial internet sites (e.g. Avis, Enterprise) are not to be used. Car rental booked through any method other than GetThere or CorpTrav will not be reimbursed.

Car Rental Booking Guidelines

• Car rentals should only be used for business purposes and only when more economical than a taxi or shuttle or driving a personal vehicle.
• A mid-size vehicle is recommended for individual travel. A larger vehicle is acceptable when three or more UW Health employees are present.
• Insurance coverage should be declined for all domestic rentals. If purchased, it will not be reimbursed. Refer to UW Health Administrative Policy 1.17, Motor Vehicle Policy. For international rental insurance should be purchased and will be reimbursed.
• Refueling prepaid options should be declined and will not be reimbursed.
• Employees are expected to refuel prior to returning the rental car. This expense is reimbursable. If refueling is not possible, an explanation in the comment section of CorpTrav should be included on the expense report.
• GPS rental is acceptable when there is a business need.

Personal credit card. Reimbursement request must be submitted within 90 days of last date of travel.

Original vehicle rental agreement, and the itemized receipt as provided upon vehicle return.

Rental Car Accidents/Tickets

Please refer to: UW Health Administrative Policy 1.17, Motor Vehicle Policy

UW Health will reimburse employees for the use of their personal automobile based on the current IRS authorized mileage rate , at a per mile rate times the actual miles driven for business purposes. This mileage allowance is provided to cover operating expenses such as fuel, oil, repairs, tires, maintenance, insurance, etc.

• Eligible mileage consists of work-related business travel, with required deduction of commute to/from assigned office location, exceeding 50+ miles daily, or required by the state the employee resides in. All out-of-state work-related business travel is eligible for mileage reimbursement, with required deduction of commute to/from assigned office location.
• The mileage used for reimbursement will be based on the calculation via Google Maps shortest route. UW Health Employees who drive their personal vehicles between worksites, for conferences, meetings, and other work-related business will be reimbursed for parking, tolls and mileage for more than normal commuting costs to and from their assigned office location.
• Toll fees are reimbursable without a receipt since traveler may obtain a fee schedule online as verification. Advance deposits placed on individual toll pass accounts are a personal expense, but invoices may be used as verification of specific business trip charges.
• Employees choosing to drive to a location in lieu of the cost of flying (and associated costs of car rental, taxi, airport parking) will be reimbursed up to the documented associated costs of flying if that is less expensive.
• All mileage driven more than what would normally be traveled to and from one’s official primary UW Health office location is reimbursable. Mileage driven from home/remote locations to their primary UW Health office location is not reimbursable. An official office/location is defined as a company defined building for non-remote employees. Employees using personal cars on UW Health business (such as travel to other UW Health locations or business locations other than the individual’s assigned work location where there is no overnight stay) are reimbursed for costs (mileage, parking, and tolls) more than normal commuting costs to and from their assigned office location. If an employee’s work location varies, this still applies. If an employee travels to a meeting at the beginning of the work day, or the end of the work day without stopping at his/her assigned work location, the employee would deduct his/her normal commuting trip to determine the allowable mileage.
• If an employee is required to attend a meeting on a non-scheduled work day, the day of the meeting becomes a scheduled work day and no mileage reimbursement is allowed. The employee would be paid for the actual hours worked.
• For employees with frequent mileage claims, a monthly log (including date, destination, business purpose, and miles driven) may be used and filed as a receipt to the reimbursement request.
• Employees driving their own personal vehicle to conduct UW Health business are covered by the corporate liability insurance policy but only in excess above the liability coverage on the private vehicle itself. Refer to the UW Health Motor Vehicle Policy 1.17.

Parking and tolls can be paid with a personal credit card, mileage will be reimbursed after travel. Reimbursement request must be submitted within 90 days of last date of travel.

Receipts always required for parking and tolls. Mileage requests require starting and ending location addresses and mileage totals.

The most inexpensive mode of ground transportation should be used - preferably public transportation, i.e., shuttle service or taxis. Ride sharing services such as Uber and Lyft are also acceptable.

Receipts are not required for public transportation under $15. Receipts are required for non-public transportation (e.g., cab fares, Uber, Lyft).

General Guidelines

• Conferences/seminars/meetings must be for business purposes. Conference costs determined to be primarily for pleasure or other personal benefit will not be reimbursed.
• Employees are expected to take advantage of early pay discounts.
• UW Health will not reimburse for any late fees or additional charges.

Each Department of Medicine division has a UW Health credit card that can and should be used to pay registration fees - contact your division administrator for more information on using this card. Employees can also use a personal credit card and request reimbursement - either at the time the expense is incurred in advance of actual travel, or must be submitted within 90 days of last date of travel.

A receipt showing the total paid and last four digits of credit/debit card used is required, as well as pages from the brochure that shows the name of the conference, where it was held, the date(s) of the conference and the conference agenda.

Meal Guidelines

• The $70/day meal reimbursement is being replaced with a Meal & Incidentals Expenses (M&IE) Per Diem Rate for overnight meals for travel after March 1, 2024.
• The M&IE is a daily allowance paid to employees for meals and incidental expense incurred when traveling on business. This allowance is in lieu of paying for actual travel expenses. The per diem rate includes all meals, room service, personal phone calls, personal internet fees, bottled water, laundry/dry cleaning/pressing of clothing and fees/tips for persons who provide services, such as food servers and luggage handlers.
• No receipts will be required to be submitted with the per diem rate.
• The reimbursement rate is set by the U.S. General Services Administration (GSA) and vary by city location ( https://www.gsa.gov/travel/plan-book/per-diem-rates ).
• First/Last day of travel. Reimbursement must be reduced to 75% of per diem rate on the first and last day of travel.
• Reimbursement must be reduced for any meals provided to the traveler within the scope of their business travel (e.g., lunch included in a conference registration fee, business dinner with colleagues for which the traveler didn’t pay). Reductions are 50% for dinner, 30% for lunch and 20% for breakfast. This reduction applies to all days of travel, including the first/last day. The incidental portion of the meals and incidental expenses is not affected by this reduction. Note: hotel breakfast (provided by a lodging facility or conference) or meals provided as part of an airline ticket do not require a deduction from a traveler’s per diem allowance.

