Policy/Procedure: 202.R Other Travel
Created: 04/27/2009 (Updated 1/25/2011)

I. Statement of Policy

Miscellaneous incidental expenses are reimbursable if incurred 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. Expenses that cannot be reimbursed using Other Travel expense type

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

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.

B. Expenses that can be reimbursed using Other Travel expense type

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 all claimed expenses.

II. Related Policy/Procedure

III. 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.

Who should know this policy?

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


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