Registration

Conference registration for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend [CONFERENCE NAME] which is being held [DATES] in [LOCATION]. [BENEFIT TO UW/FUNDING].

Long Distance Ground Transportation to Conference City (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare between Madison and [CITY] for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend [CONFERENCE], being held [DATES]. [BENEFIT TO UW/FUNDING].

Long Distance Ground Transportation to Catch Flight (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare between Madison and [CITY] for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to catch their flight at [AIRPORT] to attend [CONFERENCE], being held [DATES] in [LOCATION]. [BENEFIT TO UW/FUNDING].

Airfare

Airfare for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend [CONFERENCE NAME], being held [DATES] in [LOCATION]. [BENEFIT TO UW/FUNDING].

Airfare Booking Fee

Airfare booking fee for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend [CONFERENCE NAME], being held [DATES] in [LOCATION]. [BENEFIT TO UW/FUNDING].

Lodging

Lodging for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend [CONFERENCE NAME], being held [DATES] in [LOCATION]. [BENEFIT TO UW/FUNDING].

Example of how this expense benefits UW-Madison:

Participating in conferences benefits the UW-Madison, because it allows us to learn about the latest research being performed, which can generate ideas for our own research. It is also an opportunity to network with other scholars in the field and exchange ideas that can lead to future collaborations.

Attachments Needed:

• Expense Receipt
• Conference Overview (Including Name, Location, and Dates)
• Conference Agenda
• Lodging information from conference website (if lodging is booked through website)

Registration

Conference registration for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend [CONFERENCE NAME] which is being held [DATES] in [LOCATION]. [BENEFIT TO UW/FUNDING].

Long Distance Ground Transportation to Conference City (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare between Madison and [CITY] for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend [CONFERENCE], being held [DATES]. [BENEFIT TO UW/FUNDING].

Long Distance Ground Transportation to Catch Flight (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare fare between Madison and [CITY] for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to catch their flight at [AIRPORT] to attend [CONFERENCE], being held [DATES] in [LOCATION]. [BENEFIT TO UW/FUNDING].

Airfare

Airfare for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend [CONFERENCE NAME], being held [DATES] in [LOCATION]. [NAME] will be presenting on [TITLE OF PRESENTATION]. [BENEFIT TO UW/FUNDING].

Airfare Booking Fee

Airfare booking fee for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend [CONFERENCE NAME], being held [DATES] in [LOCATION]. [NAME] will be presenting on [TITLE OF PRESENTATION]. [BENEFIT TO UW/FUNDING].

Lodging

Lodging for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend [CONFERENCE NAME], being held [DATES] in [LOCATION]. [NAME] will be presenting on [TITLE OF PRESENTATION]. [BENEFIT TO UW/FUNDING].

Example of how this expense benefits UW-Madison: 

Participating in conferences benefits the UW-Madison, because it allows us to learn about the latest research being performed, which can generate ideas for our own research. It is also an opportunity to network with other scholars in the field and exchange ideas that can lead to future collaborations; furthermore, presenting research in conferences benefits the UW-Madison because it allows us to showcase our work, engage scholars with new topics, and receive feedback from experts with ideas on how we can best proceed with our current projects.

Attachments Needed:

• Expense Receipt
• Conference Overview (include Name, Location, and Dates)
• Conference Agenda
• Presentation Abstract

Long Distance Ground Transportation to Meeting City (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare between Madison and [CITY] for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend [CONFERENCE], being held [DATES].

Long Distance Ground Transportation to Catch Flight to Meeting (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare between Madison and [CITY] for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to catch their flight at [AIRPORT] to attend the [EVENT NAME] meeting in [LOCATION], being held [DATES]. [BENEFIT TO UW/FUNDING].

Airfare

Airfare for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend the [EVENT NAME] meeting in [LOCATION], being held [DATES]. [BENEFIT TO UW/FUNDING].

Airfare Booking Fee

Airfare booking fee for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend the [EVENT NAME] meeting in [LOCATION], being held [DATES]. [BENEFIT TO UW/FUNDING].

Lodging

Lodging for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to attend the [EVENT NAME] meeting in [LOCATION], being held [DATES]. [BENEFIT TO UW/FUNDING].

Example of how this expense benefits UW-Madison:

PI and research team meetings are beneficial to UW-Madison because they allow researchers to share findings with other experts in the field and get feedback from experts with ideas on how we can best proceed on our current projects. As a requirement of the grant, they also ensure that UW researchers and the university continue to receive funding from outside sources.

