Policy: 201.O-Travel: Business Communications, Prepaid Phone Cards, and Phone Calls-Personal
Date: 11/30/01 (Updated: 9/17/09)

Statement of Policy:

Reimbursable communication charges include phone calls, teleconferencing charges, prepaid phone cards, internet or e-mail connectivity *****(while in travel status), facsimile transmissions, telegrams, postage, and non-relocation shipping charges when the expense is incurred in conjunction with UW-Madison business.

*******Note: High-speed internet connections to the homes of staff are not considered reimbursable expenses and additionally, are not acceptable purchases on the Purchasing Card.

A receipt is required for expenses claimed in excess of $25.00.

Please note the following exceptions:

UW Madison employees may purchase prepaid phone cards for placing University business calls while in travel status. Such purchases can be made using the purchasing card or will be reimbursed when the traveler files an expense report. These purchases shall be limited to $25.00 per traveler/per month. Travel regulations require that all business calls over $25.00 be receipted and explained. By limiting the purchase of prepaid calling cards to $25.00 per traveler/per month, it will not be necessary to obtain a receipt for purchase or document calls placed on the card. Please code these prepaid phone card expenditures to the travel account code that reflects the type of business being conducted. Supervisors and Site Managers (if the purchasing card is used) will share the responsibility of monitoring the cost effectiveness of the prepaid calling card, business call volume, and any limitations needed above and beyond this policy.

When using the purchasing card to purchase prepaid calling cards for several travelers, please record the name of each traveler you've purchased a card for on the purchasing card log.

If you have long term or frequent need for placing business calls when in travel status, please contact DOIT for information on obtaining a University calling card (http://www.doit.wisc.edu/telephone/calling_cards.asp).

An employee who is in travel status is allowed one personal phone call not exceeding $5.00 per night of stay.

Related Procedure(s):

Related Procedures for e-Reimbursement Users:

Use expense type Business Communications for:

Business related communication charges such as phone calls, teleconferencing charges, photocopy charges under $50, prepaid phone cards, internet or e-mail connectivity, facsimile transmissions, telegrams, postage/non-relocation shipping charges incurred while traveling.

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

  • A receipt is required when the payment or transaction exceeds $25.
  • These expenses are often incurred as part of a hotel stay where one payment will be made as part of the hotel bill checkout. When these expenses are incurred at the hotel, enter the expenses on a separate expense line using expense type “Business Communications”.
  • When business communications expenses are incurred while traveling and are not part of a hotel stay, enter the business communications expenses to match the payments/receipt.
  • Multiple business communication charges incurred while traveling may be combined into one expense line when the total is less than $25, by entering a brief description of the expense and amount of each payment.

Business Communications

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

  • Location
  • Description: type of charge

Use expense type Phone Calls - Personal for:

One personal phone call, not exceeding $5.00, per night of stay.

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

  • Enter expenses for each trip on one expense line not to exceed $25 per line.

Phone Calls-Personal

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

  • Location (required)
  • Description: indicate the number of nights for which actual phone expenses incurred are being claimed, up to a maximum $5 per night.

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

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