Policy: 201.R – Travel Incidentals

Statement of Policy

Incidental expenses are payable/reimbursable if incurred while conducting official University business. Examples of acceptable incidental expenses include:

  • Baggage Fees: See the Associated Fees section of Policy 201.A – Air Travel.
  • Bottled water (international travel only): See Policy 201.J – International Travel for the maximum reimbursement amount.
  • Business Communications: See Policy 201.O - Business Communications.
  • Currency Processing Fees: The University will reimburse for processing fees (e.g. ATM transactions, travelers checks, foreign currency exchanges) when justified as necessary to conduct University business. A receipt is required if the expense exceeds $25.
  • Gasoline for a rental vehicle: See Policy 201.D – Vehicle Rental and Gas.
  • Hotel Employee Tips: The University will reimburse for tips and gratuities to hotel employees up to $2 per night of stay and $2 the day of departure. Claims for higher amounts must be justified and documented.
  • Internet Connectivity Fee: The University will pay/reimburse for internet connectivity fees if the service is necessary to conduct business while in travel status. A receipt is always required.
  • Laundry Cleaning/Pressing: The University will pay/reimburse for laundering expenses if the trip exceeds three days. A receipt is required for all claimed expenses.
  • Local Transportation (taxi, shuttle, subway, etc.): See Policy 201.G – Taxi/Airline Limousine.
  • Meals: See Policy 201.I – Meals for maximum reimbursement amounts.
  • Passports/Visas: The University will pay/reimburse for passport/Visa fees when required for University business travel. A receipt is required if the expense exceeds $25.
  • Porter Tips: The University will reimburse for porter tips at commercial terminals up to $1 per piece of luggage. Claims for higher amounts must be justified and documented.
  • Registrations: See Policy 201.S – Registration Fees.
  • Tolls: The University will pay/reimburse toll charges incurred while traveling on University business. A receipt is required if the expense exceeds $25.
  • Transportation to/from the Airport: The University will pay/reimburse for transportation to/from the airport (e.g. personal vehicle mileage, taxi) as well as parking fees for the duration of your trip. A receipt is required if the expense exceeds $25 (except for mileage). For reimbursable mileage, see Policy 201.B - Privately Owned Vehicle Expenses.
  • Vaccinations: When required for foreign business travel, inoculations/vaccinations not covered by the traveler's insurance are reimbursable by the University. A receipt is required if the expense exceeds $25.

Contacts

Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.

Divisional Business Offices may contact uwtravel@bussvc.wisc.edu with questions.