Business Office - Travel Planning

The information below addresses the most common travel costs and policies. A more complete guide to UW Travel policies can be found at Business Services website.

Please Remember…

• When in doubt, ask the Business Office, we’re here to help.
• Your supervisor needs to approve your travel on department funding before booking.
• 90-day deadline from the last day of travel to file an expense report (fully documented and submitted).
• Travel Inc can help.
• More documentation can’t hurt.
• To use Concur to book your travel, you will need to setup a Concur profile if you haven’t already. This will also allow you to assign a travel arranger.
  • See the Travel Hub for travel info/updates from Travel Inc, Concur, unused tickets, how to exchange a ticket, mobile app info, and more.
• UW would prefer travel be booked via Concur since service fees are lower ($3.75) than calling Travel Inc consultants directly ($18). Please see Travel Inc’s Fee Grid for a full list. 

My Corporate Card

1. If you travel a lot, this may be a good option. The My Corporate Card streamlines and automates travel and expense reimbursement for UW employees. 
2. It is issued by US Bank for travel + business-related expenses while in travel status. The cardholder is personally liable for charges, but UW will pay US Bank directly to cover business-related charges claimed through e-reimbursement.

Meals & Incidentals Per Diems (click for information on reimbursement)

• No receipts required for regular meals when traveling
• Day trips (no overnight lodging) = $15/day even if a meal was provided and is tax reportable.
• Overnight
  • Varies by location. Use UWTravelWise Lodging & Per Diem Calculator before you travel to see the per diem amounts.
  • First day: location is where you will be spending the night. Subsequent full days: where you will be spending the night for that day. Last day: where you spent the night before returning to home/headquarters.
  • First and last days of travel is 75% of total based on location.
• Provided meals
  • Any meals provided by host/conference will be deducted from your daily meal per diem.
  • Hotel breakfasts included in lodging price or meals included in airfare price do not require per diem deductions.
  • Meals added on to lodging bill should be deducted from lodging reimbursement and reimbursed as part of per diem allowance.
  • Per Diem reimbursement includes $5/day for incidentals
    • Even if all meals are provided, you can still get this $5/day.
    • Examples: bottled water, tips for service staff, laundry, mailing, transportation between places of lodging, etc.

Personal Vehicles/Mileage (click for information on reimbursement)

• Must be an authorized driver in the State of WI Enterprise Fleet Management System (applies to any driving for UW business)
• If driving more than 300 miles round-trip, a fleet vehicle is encouraged
  • If more than 300 miles and a personal vehicle is used, reimbursement will be limited to lower “turndown” mileage rate
  • Travelers who do not have access to fleet vehicles (e.g. non-employees, employees not headquartered in Madison) are not subject to the turndown rate.

• Standard car rate = $0.575 (effective 1/1/20)
• Turndown car rate = $0.37 (effective 1/1/20)
• Provide Google Mapsdocumentation to show route taken and approximate mileage
  • This is especially important if there are additional stops, an abnormal route, etc.

Fleet Vehicles

• Must be an authorized driver in the State of WI Enterprise Fleet Management System (applies to any driving for UW business) 
• Contact Tammy O’Brien in the Business office to obtain a Fleet Billing number.
• All drivers need to complete the Vehicle Use Agreement for Fleet Vehicles
  • If you have an out-of-state license, or have previously had an out-of-state license
    and have had a WI license for less than 2 years, you must also submit PDFs of:
    • Driving abstract from other state showing last 2 years of driving history 
    • Copy of driver’s license
    • See Risk Management for more info/questions.
• If you need to cancel, do so within 24 hours of reservation, or you will still be charged
• If there is no fleet vehicle available in the online system, you may put your name on a wait-list, but you need to keep checking the status, as you are not informed if a car becomes available
• Fleet also encourages you to contact them 608-262-1307 or fleet@fpm.wisc.edu, as a Fleet vehicle may still be available.  The online system sometimes shows non-availability based on vehicle type rather than overall availability.
• There is parking at the fleet vehicle lot for your personal vehicle
  • It is limited—first come, first served basis
  • You can be reimbursed for a taxi ride to fleet vehicle lot or for an alternative parking location (receipts required if more than $25.00)

