University of Wisconsin-Madison

Airfare

Required for all fares: An airline receipt is the original "Passenger Receipt" plus any applicable original travel agency invoice/itinerary (must include traveler's name, destination, departure/return dates, fare amount paid, method of payment, routing, class of travel) and evidence of any payment of service fee amounts.

If the original invoice/itinerary is not available, a reasonable copy or computer print-out (such as an Internet/e-mail confirmation), containing the information above, along with proof of payment, such as a credit card statement or canceled check, will be acceptable. Credit card charge statements and/or slips alone are not acceptable as documentation because these lack sufficient detail. The business purpose of the trip must be clearly stated on the transaction.

Airfare/Change Fee

Includes fees for baggage and seat assignments.  Provide an explanation for any fees charged for changing a non-refundable ticket, e.g., departed early to save on meals and lodging, dates of meeting changed.  Receipt required for expenses claimed in excess of $25.00.

Airline Limousine/Bus/Shuttle/Taxi/Train

Receipt required for expenses claimed in excess of $25.00, including tip.

Business communications, such as facsimile charges toll call, and Internet connectivity

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

Gas for personal vehicle

Cost cannot exceed the mileage rate that would have been allowed.  Receipt required for expenses claimed in excess of $25.00.

201.B-Travel: Fleet Vehicles vs. Privately Owned Vehicles Including Mileage, Parking, and Gas

Lodging/Group Lodging

All lodging claims must be supported by an original, itemized, detailed receipt showing daily room rate, guest name(s), dates of stay, single/double accommodations, all other room charges, amount paid, and form of payment.  If lodging is greater than the maximum allowed, detailed information or justification is required to make a reimbursement decision.

Meals

If meals, including tip are over the maximums allowed, a business related justification accompanied by an itemized receipt is required.
If meals include additional attendees, an attendance list with UW affiliation and Business Purpose of meal is required with the itemized receipt.

Parking

Receipts required for parking claims in excess of $25.00. Parking at headquarters (worksite) is not reimbursable.

Personal phone calls in travel status

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

Other Travel - ATM/Travelers Checks

Transaction/Purchase fees are reimbursable with justification.

Other Travel - Bottled Water for Foreign Travel

Reimbursable up to $7.50 per day.

Other Travel – Laundry

Laundry is reimbursable for stays exceeding three days, not more than once a week.  Receipt required for expenses claimed in excess of $25.00.

Other Travel - Passports, Visas and Inoculations

Passports & 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

Other Travel - Porterage

$1.00 per piece of luggage. Claims for higher amounts involving unusual situations should be explained.

Other Travel - Tips to Hotel Employees

$2.00 per day of arrival, $2.00 per day of departure, $2.00 per night of stay.

Registration

Include copy of the brochure or registration form showing dates, location, title of conference, amount of fee, and breakdown of items included in the cost. Receipt required for expenses claimed in excess of $25.00 and must include amount paid and form of payment. Non-business related activities included in the fee, such as sightseeing tours, golf outings, etc. are not reimbursable. Registrations paid directly by the University with a purchasing card, direct bill, or purchase order should be noted on the expense report.