Group meals are not allowed for reimbursement. In general, if you go out for a meal with a group (outside of the conference provided meals) each person should pay for their own meal and then request the per diem reimbursement for that meal. UW Health will not reimburse one person if they pick up the tab for the group.  

There are some situations (special events) where dinners may be considered a division-funded event. These must be pre-approved and meet specific criteria. If you feel your dinner would fall into this category reach out to your division administrator well in advance of the conference. In these situations, the individuals who attend will have a reduced per diem. 

Incidental Expenses

Room service meals, hotel gratuity and laundry expenses are part of the M&IE Per Diem and wouldn’t be separately reimbursable. 

The per diem rate includes an amount for incidental expenses, including 

• Tips for restaurant staff, porters, baggage handlers, hotel housekeeping or other service staff, valets, etc.
• Transportation between places of lodging or business to obtain meals 
• Phone calls (business or personal)     
• Internet fees (personal) 
• Laundry, dry cleaning or pressing of clothing 
• Bottled water 
• Mailing and other expenses associated with filing expense reimbursement claims

Cash, personal check or debit/credit card.

Receipts are not required for per diem allowances. Per diem allowances are reimbursed after the trip is completed per each day with the conference agenda or similar serving as documentation. 

When provided meals are not consumed and purchases a different meal due to medical dietary/religious reasons, the traveler would not have to take a per diem deduction. The purchased meal will require a receipt as documentation of the meal to get the per diem rate. 

Any other supporting documentation to substantiate the expense. Expenses related to conferences/courses or other continuing education travel would require the employee to attach pages from the brochure that shows the name, where it was held, the date(s) and the agenda/schedule. This also applies for virtual/online continuing education.

For international (excluding Canada and Mexico) travel, employees are allowed two days prior and two days subsequent to the business event as “business travel."

When traveling to international destinations (excluding Canada/Mexico), flight, hotel, and car rental bookings should be made with the assistance of a CorpTrav Travel Counselor.

Additional Documentation Requirements

• When a payment is made using a foreign currency, the receipt must be converted to US Dollars.  Documentation supporting the exchange rate used must be attached to the expense report or other payment mechanism.
• A credit card statement showing the US conversion must be included for documentation. 

Occasionally, an employee may combine personal travel with a business trip. The primary purpose of a trip is determined by looking at the facts and circumstances of each case. An important factor is the amount of time you spent on personal activities during the trip as compared to the amount of time spent on activities directly relating to business portion of the trip.

When this occurs, the following applies:

• If your trip was primarily for business and, while at your business destination, you extended your stay for a vacation, made a personal side trip, or had other personal activities, you may submit only your business-related travel expenses for reimbursement. These expenses include the travel costs of getting to and from your business destination and any business-related expenses at your business destination.
• If your trip was primarily for personal reasons, such as a vacation, the entire cost of the trip is not an allowable business expense. However, you may be able to be reimbursed for expenses you have while at your destination that are directly business related.
• A trip to a resort may be a vacation even if the promoter advertises that it is primarily for business. The scheduling of incidental business activities during a trip does not constitute a business trip. To be deemed a qualified business trip, over 50% of the agenda must be for business.
• The rules for foreign travel are particularly complex. The amount of allowable travel expenses for foreign travel is linked to how much of the trip is business related. Generally, an employee can be reimbursed for all of his or her travel expenses of getting to and from the business destination if the trip is entirely for business. In certain cases, foreign travel is considered entirely for business even if the employee did not spend his or her entire time on business activities. Example, a foreign business trip is considered entirely for business if the employee was outside the U.S. for more than one week and he or she spent less than 25 percent of the total time outside the U.S. on non-business activities. Other exceptions exist for business travel outside the U.S. for less than one week and in cases where the employee did not have substantial control in planning the trip. For further details on allowable expenses, please reference IRS. Publ. 463.

Note: Calculations should be done comparing the airfare without personal travel and plans against the airfare with personal travel plans. Airfare is reimbursed up to the cost of what the business ticket would have been without the personal portion. The employee’s supervisor/manager must approve any such trip combination in advance.

Travel/Trip Pre-Authorization

All business trips shall be discussed with and pre-approved by the employee’s supervisor to ensure the benefits of the trip are justified in relation to the time and expense required prior to the travel/trip. Employees should consider whether alternate meeting options could satisfy the objectives in lieu of travel (teleconference, webinar, etc.). It is up to each department to determine how formal or informal such pre-approval shall be for that department.    Reimbursement Process

• To receive reimbursement travelers must submit an Expense Report through the appropriate designated reimbursement system.
• All reimbursable expenses should be submitted within 90 days of when the purchase was made (or the end date of the conference if applicable) or when the expense was incurred.
• Every effort should be made to capture the expense in the fiscal year in which it was incurred.
• It is recommended that reimbursements be limited to two per month. Expense reports should total at least $25 or are nearing 90 days old. Multiple trip expenses may be included on one expense report.
• Reimbursements to UW Health employees will be direct deposited into the employee’s designated bank account. It is the employee’s responsibility to verify/provide any updated banking information.
• UW Health will only reimburse expenses incurred by the employee requesting the reimbursement. An employee may not be reimbursed for expenses of another employee’s expenses unless otherwise stated under the expense type within this policy.
• All reimbursements must be submitted by the employee and have supervisor approval for the expense report.
• The approver is responsible for verifying that the expenses are for legitimate business purposes in compliance with these policies and for monitoring and approving travel and business expenditures against funds availability.

