Before booking any travel, please read and comply with the University's policies.
First and foremost, it is the traveler's responsibility to understand and comply with UW Travel policies! Please get to know the policies, as they can change. http://www.bussvc.wisc.edu/acct/policy/ppindex.html
Comply with UW Madison Policies (ask Desi Gargano if you are in doubt)
Submit expense reports within 90 DAYS of the last travel date
Prepare to justify your travel with supporting business purpose and how it benefits the UW.
If paid claims are determined to be inappropriate or out-of-policy, the Traveler is required the reimburse the University for the amount paid
REGISTRATION FEE - These are usually prepaid in advance to claim your spot at the conference
You can request reimbursement for these ahead of time
On following Expense Report, it will be marked as prepaid
Mariah can pay for these via dept credit card to avoid ER and out of pocket expense, if you wish
ALL Flights MUST be booked via Concur NO EXCEPTIONS - https://www.concursolutions.com/home.asp
IF you do not book through Concur, your flight cannot be reimbursed
Flight comparison is required if booking outside of price or preferred airline of the UW
You can depart from MSN, MKE, or ORD
Departing and/or returning other than the stated cities above, is allowed ONLY if the fare is more cost effective
Must provide cost comparison if you go this route
Hotels/Lodging MUST be booked via Concur or with the hotel DIRECTLY
IF more cost effective rates are available outside of Concur, you MAY reserve lodging directly with Desi and will need to provide cost comparison
Expedia, Hotels.com, Kayak, Priceline, Airbnb, Hotwire, and any other 3rd party site is NOT ALLOWED for booking! You will not be reimbursed.
Airbnb is now allowed as a lodging option
The traveler is responsible for booking the Airbnb under their name
The traveler is responsible for contacting Airbnb to gain tax exemption
The traveler is responsible for signing the contract, damage deposits, etc. The University will not be liable for any damage caused by traveler
Bus & Train Transportation is allowed and may be reimbursed
Use of Private Vehicle, Rental Vehicle, or Fleet Vehicle
YOU MUST BE AN APPROVED DRIVER NO MATTER WHAT if you choose to use any sort of vehicle for your travel transportation
You can get approved here: https://fleetportal.wi.gov/VUA
Keywords | reimbursement travel conference business | Doc ID | 132860 |
---|---|---|---|
Owner | Desi G. | Group | Dept of Geography |
Created | 2023-11-16 14:24 CST | Updated | 2023-11-16 14:27 CST |
Sites | Department of Geography | ||
Feedback | 0 0 Comment Suggest a new document |