Policy: 201.H-Travel: Lodging
Date: 01/20/04 (Updated 11/5/09)

Statement of Policy:

  • All lodging claims must be supported by an original, itemized, detailed receipt showing daily room rate, guest name(s), dates of stay, single/double accommodations, and all other room charges.  If lodging is greater than the maximum allowed, detailed information or justification is required to make a reimbursement decision. Photocopies or faxed copies may be acceptable in exceptional circumstances when properly justified in writing.
    How to Document Airfare, Lodging, Registration Fee Payments Made Over the Web
  • Reimbursement is limited to the single rate for a standard single room. Employees of the same sex traveling together are encouraged, whenever feasible, to share lodging accommodations. If a room is shared by employees, the reimbursement may be divided equally. If the claim is paid by one person, the name of the other individual(s) sharing the room must be provided.
  • The maximum amount reimbursable per day for lodging in other than high cost cities shall be $70, excluding tax. The maximum amount reimbursable per day for lodging in Milwaukee, Racine and Waukesha Counties shall be $80, excluding tax.
  • Any amount in excess of the maximums must be accompanied by a receipt and an explanation of the reasonableness of such expense. Maximums may be exceeded when unavoidable additional expenses, i.e., additional ground transportation costs, would be incurred by trying to adhere to the maximum resulting in a higher cost.
  • An employee may stay at the conference site where lodging exceeds the maximum on the basis that it enables the employee to gain professional benefits due to interaction with other attendees. In such situations, documentation corroborating that the site selected is the conference hotel is required. The employee's selection of a hotel from a menu of properties recommended by the conference organizer is not in itself sufficient justification for exceeding the lodging maximum.
  • Corporate, educational and government rates are available at many hotels/motels. Employees should, whenever possible, use contract properties and should request the lowest applicable rate available when making reservations. Except in unusual circumstances, which must be justified in writing, an employee will be held personally responsible for additional costs for failure to cancel a guaranteed reservation or comply with posted checkout hours.
  • UW employees traveling in-state on official business are exempt from payment of state and local taxes on meals and lodging. Employees should avoid the tax on hotel/motel rooms, (it is not recommended this procedure be used for individual meal expenditures,) by providing the hotel/motel clerk with written documentation which states that s/he is traveling on UW business.
  • An employee who is required to remain in one location for an extended period is expected to find lodging at reasonable weekly/monthly rates. Consideration should be given to use of apartments or private homes if the cost is more economical. In those situations, the cost of normal utilities, i.e., gas, heat, electricity, monthly local phone service including installation, etc., are reimbursable.

    Employees arranging non-hotel long-term lodging should work with the Space Management Office at Facilities Planning and Management to establish an acceptable lease or contract. Individuals lack the authority to make these committments on the UW's behalf. Full documentation of non-hotel rental arrangements, including a copy of the lease signed by UW-Madison Purchasing Services, must be submitted with all claims.

    When employees return to their headquarters city for a UW business-related visit during the time that extended lodging is being claimed, no travel-related expenses may be claimed other than airfare, meals and incidentals on days of travel to/from, and transportation between airport/station and accommodation/Headquarters work site.

  • Employees are expected to commute during the same day when the site of UW business is within 50 miles of their home or headquarters. Only for extenuating circumstances and with proper written justification and approval of the employee's supervisor may lodging costs within 50 miles be reimbursed.
  • Lodging for UW-organized meetings and conferences held primarily for participation by UW employees shall not exceed the lodging maximum.
  • Expenses for lodging at facilities which are not licensed as a hotel, motel, campground or tourist rooming house are generally not reimbursable. Exceptions may be granted by the supervisor when there is a substantial cost benefit to the UW. A receipt for a nominal amount and an explanation should be attached to the expense report.
  • Lodging expenses should be paid by the employee. Payment of lodging by the UW on behalf of the employee may only be allowed in situations where it is required by the vendor or when there is potential for significant tax savings because of a long length stay or a large number of travelers, and with approval of the institution controller or designee. Adequate controls must be in place to prevent charges for no-shows, personal items and duplicate claims.
  • Tips and gratuities to hotel employees are reimbursable up to $2.00 per night stay. Claims for higher amounts must be documented.
  • Travelers are personally responsible for unnecessary room costs that result from failure to notify the hotel/motel of a cancellation, unless reasonable justification is provided in the comments field for failing to notify the lodging vendor.
  • Employees shall observe posted hotel checkout hours in order to avoid a charge for the day of departure. An employee who is required to remain in one location for an extended period of time is expected to find lodging at reasonable weekly and/or monthly rates.
  • Travelport is the contract vendor for online booking of airfare. Travelers may use the travel agency of their choice when online purchases are unsuitable. We encourage the use of the Wisconsin Certified Minority Enterprise travel agents, a list of which is found at http://www.bussvc.wisc.edu/purch/mbetravellist.html.

    Note: Orbitz is listed in The Certification for Collection of Sales and Use Tax Ineligible Vendor Directory. Because they are not in compliance with State of Wisconsin sales tax collection requirements, Orbitz should not be used for booking travel when payment or reimbursement will be made from University administered funds.

State employees are exempt from paying sales tax in Wisconsin on lodging and should avoid such by furnishing retailers with written documentation stating they are traveling on government business. In the event the employee must pay taxes, the taxes will also be reimbursed.

TAX - Please use the Travel Authorization and Tax Exemption Letter to avoid paying tax on Wisconsin lodging. This is to be used with the "Sales and Use Tax Exemption Certificate" card. Please contact Pre-Audit staff to obtain a supply of these cards. The UW does not pay for advance deposits for lodging for UW employees unless proper justification warrants it. Payment of lodging by the UW on behalf of the employee may only be allowed in situations where it is required by the vendor or when there is potential for significant tax savings because of a long length stay or a large number of travelers, and with appropriate approvals.