Documentation Requirements

• There must be a business connection for the expenses.
• Employees must substantiate the expense by providing documentation; proof of payment; attesting that the expense has not been reimbursed from another source and that the expenses are legitimate business expenses.
• Itemized receipts are required.  The credit card signature slip is not adequate documentation as it does not indicate what has been actually purchased (i.e., food, etc.). A copy of a receipt showing the last four digits of credit/debit must be included as proof of payment. A copy of a canceled check can also be used as proof of payment.
• Required receipts must be attached to the completed expense report.
• Conference expenses require the employee to provide pages from the brochure that shows the name of the conference, where it was held, the date(s) of the conference and the conference agenda to the reimbursement request.
• Claims for reimbursement should clearly state the purpose; and when applicable, the dates, location and attendees.
• UW Health will only reimburse expenses incurred by the employee requesting the reimbursement.   An employee may not be reimbursed for expenses of another employee for such things as parking spaces, airfare for conference attendance, etc. However, when several UW Health travelers dine together, one employee may obtain a receipt for the group or each may obtain a receipt for the portion of the meal that corresponds to his or her expense. If one employee pays for a meal, he or she should list on the receipt the names of those present. See the Lodging section for information on sharing hotel rooms.

Reimbursement

• Reimbursements to employees for Legacy UWMF will be direct deposited into the employee’s designated bank account. It is the employee’s responsibility to verify banking information.

UW-Madison Travel Planning and Policies

International travel requires  enrolling in CISI International Health Insurance , which will be reimbursable as a travel expense.

• Full UW Travel Policy
• UW TravelWIse site - including UW Madison Concur login link, and first-time user registration
• Lodging & Per Diem calculator

As of July 1, 2020, UW's new travel partner is Travel Incorporated. Online bookings are the preferred booking method, and are still made through Concur. To book directly with a travel consultant, contact:    Phone: 877-811-9898    Email: [email protected]     Core hours: 7:00 AM CST – 8:00 PM CST  Monday – Friday, excluding Holiday

Note: Sponsored projects (e.g., fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict use of funds for certain types of expenses. Please contact the RSP accountant for your award with any questions.

Travel by air shall be limited to the lowest, logical, non-refundable, coach/economy class fare available. The additional cost for premium class or seat assignment fees for premium class is not reimbursable (first class, business class, economy plus or economy comfort). 

Departure and Return

Arrival on the day prior to a morning start time for an event is acceptable, or arrival the same morning for an afternoon start. When business is concluded early enough on the last day to allow the traveler to return to their home at a reasonable hour (e.g. by 10:00 pm), it is expected the traveler will return the same day.

Booking Requirements

All airline reservations for either employee or non-employee travel must be made through the  Concur self-booking tool , or directly with the travel partner.

**If you plan to add personal travel before/after your business travel, an "official" cost comparison must be obtained directly from an agent at the time of booking for travel on the business-only dates. UW will reimburse for the lesser amount.

Payment and Reimbursement Options

UW Purchasing Card (no reimbursement required) or Personal Credit Card (expense report can be submitted for reimbursement before travel, or must be submitted with other expenses within 90 days of last date of travel).

A complete invoice (including the ticket number) from the travel partner is required.

Other Allowable Fees:

• Baggage:  The first piece of baggage within the airlines’ weight and size limits is allowable. Costs for additional baggage beyond the first piece and overweight or oversized baggage may be reimbursed by providing a business justification. Baggage fees up to $30 do not require a receipt.
• Aisle, Window or Exit Row Fees:  Additional fees associated with booking a coach/economy aisle, window or exit row seat at check-in or at the gate are allowable. This is not to be confused with fare class upgrades to economy plus/economy comfort, which are not allowed.
• Change/Cancellation Fees:  Fees charged for changing a non-refundable ticket are allowable if justified by circumstances outside of the traveler's control (i.e. meeting dates changed).

For more detail, see UW Air Travel Policy - including information regarding adding personal time, multiple cities, etc.

See below for more information on international travel.

The University will pay or reimburse actual lodging costs, within the stated maximum rates for the location, when the business trip requires an overnight stay. Lodging payment/reimbursement is limited to the maximum single/standard room rate. The University will not pay lodging costs when travelers are within 50 miles of their home or headquarter city unless the travel is for a multi-day event with an evening business related activity that makes returning to the employee’s home impractical.

The University has contracts with various lodging suppliers in top travel destinations, including Wisconsin. UW contract rates, which provide opportunities for lodging savings, are only offered within Concur or directly from out travel partner.

Lodging maximums are calcuated based on location. Visit the  UW TravelWIse rate calculator  to view rates for your travel destination. If none of the available lodging options are within the listed maximum rate, a cost-comparison from Concur is required to be attached to the expense report.

Conference/Event Lodging

Travelers attending conferences or other business events may exceed the lodging rate for the location if staying at the conference site or another hotel recommended by the conference organizer. If the conference offers a choice in lodging properties, travelers should select the least costly option that meets the business needs. Claims/payments must be supported by documentation (e.g. conference brochure) that verifies the location of the event. Travelers staying at non-conference hotels are limited to lodging maximums within the location rate.

Bookings can be made through the  Concur self-booking tool , through our travel partner, or directly with the hotel or conference site. Use of third party sites or apps (e.g. Expedia, Hotels.com, Kayak, Priceline, Hotwire) is prohibited.

Airbnb for Work is now allowed. You must create a new work account or edit your personal account to add your work email address. See instructions for employees , or more info for booking as an alternate .

UW Purchasing Card (no reimbursement required) or personal credit card (expense report can be submitted for reimbursement before travel, or must be submitted with other expenses within 90 days of last date of travel). 

Receipt and Documentation Requirements

An itemized receipt showing proof of payment ($0 balance) from the hotel is required.

