UW Health-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 Health-Funded Travel Details

International Business Travel

Know before you go

1. Make international travel reservations with Frosch (630-656-6545).
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. International travelers are allowed 2 travel days before and after the business event, excluding Canada and Mexico. If the traveler plans to extend their trip beyond 2 days of the business event start/end date, an airfare comparison using CorpTrav is required.
4. Hotels should be booked directly through the conference hotel. If no rooms are available at the conference hotel or through Frosch or CorpTrav, international hotels can be booked outside the designated booking tool (including through third-party vendors).
5. When renting a car internationally, it is required to purchase local vehicle insurance.

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., use 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”/$0 balance) are required for CISI insurance.

References: UWH Travel and Other Expense Reimbursement 1.14, CISI Insurance enrollment and reimbursement memo (PDF), CISI Application

Combining Personal Travel and Business

Know before you go

1. Obtain an airfare cost comparison of the flight you would have taken directly to and back from the business event if personal travel wasn’t included. Due to price fluctuations, cost comparisons must be documented at the time of booking to be valid. The lowest airfare will be reimbursed.
   • Acceptable cost comparisons include Frosch or CorpTrav documentation (e.g., emailed quotes). Save screenshots as PDFs.
   • Travel dates shown on the flight comparisons must match the business travel dates.
   • Comparisons must be for round-trip airfare only.
   • If travel includes personal time or is modified for personal reasons (e.g., indirect routing and/or departing/arriving from outside of Madison, WI) provide a time-stamped airfare cost comparison from Dane County Regional Airport (MSN) including all associated costs (e.g., additional nights’ lodging, per diem).
   • If a business purpose requires departure from an airport other than Dane County Regional Airport (MSN), provide a business justification.
   • If cost comparisons are not obtained, reimbursement will be limited to 80% of the total airfare costs.
2. Make business travel reservations that include non-business travelers via Frosch (630-656-6545). Do NOT use CorpTrav.
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: Travel and Other Expense Reimbursement 1.14

Conference, Event, Other Business

Know before you go

1. Use a UW Health corporate or purchasing card or personal funds to pay registration fees (ask your department contact which method is preferable).
2. Registration fees may be reimbursed before travel.
3. Registration fees for optional event outings, (e.g., reception dinner) are NOT reimbursable and will be included in 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 the name of the event, event dates and location.
   • If the 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"/$0 balance, submit a redacted bank or credit card statement as evidence of payment.

References:  Travel and Other Expense Reimbursement 1.14

Air Transportation

Know before you go

1. Book domestic flights and flights to Canada and Mexico with Frosch (630-656-6545) or CorpTrav. For international flights to countries other than Canada and Mexico or departures within 72 hours you MUST book by calling Frosch.
   • If booking through CorpTrav, update your account profile before booking.
   • Travelers are allowed 1 day for travel before and after the business event for domestic travel and travel to Canada and Mexico. If the traveler extends their trip beyond 1 day of the business event start/end date, an airfare comparison using CorpTrav is required.
   • Select the least expensive, logical non-refundable economy airfare that fits your travel schedule. Seat fees are reimbursable. Fare class upgrades will NOT be reimbursed without a justification and pre-approval by a Vice President or Senior Vice President for staff, or the Chief Administrative Physician of the Practice Plan, or their designee for faculty.
   • Itemized, paid receipts (marked "paid"/$0 balance) are required for baggage costs over $30. Keep track of all costs under $30; exact amounts paid must be entered in the 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 the UW Health Air Travel Card (on file with Frosch or CorpTrav), a UW Health corporate card or personal funds as payment (ask your department contact which method is preferable). Personal funds must be used when business plus personal travel airfare is more expensive than the business-only travel comparison.
   • Personal funds can be used to purchase airfare through the contracted travel agency; however, expenses will not be reimbursed until the travel has occurred.

3. Itinerary changes incurring fees MUST be made through Frosch (630-656-6545) or CorpTrav. Elective changes to an itinerary for personal reasons are not reimbursable.
   • Change and cancellation fees are reimbursable for circumstances beyond your control. A receipt and written justification are required.
   • Changes that do not incur a fee may be made directly with the airline.
4. If travel includes personal time or is modified for personal reasons (e.g., indirect routing and/or departing or arriving outside of Madison, WI), a time-stamped airfare cost comparison from Dane County Regional Airport (MSN) including all associated costs, (e.g., additional nights’ lodging, per diem) is required.
   • If a business purpose requires departure from an airport other than Dane County Regional Airport (MSN), provide a business justification.

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 the the event name, dates, and locations.
3. Submit the exact amounts paid for baggage and seat fees; if greater than $30, submit itemized “paid”/$0 balance receipts. Submit a business purpose for oversized or additional baggage fee reimbursement.
4. If the trip included personal time or is modified for personal reasons (e.g., indirect routing and/or departing or arriving outside of Madison, WI), time-stamped airfare cost comparison from Dane County Regional Airport (MSN) including all associated costs (e.g., additional nights’ lodging, per diem) is required.
   • If a business purpose requires departure from an airport other than Dane County Regional Airport (MSN), provide a business justification.

