Parking while traveling for business purposes, including within the headquarters city, is payable and reimbursable. Parking at the headquarter office location is not payable or reimbursable. Short-term parking costs incurred by the driver when a traveler is being picked up or dropped off at the airport/airport terminal are payable and reimbursable. 

Driver Authorization

University employees who operate a vehicle on UW business – whether utilizing a personal vehicle, fleet vehicle, or rental vehicle – must be authorized to drive by UW-Madison Risk Management.  Non-authorized drivers will not be reimbursed for vehicle-related expenses.  Non-employees are not required to be authorized drivers unless they are a current UW student or a volunteer on behalf of UW.

• To confirm your status, please visit the online authorized driver database: 
  • Logon as a UW employee at UW-Madison.
  • Click on “Reports” in the top banner, then click “Driver Summary” to search
     for your name.
  • If you are not found in the database you will need to register to become authorized.
• Driver authorizations take up to 10 business days, so plan ahead
• Once you’re authorized and have a WI license, you do not need to renew for subsequent trips.
• Those with out-of-state licenses or students will need to reapply. See Driver Authorization Renewal Instructions for more info.
• Any negative change in your driving record may result in revocation
   of authorization.
• Any requests for reimbursement of tolls will not be processed without completed Driver Authorization.
• Driver authorization is not required in order for employees to claim parking expenses.

Parking and Tolls (click for printable checklist)

Expense Types to use in e-Reimbursement, depending on the type of expense: 

• Parking – for parking expenses associated with privately owned vehicles or rental vehicles.

• Travel Miscellaneous – for expenses for Tolls associated with privately owned vehicles or rental vehicles. (This expense type is also used for other, allowable travel-related expenses not identified by a specific expense type or included as part of M&IE per diem: tolls, internet, visa fees, currency conversion fees, etc.)

The following documentation and information is required for parking and tolls:

• Itemized Receipt is required if the claimed expense exceeds $25.  If the claimed expense is less than $25, a receipt is not required.
• A UW-Madison business purpose and description of the trip
• Driver authorization is required in order for employees to claim toll expenses.
• Driver authorization is not required in order for employees to claim parking expenses.