Related Expenses

• Wifi/Internet connectivity fees  can be reimbursed if necessary for business purposes
• Hotel employee tips  are included in the overall Meals & Incidentals per diem rate, and will not be reimbursed separately.
• Laundry charges  are included in the overall Meals & Incidentals per diem rate, and will not be reimbursed separately.

For more details, see  UW Lodging Policy  - including information regarding shared lodging, extended lodging, campgrounds, etc.

UW Driver Authorization is required  before driving any vehicle on official UW business - driving expenses cannot be reimbursed without prior UW driver authorization.

When it is determined that a rental vehicle is the most cost-effective means of transportation, use of contract rental vehicle suppliers  is required . The University participates in the Big Ten Alliance contract with Enterprise and National Car Rental. 

UW-Madison Fleet vehicles  are also available for rental for trips originating in Madison.

Must be booked through the  Concur self-booking tool , or with our travel partner in order to receive contract rates.

UW Purchasing Card (no reimbursement required) or personal credit card (expense report must be submitted within 90 days of last date of travel).

• Gas:  The traveler is responsible for fueling the rental vehicle before returning it to the vendor, and gas costs can be reimbursed if receipts are provided. If the traveler fails to return the vehicle with a full tank of fuel, the cost of the vendor refueling the vehicle will not be paid or reimbursed by the University.
• Other equipment and services (e.g. GPS, satellite radio, roadside assistance protection):  are not contracted for and will not be paid or reimbursed by the University unless there is an exception granted by the traveler’s Divisional Business Office.

**If you need to rent a vehicle for personal reasons (family vacation, moving van, etc), all authorized University employees may use the Big Ten Alliance contract with Enterprise and National Car Rental (including insurance coverage), to book a vehicle at the discounted rate. Personal vehicle rentals are also made through Concur, and must be paid with personal funds.

For further details, see  UW Vehicle Use/Rental Policy , including information regarding insurance coverage, additional drivers, etc.

UW Driver Authorization is required before driving any vehicle on official UW business. Driving expenses cannot be reimbursed without prior UW driver authorization.

UW-Madison Fleet vehicles  are also available for rental for trips originating in Madison. Fleet vehicles are owned by the State of Wisconsin and may be used by employees conducting official University business.  When traveling 300 miles or more round-trip, employees are encouraged to use a Fleet vehicle versus a privately owned vehicle.  If the individual opts to use a privately owned vehicle in lieu of available fleet vehicles, reimbursement will be limited to a lower mileage rate. **This is particularly important to consider for travel to Chicago, which can be above or below 300 miles roundtrip, depending on exact destination.

Mileage will be reimbursed at the IRS authorized mileage rate effective on the date of travel using the most direct route. This rate covers all costs related to the operation of the vehicle, including service, maintenance, insurance, depreciation and gas.

Parking charges incurred while on authorized official business are reimbursable. 

The University will reimburse toll charges incurred while traveling on University business.  Advance deposits placed on individual toll pass accounts are not reimbursable.

Parking and tolls can be paid at the time of use with a personal credit card. Mileage will be reimbursed after travel (expense report must be submitted within 90 days of last date of travel).

• Mileage: The originating location and destination must be provided with the reimbursement claim. The originating location must be the traveler's main office location, unless traveling on a weekend, or when the home address is closer than the office location. Travelers must submit a map indicating the total distance between their origin and destination (see MapQuest or Google Maps). For travel that is close to 300 miles roundtrip, a map showing the entire roundtrip mileage must be included.
• Parking & Tolls: Receipts required for expenses over $25 (though receipts under this amount can also be included in the expense report).

For further details, see  UW Vehicle Use/Rental Policy , including information regarding mileage calculations based from home or office, temporary worksites, non-workday travel, etc

Payment/reimbursement will be limited to the lowest cost of the most reasonable form of public or commercial transportation options.

Train travel is limited to coach class unless traveling overnight, when accommodations are limited to a roomette.

In addition to standard taxi use, travelers can also be reimbursed for their use of ride sharing services (e.g. Uber, Lyft) while in travel status. Use of premium ride sharing services (e.g. Uber Select, Lyft Premier) is not reimbursable.

Tips for drivers are limited to 20% of the total fare.

Long distance bus and train tickets can be paid in advance with a UW Purchasing Card (no reimbursement required). Local transportation such as taxi, subway, city bus can be paid at the time of use with a personal credit card (expense report must be submitted within 90 days of last date of travel).

Long distance bus and train tickets require a receipt regardless of cost. Local bus, subway and taxi fares require receipts for expenses over $25 (though receipts under this amount can also be included in the expense report).

For further details, see  UW Ground Transportation Policy .

Registration fees for official participation at conferences, conventions, training, or meetings related to University business are payable/reimbursable.  Advanced payments/reimbursements are allowable for registration fees.  Non-business related or optional activities (e.g. sightseeing tours, golf outings, family activities) or expenses for a spouse, friend or family member are not payable/reimbursable.

UW Purchasing Card (no reimbursement required) or personal credit card (expense report can be submitted for reimbursement before travel, or must be submitted with other expenses within 90 days of last date of travel).

Receipts are required for all registration fees.  Documentation must include the name of the event, business purpose, event dates, location, amount of the registration fee and a breakdown of the specific costs included in the fee (e.g. meals, materials).

For further details, see  UW Registration Fee Policy .

This policy applies to all faculty, staff, students, and non-employees traveling on behalf of the University. When a traveler is expected to incur costs for meals and incidentals for overnight business travel, the University will reimburse meal and incidental expenses (M&IE) under a per diem allowance.  The University will not pay M&IE per diem allowances in advance.

The M&IE per diem must be paid directly to the traveler.  Travelers cannot claim an M&IE per diem on behalf of another person.  Individual business travelers dining together will each be paid their respective per diem allowances.  The maximum M&IE per diem allowance will be at a rate established by the Federal Government for the location and dates of travel.  The  UW TravelWIse rate calculator  is the official source for obtaining lodging and M&IE Per Diem rates prior to travel.  The calculator is updated on a monthly basis with any changes passed by the federal government.

