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Please share the L&S Travel Quick Guide with any person traveling on behalf of the UW and the L&S P-card Quick Guide for all who have a P-card.
General Guidance
Methods for Payments
Expense Reimbursements
- Primarily used to reimburse employees and non-employees for travel expenses they paid out of pocket. May be used to reimburse for purchased goods in some situations.
- Services are not allowable for e-Reimbursement due to tax implications. Services should always be paid directly by the UW by a UW issued card or through UW accounts payable.
- Business Services Travel and Reimbursement page
- UW-3024 Expense Reimbursement
- UW-3026 Non-Payable/Non-Reimbursable Expenses
Procurement Cards or Department Cards
- P-cardholders may make allowable purchases for themselves and for others, but may not share their card details for others.
- Department Cards may be used by multiple people within a Department. They are issued to a single person within a Department and that person is responsible for the proper usage by others.
- L&S P-card Quick Guide indicates what is and what is not allowable on a P-card or Department Card.
- Business Services Purchasing Card page.
Corporate Cards
- An individual liability card issued to an employee for UW business use only. Employees still need to submit expense reports for payment to US Bank.
- Business Services My Corporate Card page.
Requisition/PO/Invoice
Invoice
Payment to Individual (PIR)
Business Purpose
- Business Purpose: When using university funds or requesting a reimbursement from university funds, documentation of a clear business purpose is required so an approver, auditor, site manager, and/or post-payment auditor may reasonably conclude and agree the expenditure is an appropriate business expense. The business purpose, which is defined as one that supports or advances the goals, objectives, and mission of the university, adequately describes the expense as a necessary, reasonable, and appropriate business expense for the university. All expense reimbursements must include a university business purpose.
What is a Receipt
- An original receipt is a written acknowledgment that the vendor has been paid for providing goods or services. To be considered original it must show:
- The name & address of the vendor providing the goods or services
- The date that the specific services were received or items were purchased
- Itemization of the services and/or goods and pricing
- Final amount due and evidence that it was paid
- Credit card receipts that do not show what was being purchased are not acceptable.
- For Purchase Cards: If a receipt cannot be obtained a missing receipt form must be completed
Guidance: UW System, Missing Receipt Form
Student Travel
- Follow Student Payment Guidelines
- Clery act guidance if applicable, including address, see UW Procedure 3024.1, #14
- Employees may claim travel-related expenses for students where it would be inappropriate to request students to pay for their own travel expenses. Meals reimbursed under this exception are reimbursed as business meals, not individual meal per diems. Efforts should still be made to direct pay for student expenses using purchase cards or other direct methods of payment.
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Student employee expenses that have a UW business purpose and benefit to UW are subject to the 90-day requirements and would require the accountable plan form if over 90 Days. Expenses for non-employee Universities of Wisconsin students are exempt from the 90-day requirements. (Under student travel)
Claiming Own Expenses
- Employees may not claim travel-related expenses for other travelers. Exceptions:
- Shared lodging expenses
- Shared transportation expenses
- Student travel where it would be inappropriate to request students to pay for their own travel expenses. Meals reimbursed under this exception are reimbursed as business meals, not individual meal per diems.
Travel Itinerary
- A travel itinerary should include information for each day of travel and what business activities were conducted on each day.
Guidance: L&S KB
Travel
Airfare
Review | Attachments |
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Business Purpose: What was the purpose of the trip? What were the dates of the trip? What was the specific benefit to the UW gained from this trip?
Guidance: L&S Airfare, UW-3016-Air Travel and Booking a Flight
Gas
Review | Attachments |
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Business Purpose: What was the purpose of the trip? What were the dates of the trip?
Guidance: Using a vehicle for business travel
Lodging
Review | Attachments |
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Business Purpose: What was the purpose of the trip? What was specific benefit to the UW gained from the purchase?
Guidance: Reserving Lodging, UW-3017 Lodging;
Meals - Travel - Per Diem
Review | Attachments |
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Business Purpose: What was the purpose of the travel? What was specific benefit to the UW gained from the purchase?
Guidance: UW-3018 Meals and Incidentals, UW-3039
Mileage
Review | Attachments |
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Business Purpose: What was the purpose of trip? What is the UW Benefit?
Guidance: Using a vehicle for UW business travel, Driver Authorization instructions, Policy UW-3019 Vehicle Use/Rental
Parking
Review | Attachments |
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Business Purpose: What was the purpose of trip? What is the UW Benefit?