References:  Travel and Other Expense Reimbursement 1.14

Driving a Rental Car or Fleet Vehicle

Know before you go

1. Book through Frosch (630-656-6545) or CorpTrav.
2. Use a UW Health corporate card or personal funds for payment (ask your department contact which method is preferable).
3. 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.
4. 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.
5. Travelers are limited to mid-size or smaller vehicles unless there is a documented business need for a larger vehicle. When driving 3 or more employees, an upgrade to a larger vehicle is allowed.
6. When renting a car internationally, it is required to purchase local vehicle insurance.
7. Refuel the vehicle before returning it. Vendor refueling or prepay fuel packages will NOT be reimbursed.
8. Tickets or fines incurred while using a rental car will NOT be reimbursed.
9. Changes incurring fees MUST be made through Frosch (630-656-6545) or CorpTrav. Elective changes to an itinerary for personal reasons are not reimbursable.
10. An itemized rental agreement is required for reimbursement. Include a business purpose for vehicle upgrades.
11. Itemized receipts (marked "paid"/$0 balance) are required for parking and toll costs over $25. Keep track of all costs under $25; you will need to enter exact amounts paid in your expense report.

Reimbursement requirements

1. Submit the vehicle rental agreement and itemized receipts, marked "paid"/$0 balance for car rental and fuel.
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 cost comparison (e.g., Uber, Lyft) showing that the rental was the most reasonable and cost-effective choice.
4. Submit the exact amounts paid for parking and tolls; if greater than $25, submit itemized “paid”/$0 balance receipts.

References:  Travel and Other Expense Reimbursement 1.14

Driving Your Own Vehicle/Mileage

Know before you go

1. For round trips of 1,000 miles or more, an airfare cost comparison is required.
   • Include all associated costs (e.g., additional nights’ lodging, per diem) when comparing costs.
2. Mileage is reimbursed at the IRS-authorized mileage rate in effect on the travel date.
3. Itemized receipts marked "paid"/$0 balance, are required for parking and tolls over $25. Keep track of all costs under $25; you will need to enter the exact amounts paid in your expense report

Reimbursement requirements

1. Use Google Maps to document the shortest round-trip distance/mileage from the traveler's home to
   • The business destination and back, and
   • Their assigned primary office address and back.
     • You must deduct the traveler's typical work commute (home to the assigned primary office location and back) from the total mileage.
2. For trips of more than 1,000 miles, submit an airfare cost comparison; include all associated costs (e.g., additional nights’ lodging, per diem).
3. Submit the exact amounts paid for parking and tolls; if more than $25, submit itemized “paid”/$0 balance receipts.

References:  Travel and Other Expense Reimbursement 1.14

Taxi, Rideshare, Public Transit, etc.

Know before you go

1. Ridesharing services such as Uber and Lyft are reimbursable. Tips are limited to 20% of the total fare, including fees.
2. Transportation to personal meals is 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 receipts, marked "paid"/$0 balance, are required for ground transportation costs over $25. Keep track of all costs under $25; you will need to enter the exact amounts paid in your expense report.

Reimbursement requirements

1. Submit the exact amounts paid for transportation; if more than $25, submit itemized “paid”/$0 balance receipts.
   • List the departure and arrival location, if not on the receipt. Ensure transportation is supported by a business purpose.
   • Enter the exact amounts paid; the $25 maximum is NOT a per diem or allowance.
   • Tips are limited to 20% of the total fare, including fees.

References:  Travel and Other Expense Reimbursement 1.14

Meals and Incidentals Per Diem

Know before you go

1. Use personal funds as payment for meals and incidentals.
2. Meals for one-day trips are NOT reimbursed and are not eligible for the meal and incidental per diem.
3. Overnight trip meals and incidentals for work time (not personal time) are reimbursed as a per diem allowance based on the location and dates of travel.
   • Per diem reductions of 25% are required for the first and last travel day and meals provided at the event. Use the GSA per diem calculator to determine domestic travel per diems. Reference U.S. Department of State for international travel per diems.
   • No per diem reduction is required when breakfast is included with a lodging reservation, conference, or when in-flight meals are provided as part of the airfare.
   • No per diem reduction is required when provided meals are not eaten for medical dietary or religious reasons. Submit a receipt for the purchased meal to receive the per diem.
4. The meal per diem includes incidental expenses such as tips, phone calls, personal internet fees, bottled water, transportation to personal meals, etc. Incidental expenses are NOT reimbursed if the meal per diem is claimed for the date of the expense.

Reimbursement requirements

1. Submit the agenda/itinerary including the event name, dates, location, and list of meals provided (if not listed in the agenda).
2. Claim only your meal per diem; claiming others’ meals is not permitted.
   • Reduce per diem if a business meal is provided.
   • Receipts are NOT required.
   • If a meal was provided, but you could not eat it due to medical dietary restrictions or religious reasons, submit the purchased meal receipt to receive the per diem.