The first and last day of travel qualifies for 75% of the M&IE per diem based on the location where the traveler spends the night, regardless of departure and return times.

If a meal is provided at a conference or event on a day when M&IE per diem is allowed, including first/last days of travel, the prorated meal portion of the per diem (20% breakfast, 30% lunch, 50% dinner) is deducted from the allowable per diem.

The M&IE per diem for each location includes an allowance for specific incidental expenses. Travel incidentals not included in the M&IE per diem allowance are covered in Policy 201.R – Travel Incidentals. The M&IE rate for domestic locations includes a $5 allowance to cover incidental expenses. The M&IE rate for foreign locations includes an allowance, which varies by location, to cover incidental expenses. The incidental portion of the per diem includes the following expenses: Fees and tips given to restaurant staff, porters, baggage handlers, hotel housekeeping or other service staff, valets, train or ship service staff, etc (excluding tips for taxi drivers); transportation between places of lodging or business to obtain meals; phone calls (business and personal); laundry, dry cleaning and pressing of clothing; bottled water.

Day Trip Meal Allowance

Travel that does not include an overnight stay will be limited to a tax reportable day trip meal allowance of $15 per day when the approving authority expects the traveler to incur meal expenses.  No day trip meal allowance will be paid if the traveler receives any provided meals.

Receipts are not required for M&IE per diem allowance reimbursement. Conference brochures including the schedule/agenda are required to be attached, to show which, if any, meals were included in the registration fee and should be deducted from the per diem.

For further details, see  UW Meals & Incidental Expense Policy .

A letter of support from the chair must be obtained indicating the purpose of the trip is work-related before booking international travel. Contact Julie Hyland with your expected travel location, dates, purpose, and funding source (be sure to confirm funds are available prior to request) to begin this process. UW also requires enrolling in CISI International Health Insurance, which will be reimbursable as a travel expense.

• Annual clinical obligations must still be met – international travel is not a valid reason for not meeting clinical obligations.
• Leave reporting should be discussed in advance with Division leadership 
• Department of Medicine does not fund mission-type work (Doctors without Borders, etc) and this would need to be done with personal time and funds.

Note: Alaska, Hawaii and all US territories and possessions are considered foreign locations and are covered under the international per diem rates.

The  UW TravelWIse rate calculator  can be used for planning purposes to find the lodging and M&IE maximums for specific locations and dates.

For important information regarding international travel safety and security, please visit the UW Madison International Travel  site.

If your travel route requires multiple layovers and complex flight schedules, it may be easier to call and talk with a travel consultant, rather than booking online through the  Concur self-booking tool .

• When a payment is made using a foreign currency, the receipt must be converted to US Dollars using the historical rates on  Oanda.com .  Documentation supporting the exchange rate used must be attached to the expense report or other payment mechanism.
• Vendor documentation printed in a foreign language must be translated to English before submitting for reimbursement or reconciliation. A tool that may be helpful for doing so is Google Translate.

For further details, see  UW International Travel Policy .

Individuals conducting official UW–Madison business may be exempt from payment of tax depending on their location and the circumstances of the purchase. Any personal use of university's tax exempt status is prohibited.

The Wisconsin sales and use tax law in s.77.54(9a) provides an exemption from payment of state, county and local tax. The department of Revenue has issued a tax exempt number for use by all UW System Institutions. Individuals may be asked to provide proof of tax exemption when conducting university business.

• The tax exempt certificate should be used when making business-related purchases or advance travel reservations. For a copy of the tax exempt certificate, please visit the UW TravelWIse Portal and use the following navigation: Before You Go > Travel Process Standards > Sales Tax Exemption > Obtaining Wisconsin Sales Tax Exemption.
• The Department of Revenue approved a tax exempt wallet card, obtainable from the Divisional Business Offices, which may be used in lieu of the tax exempt certificate when employees are in travel status.

Lodging within the state of Wisconsin is tax exempt when any of the following criteria are met:

For Employees

• The university pays for the lodging with a Purchasing Card or purchase order and provides the tax exempt certificate at the time of the reservation.
• Reservations are made in the name of the university and the employee. All subsequent invoices or receipts must be in the name of both parties.
• The employee pays for the lodging with personal funds (e.g. My Corporate Card, personal credit card, cash) and presents the tax exemption wallet card to the lodging establishment to verify business travel and tax exempt status.

For Non-Employees

• The university pays for the lodging with a Purchasing Card or a purchase order and provides the tax exempt certificate at the time of reservation. Non-employees who pay for business lodging with personal funds and subsequently file for reimbursement are not eligible for tax exemption.

Note: Vendors are not required to refund tax if the tax exemption information was not provided at the time of reservation or check-in. Travelers and those that arrange travel for others should make every effort to receive tax exemption, but, if unable to do so, taxes will be paid/reimbursed by the university.

All UW expense reimbursement requests are submitted online .

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College of Agricultural & Life Sciences

Booking Travel

Travel planning and booking.

• The Division of Business Services provides information on pre-approval, where to book and how to pay, payment methods, reserving lodging, and calculating reimbursements.
• Air travel policy
• Airfare is limited to the “Lowest, Logical, Non-Refundable, Coach/Economy Class Fare Available.” International flights with more than 8 hours of flight time may be upgraded to premium. Cost comparisons must be obtained by Travel, Inc. for any flights that include personal days.
• All airfare must be booked through the Concur online booking tool or directly with an agent at the University’s contracted travel agency .
• Use of a third party online travel booking site or booking directly with an airline is prohibited.
• Book online with Concur .
• To allow a Travel Arranger to make travel arrangements on behalf of a non-employee/guest, contact the  UW-Madison Travel Manager .