Related Procedure(s):

Related Procedures for e-Reimbursement Users:

Use expense type Lodging for:

Room charge expense (including all applicable taxes) incurred by the traveler for overnight lodging at facilities licensed as a hotel, motel, campground or tourist rooming house. Note: meals/room service, telephone/internet, parking, laundry, and other miscellaneous charges except taxes must be claimed using the appropriate expense type.

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

  • An itemized receipt is always required.
  • Enter one expense line for each separate hotel stay.
  • Enter the Number of Nights, the Amount Spent for the combined cost of room, and any applicable taxes on the date payment was made. Do not include charges for any other expense types in the Amount Spent total.
  • Expenses for other charges included on the hotel receipt for Internet access, meals, or parking must be entered on separate expense lines using the appropriate expense type.
  • Three methods can be used to separate expense types from hotel folios: 
    1. Enter expense types manually or;
    2. Receipt split or;
    3. Itemize Hotel Bill (hotel wizard). When entering lodging expense using Itemize Hotel Bill, each night of lodging will be listed in the expense report as an individual line.
  • Personal expenses cannot be claimed. See 201.M-Travel: Non-Reimbursable Expenses.

Lodging

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

  • Number of Nights
  • Merchant: Select from Preferred drop down box. If the merchant is not listed in the drop down box, enter the name of the merchant in the Non-preferred field.
  • Description
  • Exception Comments
    • Location Amount: When a red exception alert is triggered, enter detailed information or justification as required by Sections D and E in the Statement of Policy above.
    • No Receipt: Not applicable; a receipt must always be provided for lodging expenses.

Use expense type Lodging-Extended for:

Weekly/monthly lodging expenses (including all applicable taxes) for employees who are required to remain in one location for an extended period (30 days or more) and may include apartments or private homes if the cost is more economical. This expense type is used only for extended lodging not associated with a relocation (see Policy: 201.N-Travel Relocation).

  1. The Lodging-Extended Expense Type should be used for all lodging claims 30 days or more.
  2. Employees arranging non-hotel long-term lodging should work with the Space Management Office at Facilities Planning and Management to establish an acceptable lease or contract. Individuals lack the authority to make these committments on the UW's behalf. Full documentation of non-hotel rental arrangements, including a copy of the lease signed by UW-Madison Purchasing Services, must be submitted with all claims.
    When employees return to their headquarters city for a UW business-related visit during the time that extended lodging is being claimed, no travel-related expenses may be claimed other than airfare, meals and incidentals on days of travel to/from, and transportation between airport/station and accommodation/Headquarters work site.
  3. Advance payment for long-term lodging should be made using a Purchasing Card, the My Corporate Card, or personal funds if absolutely necessary. If a reimbursement is desired prior to departure, it must be requested using a Travel Authorization/Cash Advance.
  4. Any deposit due to be reimbursed at the end of a contract/lease must be claimed as a separate Travel Authorization/Cash Advance, and reconciled after the end of the contract/lease.
  5. When employees return to their headquarters city for a UW-related visit during the time that extended lodging is being claimed, no travel-related expenses may be claimed other than airfare, meals and incidentals on days of travel to/from, and transportation between airport/station and accommodation/Headquarters work site.
  6. The maximum reimbursable amount is the limit specified for the location.

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

  • An itemized receipt is always required.
  • Enter one expense line for each separate payment transaction associated with the extended stay.
  • Enter the Number of Nights, the Amount Spent for the combined cost of room, and any applicable taxes on the date payment was made. Do not include charges for any other expense types in the Amount Spent total.
  • Expenses for other charges included on the receipt for Internet access, meals, or parking must be entered on separate expense lines using the appropriate expense type.
  • Three methods can be used to separate expense types from the receipt:
    1. Enter expense types manually or;
    2. Receipt split or;
    3. Itemize Hotel Bill (hotel wizard). When entering lodging expense using Itemize Hotel Bill, each night of lodging will be listed in the expense report as an individual line.
  • Personal expenses cannot be claimed. See 201.M-Travel: Non-Reimbursable Expenses.

Lodging-Extended

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

  • Number of Nights
  • Merchant: Select from Preferred drop down box. If the merchant is not listed in the drop down box, enter the name of the merchant in the Non-preferred field.
  • Description

Use expense type Lodging-Group for:

Expenses (including all applicable taxes) 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.

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

  • An itemized receipt is always required.
  • Enter one expense line for each night’s lodging.
  • Enter the Number of Nights as "1", the Number of People, and the Amount Spent for the combined cost of room and any applicable taxes for that night. Do not include charges for any other expense types in the Amount Spent total.
  • Expenses for other charges included on the hotel receipt for Internet access, meals or parking must be entered using the appropriate expense type.
  • Personal expenses cannot be claimed. See 201.M-Travel: Non-Reimbursable Expenses.

Lodging-Group

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

  • Number of Nights
  • Number of People
  • Merchant: Select from Preferred drop down box. If the merchant is not listed in the drop down box, enter the name of the merchant in the Non-preferred field.
  • Location
  • Description: Names and affiliation of people for whom lodging is being provided, along with the business purpose. Note: for larger groups, the names and affiliation may be provided on a separate participant list and included in the receipt packet.

Use expense type Relocation-Temporary Lodging for:

Temporary lodging associated with relocation.

This Expense Type can only be used in Expense Reports with a Business Purpose of Relocation. See the 201.N-Travel: Relocation policy.

Who should know this policy?

Deans, Directors, employees who travel and staff who prepare travel reimbursements

Related Documents:

UW Links

Lodging Resources

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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