Attachments Needed:

• Expense Receipt
• Meeting Overview (and/or Invitation)
• Meeting Agenda
• Presentation Abstract/Overview (If Presenting)

Airfare

Airfare for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to travel to [CITY, STATE] on [DATES OF TRIP]. [NAME]  traveled to [LOCATION] to [PURPOSE]. [BENEFIT TO UW/FUNDING].

Airfare Booking Fee

Airfare for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to travel to [CITY, STATE] on [DATES OF TRIP]. [NAME]  traveled to [LOCATION] to [PURPOSE]. [BENEFIT TO UW/FUNDING].

Long Distance Ground Transportation to Destination City (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare between Madison and [CITY] for [PURPOSE]. [BENEFIT TO UW/FUNDING].

Long Distance Ground Transportation to Catch Flight (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare between Madison and [CITY] for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to catch their flight at [AIRPORT]. [NAME]  traveled to [LOCATION] to [PURPOSE]. [BENEFIT TO UW/FUNDING].

Lodging

Lodging for [POSITION/AFFILIATION TO UW] [FIRST AND LAST NAME] to travel to [CITY, STATE] on [DATES OF TRIP]. [NAME]  traveled to [LOCATION] to [PURPOSE]. [BENEFIT TO UW/FUNDING].

Attachments:

• Expense Receipt
• Invitation/Agenda/Communications Planning Trip

Additional Information:

Please see the accordion panels below for specific info and documentation requirements for these types of travel:

• Student Travel - Travel on Sponsored Funding (FD0133, FD0144, FD0142, etc.)
• Student Travel - Employment-Related UW Business Travel
• Student Travel - Fieldwork
• Student Travel - Conference Paper/Poster Presentation (with faculty/staff co-author)

When travelling on sponsored funding, make sure your business purpose includes:

• The benefit to the sponsored project and the student’s specific work in support of the sponsored project activity

Example of Benefit to UW/Funding for travel on Sponsored Funding:

The purpose of this travel is for [Student Name] to present collaborative research conducted with [Name of PI/Lab]. This presentation aligns directly with the objectives of [Funding Source], which supports the dissemination of research findings and professional development of student researchers. The travel funded by this sponsored funding is explicitly included in the approved grant budget and scope of work, supporting both research dissemination and student development.

When travelling as part of your employment, make sure your business purpose includes:

• That the purpose of your travel is in the scope of your employment, including lab name and position 
• A statement that you have been directed to undertake business travel by a supervisor for the benefit of UW 

Example of Benefit to UW/Funding while traveling as part of employment: 

The purpose of this travel is for [Student Name], a [Student’s position, e.g., Research Assistant], on the [Grant Title] with [Name of PI/Lab]. [Student’s PI] directed [Student Name] to undertake business travel for the purpose of attending [Name of Conference/Meeting/Research Activity] in order to present research findings, engage in professional development, and represent the lab and the University of Wisconsin-Madison. This travel is within the scope of [Student Name]’s employment responsibilities and is undertaken for the benefit of the University.

When travelling to complete fieldwork, make sure your business purpose includes:

• Name of PI and lab name (if applicable), and the student’s affiliation with PI/research project
• If the PI accompanied the student

Additional documentation requirements for fieldwork:

• If the PI did not accompany the the student or directed the student to go on the trip to perform fieldwork, include written approval and confirmation from PI that the student’s activity is benefiting the PI’s research

Example of Benefit to UW/Funding while traveling for fieldwork: 

The purpose of this travel is for [Student Name], a [Student’s position, e.g., Graduate Research Assistant], affiliated with [PI Name] and the [Lab Name], to conduct fieldwork as part of the research project titled [Research Project or Grant Title]. This fieldwork is a critical component of the project and is being conducted under the direction of [PI Name], who accompanied [Student Name] while travelling. This travel is within the scope of [Student Name]’s research responsibilities and contributes to the goals of the grant-funded project, supporting the University of Wisconsin-Madison’s research mission.

When travelling to a conference to present work co-authored by faculty or staff, make sure your business purpose includes:

• The paper/poster title and the faculty/staff PI co-author name 

Additional documentation requirements for conference presentation travel:

• Copy of the conference agenda or paper/abstract showing the title and coauthors

Example of Benefit to UW/Funding while traveling for conference presentation:

The purpose of this travel is for [Student Name], a [Student’s position, e.g., Research Assistant], to attend and present at [Full Conference Name] on behalf of the [Lab Name or Department] at the University of Wisconsin-Madison. [Student Name] is presenting a [paper/poster] titled "[Title of Paper/Poster]", which was co-authored with [Faculty/Staff Co-Author Name], the Principal Investigator on the related research project. This presentation directly supports the dissemination of UW research, contributes to the visibility of the project, and fulfills grant objectives. A copy of the conference agenda and abstract, showing the presentation title and co-authors, is included as supporting documentation.