Lodging Policy & Allowable Costs

• Lodging Policy
• Allowable and included in the maximum rate: Room Fee, occupancy tax, non-avoidable fees, non-exempt sales tax
• Unallowable: Sales Tax from WI or a treaty state , security deposits, amenities, meals, avoidable fees

Reservations

• All lodging must be reserved through the  Concur  online system, directly with an  Agent at Travel, Inc. ,  by booking directly with the lodging facility, or by booking through  AirBnB . Use of other third-party booking sites (e.g. VRBO, Hotels.com, Travelocity) is prohibited.
• To allow a Travel Arranger to make travel arrangements on behalf of a non-employee/guest, contact the  UW-Madison Travel Manager .
• Travelers can use a  Purchasing Card , a  My Corporate Card  or a personal credit card to pay for lodging and related expenses.
• Travelers are limited to the daily rate for the location. Use the UW  TravelWIse Lodging and Per Diem Calculator  to see the daily rates for the dates and location of your trip.

Meals & Incidentals

• Meals and Incidentals Policy
• When determining the cost to host the visiting scholar, make sure to use the Per Diem Allowance Calculator from Business Services .
• All meals and hotel rates should follow the pricing for Madison during the time of stay.
• First & last day per diems are reduced by 25%, and any meals provided to the traveler by UW or conferences will reduce the day by 50% for dinner, 30% for lunch, and 20% for breakfast.
• The M&IE per diem allowance includes an amount to cover otherwise non-reimbursable costs (e.g. personal phone calls, laundry, hotel maid tips, porterage tips, bottled water).
• Travelers will not receive additional reimbursement for these items.

All options for getting an updated travel signature can be found on the “ Get a Travel Signature ” page.

If you plan to travel back home, to another country, or even inside the U.S., you should plan ahead. Remember, your entry into the U.S. is the decision of Customs and Border Protection (CBP). You should always travel with the following documents.

Please monitor world news to stay updated on current events that may affect your travel plans. If your travel is sponsored by UW–Madison, you must follow the university’s travel policies .

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Passport Valid for 6 Months Into the Future

Your passport should be valid for at least six months into the future at all times. There are  exceptions for some countries , but it is still recommended that you take steps to renew your passport in your home country or at a foreign consulate in the U.S.

F-1 or J-1 Student Visa

You must have a valid F-1 or J-1 student visa to reenter the U.S. Your visa can expire while you are inside the U.S. maintaining valid F-1 or J-1 student status. Also check the number of entries your visa is valid for (M=multiple).

You cannot renew your F-1 or J-1 visa inside the U.S.

Valid I-20 or DS-2019 with Travel Endorsement

You must carry your most recently issued I-20/DS-2019 with you when you travel outside of Madison. A valid travel signature from ISS is required.

Current I-94 Record

You are issued a new I-94 after each entry to the U.S., so it is necessary to retrieve your most recent I-94 upon your reentry.

Enrollment Verification or Transcript

It is recommended that you carry your   enrollment verification letter  or  transcript  that shows past, current, and future enrollment. This helps to prove your maintenance of legal F-1 or J-1 student visa status.

Proof of SEVIS I-901 Payment

Carry the  receipt for your current SEVIS ID number.

Financial Documentation

It is recommended that you carry your most recent financial documentation that matches the funding on your I-20/DS-2019. This is required if applying for an F-1/J-1 visa.

If you forget your documents, you might face delays at the U.S. port of entry. CBP may send you to secondary inspection if they are not immediately able to verify your information. You may be able to kindly request a Form I-515A that will allow you to temporarily reenter the U.S.

If you have all of your documents each time you enter the U.S., but you are always sent to secondary inspection, you should file for a DHS redress number far in advance of your next planned travel outside the U.S.

Know Your Rights : What to Do if You are Detained at a Port of Entry (F & J visa holders). This document is provided by the American Immigration Lawyers Association (AILA) New England Chapter, and does not constitute legal advice.

Get a Travel Signature

What is your travel signature (or endorsement), how to get one, and what to do if you left the U.S. without updating your travel signature.

Renew/Replace Your Documents

Learn what you need to do if any of your immigration documents are lost, stolen, or expiring.

Visa Delay, Denial, or Cancellation

Review information on what to do if your visa is delayed, denied, or cancelled.

Travel After Studies

Learn about F and J travel restrictions during your grace period.

TRAVEL & OPT

Assess international travel risks before, during, and after OPT authorization.

Dependent & Family Travel

Your F-2 and J-2 dependent travel requirements and how to invite a family member to visit you.

Travel to Another Country

Be prepared before you book travel to or transit through another country, including automatic visa revalidation.

If you are planning a cruise during or after your studies, review this information before booking your trip.

Travel Bans

Review information about current travel bans in effect.

Remember, the U.S. government determines your eligibility to enter the U.S. Be prepared and have the required travel documents with you.

UW–Madison Privacy Library

Uw-madison policy library, university policy.

The university has a managed travel program. Travel policy is established to ensure prudent use of university resources while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

• Paid for in full or in part by the university
• Paid directly or indirectly by the university
• Organized by the university with participants or sponsors paying
• Organized by others outside the university and paid for by the university
• Sponsored by the university in the form of name, organization, communication, management, staffing, transportation, or space provision.

Applies to faculty, staff, students, and non-employees traveling on or arranging university-sponsored travel.

Policy Summary

Travel by air is limited to the lowest, logical, non-refundable, coach/economy class fare available unless otherwise noted. All flights must be booked through Concur or the university’s contracted travel agency. Certain associated fees are payable/reimbursable. Cost comparisons from the university’s contracted travel agency are required for trips including personal travel.

• NCAA-funded travel has specific requirements, some of which may be less restrictive than university policies or rates. NCAA-funded travel will be governed by NCAA policy.
• Sponsored projects (e.g., fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict the use of funds for certain types of expenses. Contact the Research and Sponsored Programs (RSP) accountant for your award with any questions.