Guidance: Using a Vehicle for UW business travel, Policy UW-3019 Vehicle Use/Rental, Driver Authorization instructions,
Relocation and Moving Expenses Stipend
Review | Attachments |
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Business Purpose: What was the date of the move? Where is the employee moving from?
Guidance: UW-3079 Relocation, 3079.1 Processing a Relocation Stipend
Rental Cars
Review | Attachments |
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Business Purpose: What was the purpose of the travel? What business activities did having a rental car facilitate? How was the rental car the most cost-effective method of transportation? Why was a rental car needed (rather than using public transport or uber)?
Guidance: Using a Vehicle for UW business travel, Policy UW-3019 Vehicle Use/Rental, Driver Authorization instructions,
Student Travel
Review | Attachments |
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Business Purpose: Is this a research payment, UW Business or personal enrichment? Where What was specific benefit to the UW gained from the purchase?
Guidance: Student Payment Guide, Payments to Students, UWPD Clery Act, Payroll and Travel Policy Updates, UW-3024
Transportation, Local – Taxi/Uber/Bus/Rail/Subway
Review | Attachments |
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Business Purpose: Where was the transportation to and from? What was the purpose of the transport?
Guidance: Traveling - Once you’re there, Local-Distance Ground and Local Transportation UW-3020,
Transportation, Ground Long-Distance - City to City Bus/Train
Review | Attachments |
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Business Purpose: Where was the transportation to and from? What was the purpose of the transport?
Guidance: Travel Planning and Booking, Local-Distance Ground and Local Transportation UW-3020,
International Travel General Info
Cash Advances
- Travelers may request a cash advance only if no other payment options are available or practical.
- e-Reimbursement cash advances may not exceed 100% of the estimated expenses to be paid by the traveler.
Guidance: UW-3025
CISI
- Effective January 1, 2022, enrollment in CISI International Travel Accident, Sickness, and Security Assistance Insurance coverage is required for all University of Wisconsin–Madison faculty, staff employees and appointed volunteers when traveling internationally or to any U.S. territory* for the purposes of engaging in University-related academic, research, business or sponsored Program activities. (*Travel to a U.S. territory includes travel to Puerto Rico, S. Virgin Islands, Guam, American Samoa and Northern Mariana Islands.)
- If employee is enrolled in a HDHP (High Deductible Health Plan) traveler should contact OHR Benefits Services
- NOT required for expense reimbursement.
- When claiming for reimbursement documentation showing business days must be provided. (Agenda/Itinerary)
- Prepayment is allowed.
Additional Info: CISI International Travel Insurance Program, UW-3022
In Country Flight
- Flights That Can Not Be Booked with Designated Travel Management Company: Some airline tickets cannot be purchased by a designated travel management company or are available at significantly higher rates. Documentation (such as an email) from the contracted managed travel company stating they can’t purchase the requested itinerary is required.
- International Flights Purchased Abroad (Outside the United States): 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.
- 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.
Guidance: UW-3016
International Phone
- International business communication expenses, such as international calling or data plans, are payable/reimbursable when accompanied by business justification. Note: Individual phone calls are part of the M&IE per diem allowance.
- For the purchase and use of a phone for University use contact DoIT.
Guidance: UW-3022
Internet
Review | Attachments |
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Business Purpose: The business reason internet was needed. What was the specific benefit to the UW gained from this purchase?
Guidance: UW-3024 Expense Reimbursement
VISA
- Visa fees are payable/reimbursable by the university when required for university business travel. For information about obtaining travel visas and passports for university business, see the UW TravelWIse Passport Services webpage.
- Prepayment is allowed.
Guidance: UW-3022
Events
Alcohol
Review | Attachments |
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Business Purpose: What was the purpose of the meal or event where alcohol was served? What was the specific benefit to the UW gained from this purchase?
Guidance: L&S ALcohol, UW-6003 UW-Madison Alcohol, 3024.8 Foundation funding e-Re
Catering
Review | Attachments |
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Business Purpose: What was the purpose of the meal or event? What was specific benefit to the UW gained from this meal or event? If Union or Housing not used on campus, justification for why not.
Guidance: UW-2045 Catering, UW-3049 Catering – On and Off Campus, Planning a UW Event, L&S Risk Management on Catering
Meals - Hosted, Group
Review | Attachments |
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Business Purpose: What was the purpose of the hosted meal? What was specific benefit to the UW gained from the purchase?
Guidance: UW-3039 Business Meals, Business Meals campus page, Business Meal Calculator, UW Sys 435 HQ City and UW Sponsored Events, Meal Matrix
Meeting Space
Review | Attachments |
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Business Purpose: What was the purpose of the space rental? What was specific benefit to the UW gained from the purchase?