Ground Transportation to Interview (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare between Madison and [CITY] for [CANDIDATE FIRST AND LAST NAME]. [CANDIDATE NAME] was invited to participate in the interview process for a new faculty position open in [DEPT] on [DATE(s)]. [BENEFIT TO UW]

Ground Transportation to Catch Flight to Interview (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare between Madison and [CITY] for [CANDIDATE FIRST AND LAST NAME] to catch their flight at [AIRPORT]. [CANDIDATE NAME] was invited to participate in the interview process for a new faculty position open in [DEPT] on [DATE(s)]. [BENEFIT TO UW]

Airfare

Airfare for [CANDIDATE NAME], who was invited to participate in the interview process for a new faculty position open in [DEPT] on [DATE(S)]. [BENEFIT TO UW]

Airfare Booking Fee

Airfare booking fee for [CANDIDATE NAME], who was invited to participate in the interview process for a new faculty position open in [DEPT] on [DATE(S)]. [BENEFIT TO UW]

Lodging

Lodging for [CANDIDATE NAME], who was invited to participate in the interview process for a new faculty position open in [DEPT] on [DATE(S)]. [BENEFIT TO UW]

Benefit to UW Example: Covering travel expenses for candidates while completing in-person interviews on Campus benefits the University of Wisconsin-Madison by bringing in faculty members who excel in their field–this also brings in new research projects, which enhance the existing body of knowledge that our faculty members pass on to our students. Covering candidates' travel expenses to interview at the University allows UW-Madison to be competitive with other academic institutions and businesses that offer similar travel support

Attachments:

• Expense Receipt
• Invitation to Interview
• Interview Schedule
• Seminar/Talk Announcement (if Presenting)

Ground Transportation to/from UW-Madison (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare between Madison and [CITY] for [FIRST AND LAST NAME]. [NAME] was invited to host a seminar on [SEMINAR TITLE] for [DEPT/GROUP] on [DATE] at UW-Madison. [BENEFIT TO UW].

Ground Transportation to Catch Flight (Van Galder/Badger Bus, Train, etc.)

[ROUND TRIP/ONE WAY] [VAN GALDER/BADGER/TRAIN] fare between Madison and [CITY] for [FIRST AND LAST NAME]  to catch their flight at [AIRPORT]. [NAME] was invited to host a seminar on [SEMINAR TITLE] for [DEPT/GROUP] on [DATE] at UW-Madison. [BENEFIT TO UW].

Airfare

Airfare for [FIRST AND LAST NAME], who was invited to host a seminar on [SEMINAR TITLE] for [DEPT/GROUP] on [DATE] at UW-Madison. [BENEFIT TO UW].

Booking Fee

Airfare booking fee for [FIRST AND LAST NAME], who was invited to host a seminar on [SEMINAR TITLE] for [DEPT/GROUP] on [DATE] at UW-Madison. [BENEFIT TO UW].

Lodging

Lodging for [FIRST AND LAST NAME], who was invited to host a seminar on [SEMINAR TITLE] for [DEPT/GROUP] on [DATE] at UW-Madison. [BENEFIT TO UW].

Benefit to UW Example: Seminars benefit UW-Madison because it encourages students to get one-to-one feedback from professors for their individual research projects in an environment where they are learning new information that can be applied to their research efforts. This improves the students' research methods, helps answer questions regarding how to proceed with their projects, and prepares them for post-graduate work where peer review and collaboration play a significant role in research developments.

Attachments:

• Expense Receipt
• Invitation to Visit UW-Madison
• Seminar/Talk Announcement

Hosted Meal – Distinguished Lecturers, visiting scholars, etc.

Hosted meal for [GUEST FIRST AND LAST NAME] while visiting UW-Madison on [DATE(S)]. [GUEST NAME] came to Madison to [PURPOSE OF VISIT]. [Benefit to UW].

Benefit to UW Example:

The University of Wisconsin benefits from inviting academics to discuss their latest research because these conversations lead to new collaborative research projects.

Hosted Meal - Faculty Candidate

Hosted meal for [CANDIDATE NAME] while interviewing for a position with [DEPARTMENT] on [DATE(S) OF INTERVIEW]. [Benefit to UW].

Benefit to UW Example:

Recruiting new faculty is beneficial to UW-Madison because by bringing in faculty members who excel in their field, we also bring in new research projects which enhance the existing body of knowledge that our faculty members pass on to our students. Continuing interviews through meals allows the current faculty to maximize their interview time with the candidate and demonstrate the collegiality of the department.

