Policy Summary
The purpose of this policy is to establish the general parameters for conducting University-sponsored travel and accounting for expenses. University travel policies are designed to ensure:
- University-sponsored travel and related activities are appropriately planned, approved, purchased and paid in accordance with policy
- Budget or funding is available prior to incurring expenses
- Productivity and safety of those traveling on University business
- Fair and equitable compensation for all who travel on University business. Travelers neither personally gain nor lose funds as a result of University business travel
- Compliance with external and internal requirements
- Use of required contracts to consolidate purchasing volume, contain travel costs, achieve best pricing and offer the highest degree of services
- Prudent and efficient use of University resources
- Collection of data to support University decisions for future enhancements & efficiencies
Note: NCAA funded travel has specific requirements, some of which may be less restrictive than University policies or rates. NCAA funded travel will be governed by NCAA policy.
Note: Sponsored projects (e.g. fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict use of funds for certain types of expenses. Please contact the RSP accountant for your award with any questions.
Policy Detail
- Travel status. Period during which an individual is traveling at the direction of the University on official University business outside the vicinity of his/her normal work (headquarter) location or residence. Travel status is less than one year or 365 days in one location.
- Pre-Trip Approval. Pre-trip approval requirements vary by division/department. It is the traveler’s responsibility to know and follow internal travel approval procedures and to confirm budget availability prior to making trip reservations. Travel reimbursement prior to employment, following employment contract end, or while on extended leaves (e.g. leaves with or without pay, sabbatical, research, etc.) is not guaranteed and must be approved in advance of incurring costs. Divisions have the authority to approve or deny travel during leaves or during periods of non-employment in accordance with the need for the traveler to represent the institution.
- Exceptions to Policy for Reasonable Accommodation Needs. The University understands the need to accommodate travelers with health issues or physical limitations in accordance with State and Federal disability accommodation laws. Accommodating the specific need(s) may result in incurring expenses that are normally outside of policy or rate limitations. For policy exemptions, employee travelers who seek a disability-related travel accommodation must contact their Divisional Disability Representative (DDR). For non-employee travelers seeking accommodation, the hosting unit must contact the McBurney Disability Resource Center.
- Non-Employee Travel. University employees making travel arrangements for non-employees are responsible for ensuring non-employees adhere to the University’s travel policies. Non-employee travel expenses that do not conform to University policy will be paid as a tax-reportable fee for service.
- Ethics. Accepting items of value related to conducting University business is not allowed. Unless specifically noted, University travelers cannot personally benefit from travel related contracts, utilize negotiated discount rates, or receive tax exemption for personal travel. Benefits or services earned as a result of personal travel should not be applied to University business travel. Travelers will not be compensated for use of personal travel program rewards.
- Sales Tax Exemption. The University is generally exempt from the payment of Wisconsin sales and use tax. Travelers are responsible for providing tax exempt information to vendors when making tax-exempt purchases. See UW-3033 Tax Exemption for more information.
- Personal Travel Preferences and Related Costs. When combining business and personal travel, the University will not pay costs directly associated with personal days of travel, including additional days of lodging, M&IE per diems, parking, vehicle rental, etc.
- Pre-Paid Expenses. The following policy-compliant expenses may be paid/reimbursed prior to travel:
- Airline tickets and related charges (such as CISI International Insurance)
- Conference and meeting registrations
- Lodging, if required to prepay
- Business Purpose. When paying with University funds or requesting reimbursement from University funds, documentation of a clear business purpose is required so an approver, auditor, site manager, or post-payment auditor may reasonably conclude and agree the expenditure is an appropriate business expense. Business Purpose is defined as one that supports or advances the goals, objectives and mission of the University. The stated Business Purpose must adequately describe the expense as a necessary, reasonable, and appropriate business expense. All expenses must have a University business purpose.
- Departure and Return. The traveler should determine the necessary travel schedule that allows sufficient time for business to be conducted. Arrival on the day prior to a business event and departure on the day after business concludes is allowable. For international travel, arrival up to two days prior to the business event is allowable.
Consequences For Noncompliance
Any travel-related purchase that is not made in accordance with this policy will be deemed unauthorized and will not be reimbursed. Travel expenses pre-paid by the University, but subsequently deemed unauthorized, will be recoverable from the traveler. This may include deduction from the employee’s payroll check or working with General Counsel to recover costs from students or non-employees. Each Division’s Chief Business Officer will have responsibility for implementing processes to recover funds from travelers when travel expenses were pre-paid by the University but later determined to be unauthorized.
Responsibilities
- Traveler: A traveler conducting official University business is responsible for the following:
- Understanding and complying with University travel procurement and payment policies.
- Understanding and complying with the travel rate maximum(s) for the location(s) and date(s) of travel.
- Securing pre-trip approval or authorization prior to incurring travel expenses.
- Utilizing contracted suppliers when required.
- Providing required travel information, including emergency contacts, prior to entering travel status.
- Exercising the same care when incurring expenses that a prudent person would exercise for a personal trip.
- Not incurring excessive or avoidable costs.
- Personally paying any excess costs or additional expenses incurred for personal preference, convenience or additional expenses outside of University policies.
- Obtaining receipts or other supporting documentation for expenses.
- Travel Arranger: A travel arranger is responsible for the following:
- Understanding and complying with University travel procurement and payment policies.
- Understanding and complying with the travel rate maximum(s) for the location(s) and date(s) of travel.
- Utilizing contracted suppliers when required.
- Collecting and providing traveler information as required by policy.
- Ensuring receipts and other supporting documentation are provided to the traveler.
- Traveler’s Supervisor or Approving Authority: responsible for granting pre-trip approval with the departmental/divisional policies and ensuring funds are available.
- Divisional Chief Business Officer: responsible for designing formal processes and internal controls to appropriately meet the audit and approval requirements at their institution.
