UW–Madison-Funded Travel Guidance Tool

Travel Guidance Tool

Guidance will update as items are selected. Meals and lodging guidance will show for all trip types.
NOTE: You can email guidance to yourself after you make selections.

Select UW–Madison-Funded Travel Details

International Business Travel

Know before you go

1. Make foreign travel reservations with Fox World Travel (844-630-3853).
2. CISI travel insurance is required for all UW employees who travel abroad. You will need proof of CISI medical/health and personal liability insurance.
3. To ensure coverage by the Wisconsin State Liability and Worker’s Compensation programs, UW employees traveling internationally should obtain documentation (i.e., email or letter) from their supervisor, director, chair or dean before the trip. The documentation should confirm that the travel is within the scope of their employment and related to the university’s mission. Forward the documentation to HR for inclusion in the employee’s personnel file.
4. The traveler must obtain appropriate travel visas, passports, vaccinations and other documentation required for international travel. Reference the UW International Safety and Security website for further guidance.
   • If traveling to or connecting through the United Kingdom, complete the Electronic Travel Authorization form.
   • If obtained for the business event, costs for travel visas and passports can be reimbursed.
5. The traveler should determine the necessary date for arrival and departure to allow sufficient time for business to be conducted. For international travel, arrival up to two days before a business event and departure on the day after business concludes is allowable.
6. If the international flight is eight hours or more, including domestic segments, you may upgrade to premium economy class via Fox World Travel.

Reimbursement requirements

1. If a payment is made in foreign currency, all receipts must be converted to U.S. dollars. Include documentation supporting the exchange rate used (e.g., OANDA or redacted credit card statements). If the receipt is in a foreign language, it must be translated into English.
2. Itemized, paid receipts (marked "paid" or $0 balance) are required for CISI insurance and any business related travel visa/passport expenses.

References: Air Travel policy, International Travel policy

Combining Personal Travel and Business

Know before you go

1. If your flight includes indirect routing and/or extra stops for personal reasons, a time-stamped round-trip airfare cost comparison is required. Airfare cost comparisons are not required if you are only changing the flight dates to add personal time. Due to price fluctuations, cost comparisons must be documented at the time of booking to be valid. The lowest airfare will be reimbursed.
   • View cost comparison examples.
   • If cost comparisons are not obtained, reimbursement will be limited to 80% of the total costs of airfare, no exceptions.
2. Make business travel reservations that include non-business travelers via Fox World Travel (844-630-3853). Do NOT use Concur.
3. Only business expenses are reimbursable. Expenses incurred during personal travel time will not be reimbursed. If business and personal time are combined, you may only claim per diems for the days you would have traveled if personal time was NOT included.

References: Air Travel policy, University Travel policy

Conference, Event, Other Business

Know before you go

1. Use a p-card or personal funds as payment for registration fees (ask your department contact which method is preferable)
2. Registration fees may be reimbursed prior to travel.
3. Registration fees for optional event outings (e.g., reception dinner) are NOT reimbursable and will be included in the meal and incidental per diem, unless a business purpose is documented in the event program.

Reimbursement requirements

1. Submit an itemized and paid registration receipt and the agenda or announcement (including name of event, event dates and location).

• • If your receipt is NOT itemized (e.g., registration, events, meals, materials), include documentation of everything covered by the registration fee.
  • If the receipt is NOT marked "paid" or $0 balance, submit a redacted bank or credit card statement as evidence of payment.

References: University Travel policy, Registration Fees policy

Air Transportation

Know before you go

1. Book domestic flights with Fox World Travel (844-630-3853) or Concur. For international flights, you MUST book directly with Fox World Travel.
   • Make sure your Concur profile is updated before booking. To add a travel arranger, the employee/traveler must grant them permission.
   • The traveler should determine the necessary date for arrival and departure to allow sufficient time for business to be conducted. For domestic travel, arrival on the day before a business event and departure on the day after business concludes is allowable.
   • You must select the lowest, logical non-refundable coach/economy airfare that fits your travel schedule. Aisle, window or exit row fees are reimbursable. Fare class upgrades will NOT be reimbursed without an ADA exemption through the Employee Disability Resources Office.
   • Itemized, paid receipts (marked "paid"or $0 balance) are required for baggage costs over $50. Keep track of all costs under $50; you will need to enter exact amounts paid in your expense report. The first bag within the airline’s weight and size limit is reimbursable; additional baggage fees may be reimbursed if there is a business justification.
2. Use a P-card, personal funds or Group Code as payment (ask your department contact which method is preferable).
3. Changes incurring fees MUST be made through Concur or Fox World Travel (844-630-3853). Elective changes to an itinerary for personal reasons are not reimbursable.
   • Change and cancellation fees are reimbursable for circumstances beyond your control. Receipt and a written justification are required.
   • Changes that do not incur a fee may be made directly with the airline.
4. If travel includes indirect routing and/or extra stops for personal reasons, a time-stamped, round-trip flight cost comparison from the day/time of booking is required.
5. If your assigned headquarters location is within Wisconsin and you are departing/returning to an airport more than 100 miles outside the Wisconsin border for personal reasons, a time-stamped, round-trip flight cost comparison is required. If you have questions, please email your department contact.
   • If your headquarters city is Madison, WI, use Dane County Regional Airport (MSN) for your cost comparison.
   • If cost comparisons are not obtained, reimbursement will be limited to 80% of the total cost of airfare, no exceptions.
6. If your assigned headquarters location is an alternate work location outside of Wisconsin, flying out of the airport closest to your approved headquarters location is recommended. If you have questions, please email your department contact.
7. Flights and related charges may be reimbursed prior to travel. Check with your department contact.

