Lodging

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Policy Number:
UW-3017
Old Policy Number:
312
Responsible Office:
Accounting Services, Division of Business Services

University Policy

Rationale/​Purpose:

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

Definitions:
Business Purpose
The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the university.
Concur
Web-based travel booking tool utilized by the University of Wisconsin System for purchasing airfare and reserving lodging and/or rental vehicles.
Conference Hotel
Primary location of a conference/hosted event or lodging facility recommended by the conference organizer.
Managed Travel Program
Established policies, procedures, and best practices—universally applied to all travelers—designed to protect travelers, reduce costs, and allow for effective reporting while minimizing administrative burdens on travelers, travel arrangers, and travel approvers.
Non-employee
An individual traveling on behalf of the University who does not have a current employee appointment (e.g., contractors, volunteers, former employees, students). Generally, travel policies apply to non-employees the same as employees.
Supporting Documentation
Any materials required to support a specific purchase as outlined in UW-Madison policies and procedures.
Traveler
An individual (e.g., employee, student, non-employee) authorized to travel on behalf of the university for official university business.
University-sponsored Travel
Travel that is any of the following:
  • Paid for in full or in part by the university
  • Paid directly or indirectly by the university
  • Organized by the university with participants or sponsors paying
  • Organized by others outside the university and paid for by the university
  • Sponsored by the university in the form of name, organization, communication, management, staffing, transportation, or space provision
Scope:

This policy applies to faculty, staff, students, and non-employees traveling or arranging university-sponsored travel.

This policy excludes:

  • NCAA-funded travel which is governed by NCAA policy.
  • Sponsored projects which are subject to the terms and conditions of the specific awards, as well as applicable program guidelines that may restrict the use of funds for certain types of expenses.
Policy:
  1. Standards for Lodging

    Individuals who participate in university sponsored travel and those who make university sponsored travel arrangements must:

    1. Understand and comply with university travel procurement and payment policies.
    2. Review allowable maximums prior to making lodging reservations.
    3. Secure pre-trip approval or authorization prior to incurring travel expenses.
    4. Utilize contracted suppliers and the managed travel program as required.
    5. Obtain receipts or other supporting documentation for expenses that include a clear business purpose.
  2. Lodging Maximums 
    1. Actual lodging expenses are payable/reimbursable up to the maximum nightly rate for date(s) and location of stay.
    2. Lodging that exceeds the maximum nightly rate is payable/reimbursable only when:
      1. The traveler stays at the conference location or a nearby lodging facility identified by the conference organizer. This must be documented on the conference registration materials, to be saved with the payment mechanism.
      2. The base hotel rate is within the lodging limits; however, the total including taxes/fees exceeds the maximum nightly rate (for domestic travel only).
      3. No other lodging facilities are available within the maximum nightly limits. This requires supporting documentation (e.g., a copy of the Concur search results), to be saved with the payment mechanism.
    3. Airbnb rentals typically include service and cleaning fees which must be considered when determining the nightly lodging limit.
  3. Booking Methods 
    1. Lodging must be booked via one of the following methods:
      1. The university’s contracted travel agency
      2. Concur self-booking tool
      3. Directly with the lodging facility
      4. Directly with the conference organizer
      5. Airbnb
    2. Reservations made through lodging brokers or third-party sites (e.g., Expedia, Hotels.com, Kayak, Priceline, Hotwire) are prohibited and will not be paid/reimbursed.
  4. Prepayment
    1. When required by the lodging facility, prepayment of lodging expenses is allowed, both on the Purchasing Card and through reimbursement of out-of-pocket expenses.
    2. Travelers and travel arrangers are responsible for understanding the lodging facility’s cancellation/refund policy and minimizing the risk of forfeited prepayments.
    3. Travelers are responsible for refunding the university for prepaid lodging costs for trips canceled due to personal reasons.
    4. Group reservation deposits or guarantees are contingent upon the contractual requirements of the lodging establishment and will be prepaid as required by the contract.
  5. Lodging Arrangements
    1. Shared Lodging
      1. When sharing lodging with another university business traveler, each business traveler is eligible for the maximum nightly rate for that location and date(s) of stay.
      2. The names of all business travelers must be included in the supporting documentation for the payment mechanism.
    2. Lodging Provided in Kind

      The university will not pay or reimburse any lodging that is furnished in-kind or at no cost, including electing to stay with family or friends during business travel.

    3. Campgrounds

      The university will pay or reimburse for lodging at a campground when the purpose of travel requires the use of a campground.

    4. Local Lodging

      The university will not pay lodging costs when travelers are within 50 miles of their home or headquarters city unless the travel is for a multi-day event with an evening business-related activity that makes returning to the employee’s home impractical.

    5. Extended Lodging
      1. Travelers may choose to find lodging at reasonable weekly/monthly rates if the university requires that they remain in travel status for an extended time.
      2. Affordable options may include leasing residential space (e.g., apartments, condos) through a property management company or rental service or utilizing an extended stay hotel. If utilizing one of these options:
        1. Any lease procured for extended travel is considered personal in nature and must be signed by the employee/traveler.
          1. Required security deposits are the financial responsibility of the traveler and will not be paid or reimbursed with university funds.
          2. The cost of necessary utilities (e.g. heat, electricity) is reimbursable when leasing residential space.
        2. No insurance or other coverage is provided by the university in these circumstances; the tenant and landlord have full responsibility for any necessary insurance coverage and liability.
        3. If the total anticipated cost exceeds $5,000, the employee/traveler must demonstrate procurement authority (e.g., Simplified Bid Process) and obtain preapproval from UW-Madison Purchasing Services. Relevant procurement authority documentation must be attached to the payment mechanism.
    6. Associated Fees

      Travelers are responsible for complying with a lodging facility’s terms and conditions (e.g., cancellation policies, check-in/check-out hours, non-smoking policies).

    7. The university will only pay for early check-in or late check-out with a documented business purpose.
    8. The university will not pay/reimburse for charges incurred due to non-compliance with the facility’s terms and conditions.
  6. Documentation Requirements

    The following are required to support a lodging claim/payment:

    1. An itemized receipt from the lodging facility that contains the following:
      1. Name and address of lodging facility
      2. Dates of stay
      3. Daily rate
      4. Taxes and other fees for each day of stay
      5. Itemization of other costs (e.g. parking, internet, room service)
      6. Proof of payment (e.g. zero-balance hotel folio)
    2. Conference brochure (if exceeding the location maximum to stay at the conference site).
    3. Copy of Concur search results, or equivalent (if exceeding the location maximum due to limited availability of rooms).
  7. Consequences for Noncompliance

    Noncompliant lodging purchases will not be paid or reimbursed by the university.

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

Policy Administration

Approval Authority:
Assistant Vice Chancellor of Business Services and Controller
Policy Manager:
Travel Manager
Contact:
Departmental staff should contact their respective Divisional Business Office for policy questions. -- Divisional Business Officers may contact, expensereimbursement@bussvc.wisc.edu
Effective Date:
10-01-2015
Revised Dates:

07-01-2020, 02-22-2023, 07-01-2025

Reviewed Dates:

07-01-2020

Retrieved:
07-30-2025 05:59:05