Reference: Travel and Other Expense Reimbursement 1.14

Lodging/Accommodations

Know before you go

1. Book directly with the conference, business lodging facility, Frosch (630-656-6545) or CorpTrav.
   • Alternative lodging is allowed if supporting documentation shows the single standard rate (including fees and taxes) is less than the rate available through Frosch or CorpTrav.
   • Do NOT use third-party lodging "broker" sites (e.g., Expedia, Priceline, Hotels.com).
2. Select the least expensive, logical accommodation that fits the travel schedule.
   • Hotel room rates are typically less than $300 per night. Room rates exceeding $300 per night are reimbursable for areas where higher rates are typical. Frosch travel agents can advise on typical rates.
3. Use personal funds as payment for lodging. UW Health corporate cards are allowed when the lodging facility requires prepayment.
4. Travelers are allowed 1 travel day before and after the business event for domestic travel and travel to Canada and Mexico. Lodging less than 50 miles from the traveler’s home will NOT be reimbursed unless the travel is for a multi-day event with an evening business-related activity.
5. Double occupancy rooms are permitted when sharing with another business traveler. One person may pay the bill and receive reimbursement. The total cost of the room should stay within the $300 per night guideline.
6. Travelers are responsible for understanding hotel cancellation policies at the time the reservation is made. Travelers must reimburse UW Health for prepaid lodging costs for canceled trips — unless there is a business reason or a documented family emergency.
7. Changes incurring fees MUST be made through Frosch (630-656-6545) or CorpTrav. Elective changes to an itinerary for personal reasons are not reimbursable.
   • Change and cancellation fees are reimbursable for circumstances beyond your control. A receipt and written justification are required.
   • Changes that do not incur a fee may be made directly with the hotel.
8. Hotel deposits are reimbursable at the time the expense is incurred.

Reimbursement requirements

1. Submit an itemized lodging receipt/hotel folio marked "paid"/$0 balance.
   • Highlight additional costs (e.g., meals, internet fees) included on the lodging receipt. Additional costs covered by the meal and incidental per diem will not be reimbursed.
   • If sharing a room with another business traveler, indicate their name in the description.
2. Provide proof of conference hotel if you stayed there OR a copy of CorpTrav search results showing the lack of rooms available at the single standard rate.
3. Submit the agenda/itinerary including the event name, dates and locations.

References:  Travel and Other Expense Reimbursement 1.14

Oracle Submitter Checklist

1. First review the traveler reimbursement requirements. Ensure all appropriate documentation is included and accounted for in expense report(s).
2. Use this how-to resource to submit the expense report in Oracle: “Managing Expenses.”
3. Save and submit documentation in standard formats (e.g., PDF, Word, jpg). Links and email files are NOT allowed.
4. If a receipt is not marked “paid” /$0 balance, submit a redacted bank or credit card statement as evidence of payment.
5. If a receipt is missing, check the “missing receipt” box and provide a justification in the Oracle expense report explaining that all efforts to obtain a copy of the receipt have been exhausted. Attach a redacted bank or credit card statement to support the transaction.

Air Transportation

• Any flight that includes personal time or is modified for personal reasons (e.g., indirect routing and/or departing or arriving outside of Madison, WI) requires a time-stamped airfare cost comparison from Dane County Regional Airport (MSN) including all associated costs (e.g., additional nights’ lodging, per diem). If a business purpose requires departing from an airport other than Dane County Regional Airport (MSN), provide a business justification in the description field of the Oracle expense report.
• If a UW Health corporate card was used as payment, attach the cost comparison to the corporate card reconciliation (not required in the expense report).
• Flight changes/cancellations incurring a fee require a receipt and justification. Changes to an itinerary for personal reasons are NOT reimbursable.

Car Rental and/or Mileage

• Reference the Mileage Reimbursement Quick Guide.
• Remove vendor refueling or prepay package costs; these are NOT reimbursable.

Taxis/Ubers

• Trip costs including fees and a tip of up to 20% are reimbursable. Reduce larger tips to 20% in the expense report and note the reduction in the description.

Lodging/Accommodations

• Review hotel receipts and remove any non-reimbursable fees included in the lodging amount entered in the expense report.
• If business travelers shared a room, indicate the names of all travelers in the description field in the Oracle expense report.
• If the reservation/deposit date and the itemized lodging receipt/hotel folio date differ, both payments must be listed as separate line expenses in Oracle.
• Lodging less than 50 miles from the traveler’s home will NOT be reimbursed unless the travel is for a multi-day event with an evening business-related activity.
• Lodging changes or cancellations incurring a fee require a receipt and justification. 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.
• Reference the GSA website for domestic per diems. This includes Canada, Mexico, and OCONUS = Hawaii, Alaska, Guam, Puerto Rico, America Samoa, and U.S. Saipan. Confirm that the GSA per diem and Oracle calculations match. If not, add the GSA link to the correct per diem in the description box. Please also submit a ticket to Oracle FIS.
• Reference U.S. Department of State for international per diems. This excludes Canada, Mexico, and OCONUS = Hawaii, Alaska, Guam, Puerto Rico, America Samoa, and U.S. Saipan, which are accessible via the Oracle template. Use the per diem international calculator worksheet and attach it to the expense report in Oracle.