Refreshment Breaks and Meals for Students

Refreshments for [GROUP/COURSE], provided on [DATE] to [PURPOSE/EVENT]. [BENEFIT TO UW].

Benefit to UW Example:

Providing [SNACKS/MEALS] for [EVENT] benefits the University of Wisconsin-Madison by offering a space for [GROUP]  to decompress after meeting and to informally discuss the information provided to them. These breaks and subsequent discussions help solidify their understanding and ultimately advance the University’s mission with regard to instruction, research, and outreach.

Attachments:

• Meal Receipt
• List of Attendees
• Business Meal Calculator
• Guest’s Visit/Interview Schedule
• Invited Talk/Seminar Announcement (if Presenting)

*All staff, faculty, and students considering purchasing food for an event are strongly encouraged to refer to the Official Functions, Hosted Events, and Business Meals Guidance Matrix prior to placing an order to ensure compliance for the meal you are hosting.

Please refer to the Official Functions Matrix to ensure meals are categorized appropriately. https://businessservices.wisc.edu/official-functions-guidance-matrix/

Business Meal – Dinner with an invited speaker to discuss shared research interests. 

Business meal at [Meal Location] on [Date] for [Speaker First and Last Name], joined by [Other Attendees], to discuss [Business Discussed] during their visit to UW-Madison on [Date(s)]. [Speaker Name] came to Madison to [Purpose of Visit]. This benefits UW-Madison because [Benefit to UW].

Benefit to UW Example:

Hosting a business meal with an invited speaker provides an opportunity for faculty to engage in meaningful academic discussion outside of formal presentations. These informal conversations often lead to new research collaborations, mentorship opportunities, and deeper connections between departments and external experts, directly supporting UW–Madison’s mission in research, instruction, and outreach.

Attachments:

• Meal Receipt
• List of Attendees
• Business Meal Calculator
• Invited Speaker’s Travel Itinerary 
• Invited Speaker’s Announcement (if Presenting)

*All staff, faculty, and students considering purchasing food for an event are strongly encouraged to refer to the Official Functions, Hosted Events, and Business Meals Guidance Matrix prior to placing an order to ensure compliance for the meal you are hosting.

Lab Supplies

[SUPPLIES PURCHASED] for [INTENDED USE]. Research project and lab supply purchases benefit the University of Wisconsin-Madison as we perform cutting-edge work, allowing us to maintain our status as a top-notch research university--which in turn offers affiliates the opportunity to gain additional funding for future projects.

Equipment Repair

Fees associated with servicing [EQUIPMENT TYPE/NAME], which is used for [PURPOSE]. Equipment services and repair benefits the University of Wisconsin-Madison as it allows us to keep our machines in working order and continue to carry out the cutting edge research--securing our position as a globally recognized, top-notch research institution.

Third Party Lab Analysis

Analysis of [SAMPLE TYPE] by [COMPANY] to evaluate [PURPOSE OF TESTING]. Third party lab analysis benefits the University by allowing researchers to fully analyze samples obtained in the field, as the comprehensive results can be used for publication as part of the lab's research findings. By conducting groundbreaking research, the UW improves its reputation and adheres to its mission.

Shipping for Third Party Lab Analysis

Analysis of [SAMPLE TYPE] by [COMPANY] to evaluate [PURPOSE OF TESTING]. Shipping items for third party lab analysis benefits the University by allowing researchers to fully analyze samples obtained in the field, as the comprehensive results can be used for publication as part of the lab's research findings. By conducting groundbreaking research, the UW improves its reputation and adheres to its mission.

Membership Fees/Dues

Membership to [ORGANIZATION] for [FIRST AND LAST NAME]. Memberships to professional organizations benefit UW-Madison as it allows our researchers to access current research material, the opportunity to network with other scholars in the field, and the ability to register for conferences at a reduced rate.

Classroom Materials

Purchase of [SUPPLIES PURCHASED] for [DEPARTMENT/COURSE] students. These items will be used to [PURPOSE]. Purchase and use of classroom materials benefits UW-Madison as it allows our faculty members to communicate their research and teaching materials to students clearly and in the most effective way.

Publication Fees

Publication fees for [AUTHOR(S) FIRST AND LAST NAME(S)] for their research “[TITLE OF PUBLICATION].” Publishing research is beneficial to UW-Madison because it allows our researchers to share findings with other experts in the field, and to gather feedback on how we might best proceed on our current projects. It highlights the UW as a prominent contributor to the field and these conversations may also lead to new collaborative research projects.

Attachment(s):

• Expense Receipt
• Abstract (for Publications)