Policy: 202.R-Other Travel
Created: 04/27/2009 (Updated: 9/17/09)

Statement of Policy:

Miscellaneous incidental expenses are reimbursable if oncurred in the official conduct of University business. Use the expense type Other Travel to claim reimbursement for these expenses. The expenses type, Other Travel, should be used only when no other expense type applies. A receipt is required for expenses claimed in excess of $25.00.

The following examples fall into specific expense type categories and the expense type Other Travel should not be used:

  • Airline baggage fees and other airline-imposed fees (e.g., ticket change fees, aisle seat fees, etc.) are charged to the expense type Airfare-Cancel/Change Fee
  • Internet/e-mail access are charged to the expense type Business Communications
  • Personal phone calls are charged to the Phone Calls-Personal expense type

The expense type Other Travel may not be used to split off taxes or gratuites from another expense category such as meals, lodging, event, etc. Gratuities for meals taxis and other transportations providers must be included as part of the cost of the meal or transportation expense.

Examples of expense that are categorized as the expense type Other Travel include:

  • Tips/gratuities for housekeepers, bellhops, porterage, etc. excluding meals and taxis; maximums for hotel employees are $2.00 per day of arrival, $2.00 per day of departure, $2.00 per night of stay. Maximum for porterage is $1.00 per piece of luggage. Claims for higher amounts involving unusual situations should be explained.
  • Tolls
  • Passport/Visa fees/Inoculations when required for University-required travel; passports and 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
  • ATM/Travelers checks; transaction/purchase fees are reimbursable with justification.
  • Currency exchange fees
  • Bottled water during foreign travel; reimbursable up to $7.50 per day.
  • Laundry; reimbursable for stays exceeding three days, not more than once a week.  Receipt required for expenses claimed in excess of $25.00.

Related Procedures for e-Reimbursement Users:

Use expense type Other-Travel for:

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.

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

  • Use this category only when travel related expenses cannot be properly categorized by a more specific expense type.
  • Examples of expenses that should NOT be charged to Other Travel include:
    • Baggage fees; use Airline Change/Cancel Fees
    • Internet access; use Business Communications
    • Tips for meals and modes of transportation (taxi, bus, shuttle, etc.) which are a part of the total meal or transportation expense
  • A receipt is required when the payment or transaction exceeds $25.
  • Enter the expense to match the transaction, receipt or payment.
  • If two (or more) other travel expenses are incurred that exceed $25, enter each on a separate line and provide a receipt.
  • Multiple expenses may be combined into one expense line when the total is less than $25 with a brief description of the description of the expense and amount of each payment. These multiple expenses should be entered and grouped with other like expenses. For example, enter tips for service workers (housekeepers, bellhops, porters) on one line, tolls on another line, etc.

Other-Travel

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

  • Location
  • Description

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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