Reimbursement requirements

1. Submit the FINAL itemized airfare invoice including the ticket number (typically 13 digits) traveler name, dates and times of flights, class of travel and total cost with fees and taxes.
2. Submit the agenda or announcement including name of event, event dates and locations.
3. Provide the invoice for Fox World Travel fees – billed separately.
4. Submit the exact amounts paid for baggage and seat fees; if greater than $50, submit itemized “paid” or $0 balance receipts. Submit business purpose for reimbursement of oversized or additional baggage.
5. If travel includes indirect routing and/or extra stops for personal reasons, a time-stamped, round-trip flight cost comparison from the day/time of booking is required.
6. If your approved headquarters location is within Wisconsin and you are departing/returning to an airport more than 100 miles outside of the Wisconsin border, submit a time-stamped, round-trip flight cost comparison from the day/time of booking.

References: Air Travel policy, University Travel policy, Expense Reimbursement policy, Remote Work Agreement policy

Driving a Rental Car or Fleet Vehicle

Know before you go

1. All UW employees are required to be an authorized driver PRIOR to your travel. Register and complete the Vehicle Use Agreement.
2. Book through Big Ten Alliance, with Fox World Travel (844-630-3853) or in Concur.
   • Make sure your Concur profile is updated before booking. To add a travel arranger, the employee/traveler must grant them permission.
3. Use a p-card or personal funds as payment (ask your department contact which method is preferable).
4. If you are renting a vehicle rather than flying to a business event, a business purpose or airfare cost comparison is required to show that the rental was the most reasonable and cost-effective choice.
5. If you are renting a vehicle rather than using local ground transportation at the business event, a business purpose or local ground transportation comparison (e.g., Uber, Lyft) is required to show that the rental was the most reasonable and cost-effective choice.
6. Vehicle rentals are limited to mid-size SUVs or smaller unless there is a documented business need for a larger vehicle.
7. Insurance is included in the university’s vehicle rental for rentals originating in the U.S. Additional insurance is NOT reimbursable.
8. GPS, satellite radio, roadside assistance protection and other equipment and services will NOT be reimbursed.
9. Tickets or fines incurred while using a rental car will NOT be reimbursed.
10. Refuel the vehicle prior to returning it. Vendor refueling or prepay fuel packages will NOT be reimbursed.
11. Changes incurring fees MUST be made through Concur or Fox World Travel (844-630-3853). Elective changes to an itinerary for personal reasons are not reimbursable.
12. Itemized, paid receipts (marked "paid" or $0 balance) are required for gas for rental vehicle, parking and/or toll costs over $50. Keep track of all costs under $50; you will need to enter exact amounts paid in your expense report.

Reimbursement requirements

1. Submit the vehicle rental agreement (e.g., Big Ten Alliance contract with Enterprise/National or State of WI contract with Hertz) and itemized, paid receipts for car rental and fuel — marked "paid" or $0 balance.
2. If you rented a vehicle rather than flying to the business event, provide a business purpose or airfare cost comparison showing that the rental was the most reasonable and cost-effective choice.
3. If you rented a vehicle rather than using local ground transportation at the business event, provide a business purpose or local ground transportation comparison (e.g., Uber, Lyft) showing that the rental was the most reasonable and cost-effective choice.
4. Submit the exact amounts paid for gas for rental vehicle, parking and/or toll costs; if greater than $50, submit itemized "paid" or $0 balance receipts.

