Policy: 201.O-Travel: Business Communications, Prepaid Phone Cards, and Phone Calls-Personal
Date: 11/30/01
Updated for e-Reimbursement: 04/17/2009
Statement of Policy:
Reimbursable communication charges include phone calls, teleconferencing charges, prepaid phone cards, internet or e-mail connectivity, facsimile transmissions, telegrams, postage, and non-relocation shipping charges when the expense is incurred in conjunction with UW-Madison business. A receipt is required for expenses claimed in excess of $25.00.
Please note the following exceptions:
- For expenses related to cell phones, see the cell phone policy.
- Reimbursement for printing and photocopy charges are limited to $49.99 and must be purchased in compliance with UW-Madison printing-related purchases.
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.
Enter the following required information after clicking on the "Detail" link at the end of the expense type line:
- Location
- Description: type of charge
Use expense type Phone Calls - Personal for:
One personal phone call, not exceeding $5.00, per night of stay.
Enter the following required information after clicking on the "Detail" link at the end of the expense type line:
- Location
Who should know this policy?
Deans, Directors, employees who travel and staff who prepare travel reimbursements
Related Documents:
- Travel Index
- 201.L-Travel: Receipt Requirements
- 201.M-Travel: Non-Reimbursable Expenses
- PPP5: Printing Related and Printing Purchases
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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