Policy: 201.G-Travel: Taxi/Airline Limousine
Date: 08/12/03 (Updated: 9/17/09)

Statement of Policy:

Reasonable and necessary charges for taxi and airline limousines, including tips at a maximum rate of 15% of the charge, are reimbursable when other modes of travel are not available or practical. To avoid unnecessary taxi expenses, employes should utilize regularly scheduled airport bus or limousine service between terminal facilities and hotels, many of which offer complimentary shuttle services. Unnecessary, unreasonable or frequent taxi fares to restaurants are not claimed. The starting point, destination and purpose should be indicated on the expense report. Receipt required for expenses claimed, in excess of $25.00, including tip.

Related Procedure(s):

Related Procedures for e-Reimbursement Users:

Use expense type Bus/Train-Long Distance for:

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

How to enter bus/train-long distance expense (see Policy: 201.T-Travel: Entering Expenses in e-Reimbursement):

  • A receipt is required when the payment or transaction exceeds $25.
  • Enter the expense, including related gratuities to match the transaction or payment.
  • If a one way or roundtrip ticket is purchased, enter as one line.
  • If two (or more) one-way fares are purchased, enter each on a separate line.
  • Multiple bus/train/shuttle fare payments may be combined into one expense line when the total is less than $25, with a brief description of the itinerary and amount of each payment.

Bus/Train-Long Distance

Click on the "Detail" link at the end of the expense type line and enter the required information:

  • Description: travel mode, itinerary, dates

Use expense type Local Transport/Shuttle for:

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

How to enter local transport/shuttle expense (see Policy: 201.T-Travel: Entering Expenses in e-Reimbursement):

  • A receipt is required when the payment or transaction exceeds $25.
  • Enter the expense, including related gratuities to match the transaction or payment.
  • If a one way or roundtrip ticket is purchased, enter as one line.
  • If two (or more) one-way fares are purchased, enter each on a separate line.
  • Multiple bus/train/shuttle fare payments may be combined into one expense line when the total is less than $25, with a brief description of the itinerary and amount of each payment.

Local Transport/Shuttle

Click on the "Detail" link at the end of the expense type line and enter the required information:

  • Location
  • Description: describe mode and purpose of travel (e.g., shuttle from airport to hotel)

Use expense type Taxi for:

Local transportation charges incurred via taxi.

How to enter taxi expense (see Policy: 201.T-Travel: Entering Expenses in e-Reimbursement):

  • A receipt is required when the payment or transaction exceeds $25.
  • Enter the expense, including related gratuities to match the transaction or payment.
  • If two (or more) taxi rides are taken, enter each on a separate line.
  • Multiple taxi expenses may be combined into one expense line when the total is less than $25, with a brief description of the itinerary and amount of each payment.

Taxi

Click on the "Detail" link at the end of the expense type line and enter the required information:

  • Location
  • Description: itinerary (e.g., airport to hotel)

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

Policy and Procedure Index


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