References: Vehicle Use/Rental policy, Long-distance Ground Transportation policy, Expense Reimbursement policy

Driving Your Own Vehicle/Mileage

Know before you go

1. All UW employees are required to be an authorized driver PRIOR to travel. 
2. For a round trip of 1,000 miles or more, you MUST obtain an airfare cost comparison.
   • Include all associated costs (e.g., additional nights’ lodging, per diem) when comparing costs.
3. For business-related mileage on a workday, travelers will be reimbursed for the shortest mileage between either:
   • Their personal residence and their business destination, or
   • Their assigned headquarters location and their business destination
4. For business-related mileage on a non-workday (e.g., weekend, legal holiday), travelers will be fully reimbursed, and no reduction will be made if the traveler departs from or returns to their home.
5. Mileage to or from the airport or other transportation terminal does NOT require a reduction if the traveler departs from or returns to their home.
6. Mileage is reimbursed at the IRS-authorized mileage rate in effect on the travel date.
7. Itemized, paid receipts (marked "paid" or $0 balance) are required for parking and/or tolls for costs over $50. Keep track of all costs under $50; you will need to enter exact amounts paid in your expense report.

Reimbursement requirements

1. For trips of more than 1,000 miles, submit a cost comparison from your trip-planning process; include all associated costs (e.g., additional lodging, per diem) when comparing costs to airfare.
2. For business-related mileage on a workday, submit mileage from either your home or assigned headquarters location, whichever is closest to the business destination.
   • If someone submits reimbursement on your behalf, provide the submitter with the dates of travel, as well as departure and arrival locations.
3. For non-workday business-related mileage, submit mileage from the departure location. No reduction is made if the traveler departs from or returns to their home.
   • If someone submits reimbursement on your behalf, provide the submitter with the dates of travel, as well as departure and arrival locations.
4. For mileage to or from the airport or other transportation terminal, travelers may be reimbursed for either one round trip plus parking at the terminal OR — if travelers are dropped off at a terminal — for two round trips instead of claiming mileage and parking costs.
   • Mileage to or from the airport or other transportation terminal does NOT require a reduction if the traveler departs from or returns to their home.
5. Submit the exact amounts paid for parking and/or tolls; if more than $50, submit itemized “paid” or $0 balance receipts.

References: Vehicle Use/Rental policy, Long-distance Ground Transportation policy, Expense Reimbursement policy

Taxi, Rideshare, Public Transit, etc.

Know before you go

1. Ridesharing services such as Uber and Lyft are reimbursable.
   • Premium ridesharing is NOT reimbursable (e.g., Uber Select or Lyft Premier).
2. Transportation to personal meals is already included as part of the per diem for meals and incidentals, and will not be separately reimbursed.
3. Ensure transportation is supported by a business purpose.
4. Itemized, paid receipts (marked "paid" or $0 balance) are required for ground transportation costs over $50. Keep track of all costs under $50; you will need to enter exact amounts paid in your expense report.

Reimbursement requirements

1. Submit the exact amounts paid for transportation expenses; if greater than $50, submit itemized "paid" or $0 balance receipts.
   • List the location of departure and arrival, if not listed on the receipt. Ensure transportation is supported by business purpose.
   • Enter the exact amounts paid; the $50 maximum is NOT a per diem or allowance.

Reference: Long-distance Ground Transportation policy

Meals and Incidentals Per Diem

Know before you go

1. Use personal funds as payment for meals and incidentals.
2. Day trips: Travel not including a scheduled overnight stay is limited to a tax-reportable day trip meal allowance of $15 per day. Only claim the day trip meal allowance if the traveler is expected to incur meal costs.
3. Overnight stays: meals and incidentals for work time (not personal time) are reimbursed as a per diem allowance based on the location and dates of travel. Calculate your per diem.
   • No per diem reduction is required if hotel breakfast or in-flight meals are provided as part of your reservation or airfare ticket price.
4. Travelers with an ADA exemption for a medical dietary need (e.g., Celiac disease, food allergies) may claim the full per diem allowance (without reduction) if provided meals do not meet their dietary needs. Travelers may not claim the full per diem if provided meals do not comply with their voluntary dietary preference (e.g., vegan, vegetarian).
5. The meal per diem includes incidental expenses such as tips, phone calls, personal internet fees, bottled water, transportation to personal meals, etc.

Reimbursement requirements

1. Submit the agenda/itinerary including conference or event name, dates and location, and list of meals provided (if not listed in agenda).
2. Claim only your own meal per diem; claiming others’ meals is not permitted.
   • Reduce per diems if a business meal is provided.
   • Receipts are NOT required.
   • If you have a medical dietary need, reference the ADA exemption on the reimbursement request.

