Policy: 201.L-Travel: Receipt Requirements
Date: 02/06/04 (updated July 22, 2008)
Statement of Policy:
| Travel Related Expense | Limits/Detailed Receipt Requirements |
|---|---|
| Registration | Reimbursable with the following documentation: a copy of the brochure or registration form showing dates, location, title of conference, amount of fee and breakdown of items included in the cost. Receipts required in excess of $25.00. non-business related activities included in the fee, such as sightseeing tours, golf outings, etc. are not reimbursable. Prepaid registration must be filed for reimbursement using the Direct Payment/Employee Reimbursement Form. |
| Airfare | Required for all fares: A airline receipt is the original "Passenger Receipt" plus any applicable original travel agency invoice/itinerary (must include traveler's name, destination, departure/return dates, amount of fare, routing, class of travel) evidencing service fee amounts. If the original invoice/itinerary is not available, a reasonable copy or computer print-out (such as an Internet/e-mail confirmation), containing the information above, along with proof of payment, such as a credit card statement or check, will be acceptable. Credit card charge statements and/or slips alone are not acceptable as documentation because these lack sufficient detail. The business purpose of the trip must be clearly stated on the transaction. |
| Lodging | With detailed receipt showing , daily room rate (up to the maximums allowed), guest name(s), dates of stay, single/double accommodations, all other room charges. |
| Taxis | Receipt required for one way trip, including tip, in excess of $25.00. Intercity travel requires receipt regardless of amount. |
| Bus | Receipt required for one way trip in excess of $25.00. Intercity travel requires receipt regardless of amount |
| Tips to Hotel Employees | $2.00 per day of arrival,$2.00 per day of departure, $2.00 per night of stay |
| Porterage | $1.00 per piece of luggage. Claims for higher amounts involving unusual situations should be explained. |
| Parking | Receipts required for parking claims in excess of $25.00. Parking at headquarters (worksite) is not reimbursable. |
| ATM/Travellers Checks | Transaction/Purchase fees are reimbursable with justification. |
| Laundry | Laundry with receipt is reimbursable for stays exceeding three days, not more than once a week. |
| Business facsimile charges and/or Internet connectivity | In excess of $5.00 per call shall be supported by receipt. |
| Personal phone calls in travel status | One call, not exceeding $5.00, per night of stay |
| Passports, Visas and Inoculations | Passports & Visas are reimbursable and require receipt if in excess of $25.00. Inoculations not covered by insurance are reimbursable with explanation. Receipt required if over $25.00 |
| Bottled Water for Foreign Travel | Reimbursable up to $7.50 per day |
| Gas for personal vehicle | Receipts required for all purchases and cost cannot exceed the mileage rate that would have been allowed. |
** Foreign Travel Receipts - Receipts received in foreign language should be translated at the time they are received and prior to submitting for reimbursement. How the transaction was paid for should also be listed on the receipt.
Related Procedure(s):
203-Individuals Not Employed By University/State Government
Who should know this policy?
Deans, Directors, employees who travel and staff who prepare travel reimbursements
Related Documents:
Contacts:
Dean/Director’s Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.
Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions