Airfare - Cancel/Change Fee

Additional fees charged by an airline after an air reservation has been ticketed. Most airlines charge fees to change or rebook unused airline tickets or to provide optional services such as checked baggage or window or aisle seating.

Change fee

Baggage/seating fees

2800

2801

2802

Airfare – Coach Only

Airline tickets for travel via common carrier (major airline). Reimbursement limited to coach class airfare.

Domestic airfare

Foreign airfare

2800

2801

2802

Airfare – Travel Agency Service Fee

Booking, reservation or service fee billed as a separate item and paid to travel agency or commercial booking sites to provide travel reservation related services.

Travel agencies

Travelport Q&A

2800

2801

2802

Athletic Pre/Post Game Meal

Athletics Dept. Use Only: Athletics team pre/post game meals and snacks, including tax, gratuity and/or service charges

State of Wisconsin/UW/NCAA guidelines

Meals

2860

2861

2862

Athletics Team Breakfast

Athletics Dept. Use Only: Athletics team breakfasts, including tax, gratuity and/or service charges

State of Wisconsin/UW/NCAA guidelines

Meals

2860

2861

2862

Athletics Team Lunch

Athletics Dept. Use Only: Athletics team lunches, including tax, gratuity and/or service charges

State of Wisconsin/UW/NCAA guidelines

Meals

2860

2861

2862

Athletics Team Dinner

Athletics Dept. Use Only: Athletics team dinners, including tax, gratuity and/or service charges

State of Wisconsin/UW/NCAA guidelines

Meals

2860

2861

2862

Bus/Train – Long Distance

Long-distance (inter-city) bus and train expenses.

Train travel

Bus travel

2800

2801

2802

Business Communications

Business related communication charges such as phone calls, teleconferencing charges, photocopy charges under $50, prepaid phone cards, internet or e-mail connectivity, facsimile transmissions, telegrams, postage/non-relocation shipping charges

Business Communications, Prepaid Phone Cards, and Phone Calls-Personal

Photocopy charges

2870

2871

2872

Car Rental

Car rental where renting a vehicle is the most cost-efficient means of transportation or when the efficient conduct of UW business precludes the use of other means of transportation.

Vehicle Rental

2810

2811

2812

Event

Group receptions, refreshment breaks, meals, meetings and conferences, including tax, gratuity and/or service charges.

Meeting/conferences

Receptions

Refreshment breaks

Meals expenses

2890

2891

2892

Gas

Purchase of gasoline for:

• personal vehicle in lieu of claiming mileage
• refueling car rentals
• fleet vehicles when State/UW gas card is not accepted

Gas charges claimed in lieu of mileage

Gas charges claimed for car rentals

2810

2811

2812

Local Transport/Shuttle

Local transportation charges incurred via local rail, ferry, subway, city bus, airport/hotel shuttle, rail or ferry.

Taxi/Airline Limosine

2820

2821

2822

Lodging

Expenses incurred by the traveler for overnight lodging at facilities licensed as a hotel, motel, campground or tourist rooming house.

Lodging

2850

2851

2852

Lodging - Extended

Weekly/monthly lodging for employees who are required to remain in one location for an extended period and may include apartments or private homes if the cost is more economical.

Lodging

2850

2851

2852

Lodging - Group

Expenses incurred in providing overnight lodging for anyone other than the person requesting reimbursement at a facility licensed as a hotel, motel, campground or tourist rooming house.

Lodging

Non-employees

2850

2851

2852

Meals

Total dollar amount spent per day on breakfast, lunch and dinner combined, including maximum 15% tip when the trip includes an overnight stay or when travel does not include an overnight stay, but has a meal with a documented business purpose. Documentation of business purpose must include details of the UW business topics discussed and/or business conducted during the meal AND list of attendee names
Note: Meals included in the cost of lodging or registration fees are not reimbursable.

Meals

2860

2861

2862

Meals - Hosted

Meals purchased on behalf of others, including the person requesting reimbursement, including tax, gratuity and/or service charges.

Hosted meals

Headquarter city hosted meals

2860

2861

2862

Meals - Taxable

Meal costs in connection with same day travel (no overnight lodging involved) are generally considered taxable income to the employee. The meal reimbursement might be considered nontaxable when the meal has a documented business purpose. Documentation of business purpose must include details of the UW business topics discussed and/or business conducted during the meal AND list of attendee names.

Meals

Tax Reporting and Withholding on Non-Salary Payments

2863

2864

N/A

Mileage

Reimbursement for miles driven for UW-related business when the traveler takes his/her privately owned vehicle.

Fleet Vehicles vs. Privately Owned Vehicles Including Mileage, Parking, and Gas

2830

2831

2832

Other Non-Travel

Purchase of incidental supplies and low dollar purchases where special approvals are not required. The purchases may or may not be associated being in travel status. Using a P-card or other purchase method was either not available or not an option.

Other Non-Travel

Special approvals

Illegal purchases

Best judgment orders $5,000 or less

3101

3101

3101

Other Travel

Incidental travel related expenses not identified by any other category. Examples include bottled water (during foreign travel); passport/visa/travelers check/currency exchange fees, tips/gratuities not associated with meals or events, airport luggage carts, laundry, toll charges, porterage, travel by ship, etc.

Other Travel

Foreign Travel

2870

2871

2872

Parking

Parking charges incurred at locations other than the employee’s permanent work site while on authorized official business.

Fleet Vehicles vs. Privately Owned Vehicles Including Mileage, Parking, and Gas

2870

2871

2872

Phone Calls - Personal

One personal phone call, not exceeding $5.00, per night of stay.

Business Communications, Prepaid Phone Cards, and Phone Calls-Personal

2870

2871

2872

Registration Fee

Fee charged to attend an event such as a conference, workshop, seminar, training session or meeting.

Registration Fees

2840

2841

2842

Relocation – Direct Moving Costs

Direct Costs associated with the moving of household goods including: linehaul, insurance surcharge, seasonal rate adjustment, long carry, stairs, elevator, piano or organ, extra labor, ferry, appliance service, packing, purchase of containers and packing material and unpacking.

Relocation Expenses Fact Sheet for Employees

2880

2881

N/A

Relocation - Stipend

Incidental Costs of relocating paid as a stipend as a fixed amount up to $1000. This is paid in connection with the move; no receipts are necessary. The intention of the stipend is to help defray costs not paid for as Direct Costs. Examples not paid by direct costs are: valuation (additional insurance), extra pickup of household goods; storage for the convenience of the employee; warehouse handling, extra auto (hauling or towing); enroute travel costs (meals, lodging, tolls, etc.); overtime loading; loading or unloading of automobiles, trucks, motorcycles, specialty vehicles; weight additives for transporting any bulky articles; and other costs associated with the move.

Relocation

2884

2884

2884

Relocation – Temporary Lodging

Temporary lodging reimbursement associated with relocation may not exceed 45 days and shall not exceed the in-state lodging maximum for a single rate. The 45 days need not be consecutive. Meals are not reimbursable. Temporary lodging is a non-qualified (taxable) reimbursement.

Relocation Expenses Fact Sheet for Employees

2883

2883

2883

Taxi

Local transportation charges incurred via taxi

Taxi/Airline Limousine

2820

2821

2822