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UW Travel Lodging Policy
Effective October 5, 2015, the UW System will be implementing a new travel program rate structure and policies. The new policies and protocols for meals and incidental expenses, lodging, vehicle usage, miscellaneous travel-related expenses and general travel provisions apply to all University-funded or University-sponsored travel, regardless of funding source or traveler affiliation (e.g., employees, guests, consultants, students). The following is a summary of the changes for lodging:
Rates for single/standard lodging in Wisconsin and for international locations, Alaska, Hawaii, and US territories are not to exceed the federal rate maximum for the location and dates of stay. Lodging costs elsewhere in the contiguous United States will be allowed up to 125% of the federal rates.
Lodging booking methods will include Concur, Fox World Travel agents, and the hotel property directly. The purchase of lodging using online brokers (e.g., Expedia, Hotels.com) continues to be disallowed because these sites (1) often include costly change/cancel penalties, and (2) they do not provide the receipt requirements in accordance wtih IRS regulations. Exception, lodging booked for a conference hotel through the conference website is allowable.
Effective 7/1/2020, lodging booked through AirBnb is allowable. Policies and procedures for booking through AirBnb can be found at https://businessservices.wisc.edu/travel-reimbursement/planning-a-trip/reserving-lodging/
Lodging rate limits do not apply to externally arranged conference lodging, if staying at the conference location or any conference recommended hotel. Rate limits do apply for UW-sponsored conferences or events.
All travel expense reports must be submitted within 90 days from the end of the trip. (Note: IRS rules require that all business travel be accounted for in a timely manner, and provides 60 days as a reasonable definition of timely).