Lodging (click for reimbursement information)

• Lodging maximums vary by location
  • Use UW TravelWise Calculator before travel for estimates
  • If a conference is held at a hotel that exceeds this maximum, you can still be reimbursed for the whole amount if you provide documentation showing the conference’s recommendation. (brochure, registration form, etc.)
• Booking
  • To book, contact the hotel directly OR use Concur/Travel Inc.
  • The UW is encouraging us to use Concur, so please check there first.
  • Employees may use a UW purchasing card, Corporate Card or personal funds for lodging.
  • Travelers and travel arrangers are expected to research rates and reserve lodging using Concur or Travel Inc to take advantage of potential cost savings.
  • Rates found in Concur/Travel Inc may be less than conference rates.
  • UW contract rates, which provide opportunities for lodging savings, are only offered within Concur/Travel Inc
  • Concur will tell you if the rate selected is within UW’s lodging maximums, however, it is up to you to know these maximums to ensure the cost falls below.
• As of July 1, 2020, Airbnb is permitted for lodging
  • All service fees (guest, cleaning, etc.) are included in daily lodging maximum calculations
  • NOT reimbursable: taxes, deposits, damage waivers, and insurance 
•  DO NOT use third-party booking sites such as Expedia, Priceline, Hotels.com, etc.This is a University-wide rule; we cannot reimburse
• Some hotels and AirBnB require pre-payment. In these cases, prepayment is permitted.
• If you have any further questions (non-cancellable, extra fees, etc.), please see the Business Office before booking
• Tax exemptions
  
  • Tax exemption for lodging in Wisconsin, as well as:
  • Colorado, Florida, Idaho, Illinois, Kansas, Kentucky, Maine, Mississippi, Missouri, North Dakota, Rhode Island, Tennessee, Texas
  • *this list is subject to change, so please check with Business Office before you travel
  • Please see Business Office for tax-exempt documentation to provide to hotel. If you pay for sales tax in any state where the UW is tax-exempt, you will not be reimbursed for the sales tax.

Airfare (click for reimbursement information)

• Travel Inc must be used (via Concur or directly with agent)
  • Only exception: traveling within a foreign country
  • But: the flight to and from the U.S. must be through Travel Inc
  • And: you must receive confirmation from Travel Inc/Concur that they cannot book these flights for you
• Travel Inc = travel agents; Concur = online booking platform used by Travel Inc.
  • Booking online or directly is a matter of preference, but service fees are lower if you book online through Concur
  • If you experience difficulties with Concur, contact Travel Inc agents directly.
• Employees may use a UW purchasing card, Corporate Card or personal funds for airfare.
• Reimbursement
  • Provide your Travel Inc Invoice/receipt.
  • E-itineraries, boarding passes, check-in print-offs, etc. are not acceptable forms of documentation.
  • Reimbursable as soon as you purchase; there is no need to wait until conclusion of trip.
• In the event of airline delays, flight cancellations, or other disruptions:
  • Contact Travel Inc directly (they can work across all airlines)
  • For 24/7 support, call: (877)-811-9898
    