Policy Detail

• The traveler has been granted an ADA exemption through the Employee Disability Resources Office , or,
• It is an international flight with eight hours or more of total flight time, including domestic segments (allowable upgrade to Premium Economy class only).
• International Flights That Can Not Be Booked with Designated Travel Management Company or are Purchased Abroad (Outside the United States) for a Lower Cost: Though rare, some international airline tickets cannot be purchased by a designated travel management company or are available at significantly higher rates. Some remote international carriers must be purchased in-country. If purchasing airfare abroad, the origin and destination must both be international locations. Flights purchased under this exception may be booked directly with the airline.
• Independent Study Abroad: UW–Madison students traveling for programs provided wholly by international institutions of higher education or third-party affiliates.
• University Organized or Faculty-Led Programs: When UW–Madison students are traveling for the primary purpose of participating in a university-organized or faculty-led program, students are allowed to purchase travel on their own and first meet as a group at an international location. Applicable university-organized or faculty-led programs are reviewed and approved by the University International Travel Committee (UITC)  and the IAP Faculty Advisory Committee .
• Baggage: The first piece of baggage within the airline's weight and size limits is payable/reimbursable. Costs for additional baggage beyond the first piece and overweight or oversized baggage may be payable/reimbursable with a business justification.
• Aisle, Window, or Exit Row Fees: Additional fees associated with booking a coach/economy aisle, window, or exit row seat are payable/reimbursable. This is not to be confused with fare class upgrades, which are typically not allowed.
• Change/Cancellation Fees: Fees charged for changing a non-refundable ticket are payable/reimbursable if justified by circumstances outside of the traveler’s control (i.e. meeting dates changed).
• Booking Fees: Travel agency and online booking fees are payable/reimbursable.
• Federal Excise Taxes: Federal excise taxes are payable/reimbursable.
• Indirect routing or extra stops for personal reasons .
• Travel prior to or after the required business travel dates.
• Using transportation methods that are not the most efficient or cost-effective (i.e., electing to drive/take a train versus fly when flying would be the most efficient and cost-effective option) .
• Departing from/returning to an alternate city (not near campus/headquarter city) for personal reasons.
• Any other situation where the traveler’s itinerary is modified for personal reasons.

Either the traveler’s actual flight or their comparison flight—whichever is less expensive—is payable/reimbursable. The University will not pay/reimburse excess costs related to personal travel. Cost comparisons are not required for non-employees. Acceptable cost comparisons include Concur screenshots or designated agency documentation (such as emailed quotes). Due to airfare pricing and availability fluctuation, accurate cost comparisons must be done at the time of booking to be valid. Airfare payments or reimbursement claims submitted without a valid cost comparison will be paid or reimbursed at a flat rate of 80% of the total cost of the fare, no exceptions.

• Airline promotions. Employees will be reimbursed based on net fare paid. Use of any vouchers, certificates or frequent flyer miles will not be reimbursed. Any vouchers, certificates, or frequent flier miles received during University business travel belong to the individual and may be used at their discretion.

Consequences for Noncompliance

Noncompliant airfare purchases will not be paid or reimbursed by the university.

Responsibilities

• Register for Concur access and create a Concur travel profile.
• Understand and comply with university travel procurement and payment policies.
• Obtain prior travel approval from departmental/divisional authorities, if necessary.
• Obtain a cost comparison, when necessary.
• Retain all required receipts.

UW-3015 University Travel

UW-3017 Lodging

UW-3018 Meals and Incidentals

UW-3019 Vehicle Use/Rental

UW-3020 Long-distance Ground Transportation 

UW-3021 Registration Fees

UW-3022 International Travel

UW-3023 Payment for Services and Travel and Expense Reimbursement for Non-Employees

UW-3024 Expense Reimbursement

UW-3025 Cash Advance

UW-3026 Non-Payable/Reimbursable Expenses

UW-3079 Relocation

UW-3075 Official Functions and Expenses

UW-3033 Tax Exemptions

Booking Air Travel

Reimbursing a Non-Employee

Travel Planning and Booking

Concur Support Guides, Including how to Cancel/Change Reservations

Concur Travel Booking Tool

e-Reimbursement Tutorials

Employee and Non-Employee Travel Guides

UW TravelWIse  (including travel agency information)

Policy Administration

07-01-2020; 03-09-2022; 07-01-2022, 10-28-2022, 06-27-2023, 10-04-2023

UW Health recently identified and investigated a security incident regarding select patients’ information. Learn more

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Travel medicine : Protecting your health, both abroad and back home

Add us to your itinerary.

Our goal is to protect the health of travelers by providing exemplary clinical care along with specific advice and information for each traveler both prior to their trip and after their return.

About travel medicine appointments

Schedule your visit at the clinic 6-8 weeks prior to the start of your trip to allow your immune system to increase antibodies against the diseases against which you have been immunized and provide sufficient time for any additional issues that might arise.

We will do a comprehensive assessment of health risks for your specific international travel.

You will receive counseling to minimize disease risks.

We will recommend and prescribe immunizations and medications for protection against communicable diseases.

Bring to your appointment

A detailed itinerary, including dates of travel and countries you will be entering and airport layovers.

Any regions you will be visiting and specific activities you may be doing (such as trekking).

A record of your previous immunizations. If you have a Certificate of International Certificate of Vaccination or Prophylaxis (Yellow card), you should bring this to your appointment.

A current list of any medications.

Create your own estimate for common vaccines

You can create your own price estimate for common procedures and services. This feature is available for both MyChart and non-MyChart users.

MyChart users can create their own estimate for many common services. This will be linked to your patient record. To create an estimate:

Log into your MyChart account

Click on Billing

Select Estimates

Create a guest estimate

If you do not have a MyChart account, you can request an estimate for common procedures and services on as a guest. This estimate will not be linked to your patient record.

