Policy: 201.J-Travel: International
Travel
Date: 09/16/03
Statement of Policy:
Just like domestic travel, reimbursement for travel by common carrier shall be limited to the lowest cost means of travel unless it is impractical or not available. The additional cost for premium class (classes above coach/economy) travel is not reimbursable/payable. If extenuating circumstances arise where premium class travel is the only alternative available, such travel must have a written justification and approval from the UW Madison Travel Manager prior to booking the flight.
In accordance with the Fly America Act of 1974, commercial air travel on certain grants must comply with the requirement that U.S. flag air carriers be used to when travel is between the U.S. and a foreign country or between foreign countries. Exceptions to the Fly America Act requirements are as follows:
If a U.S. flag air carrier offers nonstop or direct service (no aircraft change) from your origin to your destination, you must use the U.S. flag air carrier service unless such use would extend your travel time, including delay at origin, by 24 hours or more.
If a U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between your origin and your destination, you must use a U.S. flag air carrier on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would: (a) Increase the number of aircraft changes you must make outside of the U.S. by 2 or more; or (b) Extend your travel time by at least 6 hours or more; or
Require a connecting time of 4 hours or more at an overseas interchange point.
Note: If you aren't sure if your fund 144 grant are governed by the Fly America Act, please consult with Research & Sponsored Programs before booking your airfare.
Major U.S. Flag Air Carriers:
Airtran Airways
Alaska Airlines
America West Airlines
American Airlines
American Trans Air
Continental Airlines
Delta Airlines
Frontier Airlines
Hawaiian Airlines
Midwest Express
Northwest Airlines
Southwest Airlines
Trans World Airlines
United Airlines
US Airways
Some Major Airlines That Are NOT U.S. Flag Carriers (unless they have a U.S. Code Share):
Aer Lingus
Air France
El-Al
Lufthansa
Olympic Airways
Singapore Airlines
Air Canada
British Airways
KLM Royal Dutch Airlines
Mexicana
Qantas
Virgin AtlanticFor the complete details of the Fly America Act, please see http://www.tvlon.com/resources/FlyAct.html
For foreign travel, including U.S. possessions, separate dollar maximums for meals and lodging apply. Please see the Meal and Lodging Maximums for your destination. Just as with domestic travel, the amount claimed for meal reimbursement must be the actual amount spent up to the maximums.
Documentation supporting the exchange rate used must be attached to the travel expense report (TER) or other payment mechanism. Receipts for services provided in foreign countries and that are in foreign language should be translated prior to submitting for reimbursement/payment.
Meals must be shown on a per meal basis on the TER and the daily maximum shall be prorated as follows:
| Breakfast - 20% | Lunch - 30% | Dinner - 50% |
For foreign travel, employees may be reimbursed
for the purchase of bottled water. The maximum reimbursement
is limited to $7.50 per day.
All receipts supporting your claim are to be numbered, indicating
the corresponding number by the claim on the TER.
Related Procedure(s):
Who should know this policy?
Deans, Directors, employees who travel and staff who prepare travel reimbursements
Related Documents:
International Travel Guidelines
Carrying equipment abroad-What UW travelers need to know
International Travel Advisories
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