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.
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 expenses 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
Documentation that an approved driver application has been submitted to UW-Risk Management, if not an approved driver with Active status on the Approved Driver Database.