Guidance: Planning a UW Event,
Conference/Training
Conference Registration
Review | Attachments |
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Business Purpose: The name and purpose of the conference. What was the specific benefit to the UW gained from attendance at this conference?
Guidance: Paying Event Registration Fees and UW-3021 Registration Fees
Training and Coursework - Career Related Course
Review | Attachments |
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Business Purpose: Who is it for? What was specific benefit to the UW gained from the purchase?
Guidance: Employee Coursework and Training Assistance Procedures, L&S KB Guidance
Training and Coursework - Job Related Courses
Review | Attachments |
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Business Purpose: Who is it for? Course name. What was specific benefit to the UW gained from the purchase?
Guidance: Employee Coursework and Training Assistance Procedures, L&S KB Guidance
Supplies
Materials - Non-Consumable (Books and Periodicals)
Review | Attachments |
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Business Purpose: How will the items be used? What was specific benefit to the UW gained from the purchase?
Guidance:
Protective footgear/shoes
Review | Attachments |
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Business Purpose: Who was the footwear puchased for? Why is it needed to complete job requirements?
Guidance: L&S Protective Show Guidance
Regalia
Review | Attachments |
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Business Purpose: What event was the regalia rented for? Who was the regalia rented for?
Guidance: UW-3026 Non-Payable/Non-Reimbursable Exp
Supplies - consumable (office supplies, lab supplies, etc.)
Review | Attachments |
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Business Purpose: What is being purchased? Who will use it? What was specific benefit to the UW gained from the purchase?
Equipment
Computer Hardware
Review | Attachments |
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Business Purpose: What will the items be used for? If items for specific people or rooms, list them.
Guidance: Tech Purchasing Guide
Equipment - (lab,classroom)
Review | Attachments |
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Business Purpose: What is the purpose of the equipment? Where will the equipment be used? What was specific benefit to the UW gained from the purchase?
Guidance: Capital Equipment, How to buy a product,
Furniture - Office
Review | Attachments |
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Business Purpose: What is the purpose and benefit of the furniture? Where will the furniture be used?
Guidance: L&S Furniture and UW-3043 Exceptions/Approvals/Special Handling #9
Furniture - non -office
Review | Attachments |
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Business Purpose: What is the purpose and benefit of the furniture? Where will the furniture be used?
Guidance: L&S Furniture
Other Expenses
Advertising
Review | Attachments |
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Business Purpose: What was the purpose of the advertising? What was the specific benefit to the UW from this service?
Guidance: How to buy a service – Division of Business Services – UW–Madison (wisc.edu)
Digital media, e-books or streaming video/movies
Review | Attachments |
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Business Purpose: What was the purpose of the purchase? Who will utilize the purchase? What was specific benefit to the UW gained from the purchase?
Gift Cards
Review | Attachments |
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Business Purpose: Paraphrase the explanation of purchase from the Gift Card Approval Form.
Guidance: UW-3027 Gift Cards
Internet
Review | Attachments |
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Business Purpose: The business reason internet was needed. What was the specific benefit to the UW gained from this purchase?
Guidance: UW-3024 Expense Reimbursement
Membership
Review | Attachments |
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Business Purpose: Who is the membership for? Why is the membership needed? What was specific benefit to the UW gained from the purchase?
Guidance: Policy 328 Memberships
Postage/Shipping
Review | Attachments |
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Business Purpose: What is being mailed or shipped? Who are the recipients? What was specific benefit to the UW gained from the purchase?
Prizes and Awards
Review | Attachments |
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Business Purpose: What is the prize or award for? Who will the purchase be given to? What was specific benefit to the UW gained from the purchase?
Guidance: UW Sys Policy 330
Software/software subscriptions
Review | Attachments |
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Business Purpose: What subscription is being purchased? Who will be using the subscription? What was specific benefit to the UW gained from the purchase?
Guidance: L&S App/Software Cloud/Web Service Purchasing Guidelines, Website Development and Hosting Fees - L&S
Subscriptions (non-software)
Review | Attachments |
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Business Purpose: What subscription is being purchased? Who will be using the subscription? What was specific benefit to the UW gained from the purchase?
Guidance: UW-3041 New or Renewal Subscriptions, L&S Membership/Subscription Guidelines,
Printing
Review | Attachments |
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Business Purpose: What is the purpose of items printed? What was the specific benefit to the UW gained from the purchase?
Guidance: UW-3044, How to Purchase a Printing or Copying Job