Make a guest estimate

UW Health proactively provides some estimates prior to services. You may receive this estimate via MyChart or in the US mail.

Meet our team

Experts in the field

David andes, md, kristine matson, md, dawd siraj, md, how to find us.

The UW Health Travel Clinic is at University Hospital in Madison. Our clinic is a Wisconsin State Department of Health and CDC-designated center for yellow fever vaccine.

Patient resources

Health Facts for You

• Faculty & Staff
• University of Wisconsin System
• Book Travel

Dedicated UW Agencies

Choose your travel type, individual travel, travel incorporated.

1-9 travelers booked individually or Administrative Groups

Travel-Agency-Vendor-Guide pdf

Group Travel

Fox world travel.

10 or more travelers travelling to the same destination

Athletic Travel

Shorts travel management.

NCAA group and individual athletics travel

Conference Travel

The Office of the Vice Chancellor for Research (OVCR) offers support for conference travel to tenured or tenure-track UW–Madison faculty and academic staff with permanent PI status. If you are a student seeking conference travel funding, please visit this website for possible funding sources: https://grad.wisc.edu/funding/grants-competition/.

OVCR conference travel funding is not intended to cover 100% of the expenses, but rather to defray part of the cost of attending. Eligibility is calculated separately for each type of conference. You may apply at any time during the year, but the request must be made prior to conference travel . If funding is approved, an award letter detailing the account coding will be sent to the recipient and department administrator.

As with all other 135 funds, expenses for conference travel should be processed through your department and college/ school. Reimbursement can be made only for expenses related to the approved conference and must follow university travel policy .

Please note that the review process for all conference travel requests will be normally completed within 10 to 14 business days. For questions regarding conference travel, contact Vielska Brautigam at [email protected] .

Domestic Travel

Normal eligibility rules for domestic conference travel (one domestic conference in the most current two fiscal years) are in effect.

OVCR conference travel funding is not intended to cover 100% of the expenses, but rather to defray part of the cost of attending. Eligibility is limited for domestic conference travel support to one meeting in the most current two fiscal years. The amount awarded is $1,000.

The following criteria must be met in order to be considered for domestic conference travel support:

• Travel must be within the 50 states, U.S. Territories and Commonwealths, Canada, or Mexico.
• The conference must make a strong, positive contribution to your research.
• Conference presentation must include at least of the following: talk, poster session, session leader or discussant.
• Allowable expenses include registration, transportation, allowable lodging, and meal costs not provided by other sources of support.
• All domestic travel should follow current campus health protocols as well as CDC Domestic Travel Guidance . It is recommended that individuals delay university-sponsored domestic travel until fully vaccinated.

Virtual Conference

Eligibility is limited for virtual conference support to one meeting in FY24. The maximum amount awarded is $500. If you receive virtual conference support in FY24, you may not apply for domestic conference travel support in FY24.

The following criteria must be met in order to be considered for virtual conference support:

• Conference presentation (talk, poster session, session leader, or discussant). Allowable expenses are limited to registration fees only.
• Request must include proof of conference participation and receipt for payment of registration fees.

International Travel

Eligibility is limited for international travel support to one meeting in the most current three-year fiscal period. Support of international travel is not automatic; each request is reviewed by the Associate Vice Chancellor for Research of your respective division. The amount awarded is $2,000.

The following criteria must be met in order to be considered for international conference travel support:

• Significant participation (ordinarily, an invited presentation) in a major international meeting.
• Poster presentations and teaching a class or seminar do not qualify.
• Conference attendees should reflect diverse countries and backgrounds; no one nationality should predominate.
• All international travel should follow current campus health protocols as well as   CDC International Travel Guidance . If not otherwise required, it is recommended that individuals delay university-sponsored international travel until fully vaccinated.

The university highly recommends employees traveling internationally on university business enroll in the UW System international health, medical, and evacuation insurance through Cultural Insurance Services International (CISI). Starting Jan. 1, 2022, CISI will be required for all employees traveling abroad for university purposes . For more information on this requirement, see the CISI Insurance enrollment and reimbursement memo , issued Nov. 1, 2021.

Concur Travel Profile Administration

How to register for and maintain a UW–Madison Concur Travel Profile .

All UW employees who travel on behalf of the university–or who make travel arrangements on behalf of other travelers–are required to have a Concur Travel Profile prior to making travel arrangements directly in Concur or via a consultant (agent) from the contracted travel agency. Concur Travel Profiles establish a traveler’s contact information, travel preferences and payment options.

Concur profiles

Register for concur.

All UW employees are eligible for Concur profiles. New users must complete and submit the Concur User Registration Form . After registering, the new user will receive two follow-up emails from UW System Administration:

• Confirmation of Concur access
• Login ID and initial password

Maintain your profile

From your Travel profile, you can update information such as your personal and company information, and credit card information. You can update your Travel Settings, including travel preferences for upcoming trips, and add an assistant to help you book your travel.

Updating Your Travel Profile tip sheet (PDF)

Other tasks and information

Recovering username/password.

Use the links provided on the “Sign In” screen to obtain username or reset forgotten password information. Contact the UW–Madison Travel & Card Team for additional assistance.

Transferring to a new position on campus

It is not necessary to register for a new Concur Travel Profile when you transfer to a new campus position. Instead, contact the UW–Madison Travel & Card Team  to update your existing profile.

• Concur User Registration Form

Related policies and procedures

• UW-3015 University Travel Policy More
• UW-3016 Air Travel Policy More
• UW-3017 Lodging Policy More
• UW-3019 Vehicle Use/Rental Policy More

You might also be looking for...

• Concur Support and User Guides More
• Booking a flight More
• Per Diem Calculator More
• Have another UW employee book my travel More
• Booking guest travel More

Travelers and departmental staff should contact their Divisional Business Office for policy or procedural questions.

Divisional Business Offices may e-mail  [email protected]  with questions.