Reference: Meals and Incidentals policy

Lodging

Know before you go

1. Book directly with the conference or business lodging facility, or with Fox World Travel (844-630-3853), AirBnB, or Concur
   • Make sure your Concur profile is updated before booking. To add a travel arranger, the employee/traveler must grant them permission.
   • Do NOT use third-party lodging "broker" sites (e.g., Expedia, Priceline, Hotels.com)
2. Adhere to the UW maximum nightly lodging rate for the location. Exceptions include:
   • Staying at the conference hotel (s)
     
   • The total with taxes and fees exceeds the maximum nightly rate but the nightly rate is within lodging limits (domestic travel only)
   • No lodging is available for under the maximum nightly rate, so the least expensive available option is selected (save a copy of Concur search results for reimbursement)

3. Use a p-card or personal funds as payment for lodging (ask your department contact which method is preferable).
4. The traveler should determine the necessary date for arrival and departure to allow sufficient time for business to be conducted. For domestic travel, arrival on the day before a business event and departure on the day after business concludes is allowable.
5. Lodging less than 50 miles from your home or work will NOT be reimbursed.
6. Double occupancy rooms are permitted when sharing with another university business traveler. For each traveler the cost cannot exceed that of a single standard room.
7. Change incurring fees MUST be made through Concur or Fox World Travel (844-630-3853). Elective changes to an itinerary for personal reasons are not reimbursable.
   • Change and cancellation fees are reimbursable for circumstances beyond your control. Receipt and a written justification are required.
   • Changes that do not incur a fee may be made directly with the hotel.
8. Lodging charges may be reimbursed prior to travel if you are required to pre-pay.
9. For extended lodging, reference the UW Lodging policy requirements.

Reimbursement requirements

1. Submit an itemized lodging receipt/hotel folio — marked "paid" or $0 balance.
   • Highlight additional costs (e.g., meals, internet fees) included on the lodging receipt. Additional costs covered in meal and incidental per diem will not be reimbursed.
2. Provide proof of conference hotel if you stayed there OR a copy of Concur search results demonstrating unavailability of rooms within the nightly maximum.
3. Submit the agenda or announcement including name of event, event dates and locations.

References: Lodging policy, Determining Lodging Maximums, University Travel policy

Expense Reimbursement Submitter Checklist

1. First, review the traveler reimbursement requirements. Ensure all appropriate documentation is included and accounted for in expense report(s).
2. Use the SMPH Fiscal KB resource for how to submit the expense reimbursement in Workday.
3. If a receipt is not marked “paid” or $0 balance, submit a redacted bank or credit card statement as evidence of payment.
4. If a receipt is missing, complete the missing receipt form and attach a redacted bank or credit card statement to support the transaction. Then, submit a Policy Exception Approval Request form. Ensure that you have departmental approval and upload email documentation to the form. If the exception is approved, attach all supporting documentation to the expense report.

Business Justification

• Include a description of what the business expenses were for and why the expenses benefit the university.
• Spell out all acronyms.
• Note if no conference meals were provided.
• If personal travel time is included or travel is modified for personal reasons (i.e. indirect routing and/or extra stops), note in your travel story.
  •  Also note if the employee has an approved alternate headquarters city outside of Wisconsin.
• For reimbursements that appear more clinical in nature, include a justification such as this:
  • ‘As an MD working in an Academic Medical Center, it is imperative that I keep my medical license active and my clinical knowledge current/leading edge. I must maintain my certification(s) and license(s) in order to teach medical students and train residents, which is required as part of my clinical practice. In order to teach our future clinicians, I attended xxxx . '
• Optional: items as requested by your department (e.g., prepaid expenses, expenses not included in the expense reimbursement).

Air Transportation

• Any flight that includes indirect routing and/or extra stops for personal reasons requires a cost comparison. If a p-card was used as payment, attach the cost comparison to the p-card reconciliation (not required in the expense report).
• If the traveler's headquarters city is within Wisconsin and they departed or returned to an airport more than 100 miles outside of the Wisconsin border, attach a cost comparison. 
• Flight changes/cancellations incurring a fee require a receipt and justification. Elective changes to an itinerary for personal reasons are NOT reimbursable.

Car Rental and/or Mileage

• Verify traveler was an authorized driver prior to the trip.
• Remove vendor refueling or prepay packages; these are NOT reimbursable.

Lodging/Accommodations

• If the lodging is over the maximum nightly rate and conference hotel(s) were full, attach proof that the lodging chosen was the least expensive/most logical option in Concur.
• Review hotel receipts and remove any non-reimbursable fees included in the lodging amount entered in the expense report.
• If included, parking should be removed from the lodging expense line amount and entered on separate line expense for parking.
• Lodging less than 50 miles from your home or work will NOT be reimbursed.
• Lodging changes/cancellations incurring a fee require a receipt and justification. Elective changes to an itinerary for personal reasons are NOT reimbursable.

Meals

• Deduct all provided meals. Reference the conference agenda.
• The traveler may only claim meal per diems for the business travel dates.