• Indirect routing/personal travel
  • Allowable as long as no additional costs occur or if there are substantial savings
  • However:
    • “Explanation and cost comparison obtained at the time of booking are required.”
      • This Cost Comparison must come in an email directly from Travel Inc agents
      •  We cannot use a screenshot, even from the Concur website.
  • If an itinerary with an indirect/personal travel exceeds the business-only cost, then we can only reimburse for the business-only cost
  • “Business-only travel” is defined as one day before and after event dates for North American destinations OR two days before and one day after event dates for international destinations. 
• Economy vs. “basic” economy
  • The major airlines have introduced “budget” or “basic” economy.
  • While these “basic” economy fares are often cheaper…
    • They are entirely nonrefundable and nonchangeable
    • If your plans change, you will need to purchase a whole new ticket
  • It is recommended that you book Economy fares rather than “basic” economy fares
• Baggage
  • First bag within the airline’s limits:
    • No questions asked
  • If more than one bag, or if bag is oversized:
    • A business justification is required 
• Seat assignment fees
  • Additional fees associated with booking coach/economy aisle, window or exit roware allowable.
  • No fare class upgrades (i.e. first class, business class, etc.) of any kind are allowed.
  • Premium Economy is permitted for international travel with 8+ hours of total flight time.
• If any other flight fees, issues, or questions come up (“premium” or “plus” economy fares, “preferred seat” charges, extra-legroom charges, change fees, cancellations, etc.) please ask the Business Office prior to booking.

International Travel

• Travel Insurance - Cultural Insurance Services International(CISI)
  • International health and travel insurance when traveling abroad on business.
  • Includes diagnosis, treatment, hospital stays, prescription drugs, ambulance, replacement eyeglasses or contacts, trip delay/interruption, and more.
  • Recommended for faculty/staff, required for students.
  • You may also personally purchase coverage for dependents traveling with you, this is not reimbursable.
• Airfare within another country
  • This is the only exception to using Travel Inc/Concur for flight
    • But: the flight to and from the U.S. must be through Concur/Travel Inc
    • And: you have to receive confirmation from Travel Inc /Concur that they cannot book these flights for you
• Foreign currency
  • Any purchase made using foreign currency must be converted to US dollars for reimbursement.
  • If the Business Office is preparing your reimbursement we will do the conversion.
  • If you are personally preparing the reimbursement:
    • Please provide the exchange rate documentation using the conversion website preferred by the UW and use the date of the purchase (not today’s date)        OR
    • Provide your credit card statement showing the conversion of each transaction.

Vehicle Rental (click for reimbursement information)

• Booking
  • Must Use University contracts
    • Enterprise or National
    • Only exception: If no Enterprise or National available in the area, use the Hertz state contract. (Must provide Travel Inc/Concur documentation regarding unavailability or Enterprise or National).
    • If Hertz is not available, can then use non-contract vendor.
• Book via Travel Inc/Concur 
• Collision (CDW) and liability (LDW) insurance coverage is already included on Domestic (US) rentals. Do not take any other extra insurances, they cannot be reimbursed.
• For International (non-US) rentals: Rates/Coverages vary by location.  All insurances should be purchased and are reimbursable.
• Non-contract rentals: CDW and LDW insurances must be purchased.
• We may use these contracted rates for personal travel, however:
  • We must book through this link to apply the discount (not Concur)
  • Personal use does not include the Collision Damage Waiver or Limited Liability Coverage.
• Documentation and receipts
  • Must provide the original vehicle rental agreement or digitally scanned copy.
  • Must provide the original rental receipt or digitally scanned copy.
  • Receipt required for gas reimbursement.
    • Do NOT opt for the gas pre-pay option, even if you think it will be less expensive. It is not reimbursable. 
    • Do NOT return the vehicle with an empty tank to let the rental company fill it up as vendors charge high premiums for vehicle refueling charges.
      • - 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.

Taxis

• Receipts required if more than $25.00.
• Uber, Lyft and similar services are allowed.
• Tips for drivers are limited to 20% of the total fare.
• Please note where the taxi is to/from
  • To/from the conference? to/from the hotel? Etc. 
  • We cannot reimburse for taxis to/from per-diem meals. Transportation to hosted meals is reimbursable.

Internet Connection Fees

• Receipts required
• Actual cost is reimbursable if business purpose is documented.

Phone Calls

• Reimbursement is included in the Meals & Incidentals per diem allowance.
• No receipts required.

If you have a question on an item not listed above, please refer to UW TravelWise Travel Policies or contact Susan Kitts or Jane Rolfsmeyer in the Business Office.