Meals and Incidentals

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Policy Number:
UW-3018
Old Policy Number:
313
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:
Approving Authority
Individual within a department or division with the authority to approve travel requests, 90-day exception requests, etc. Different requests may require different levels of authorization within a department or division. Employees are responsible for knowing their local approving authorities.
Business Purpose
The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the university.
Incidental Expense
  • Tips for restaurant staff, porters, baggage handlers, hotel housekeeping or other service staff, valets, train or ship services staff, etc.
  • Transportation between places of lodging or business to obtain meal
  • Phone calls (business or personal)
  • Internet fees (personal)
  • Laundering, dry cleaning, or pressing clothes
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, and students, among others). Generally, travel policies apply to non-employees the same as employees.
Per Diem
An allowance per day for lodging, meals, and incidental expenses that varies with date and location as determined by the federal government.
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, or 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 Meals and Incidentals
    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. Secure pre-trip approval or authorization prior to incurring travel expenses.
    3. Prior to making travel arrangements, review per diem allowance for location and dates of stay.
    4. Claim only allowable meals for reimbursement; reduce reimbursement request by any meals provided.
  2. Reimbursement
    1. Meals and incidental expenses must be paid initially by the traveler, then reimbursed by the university after the trip. 
    2. The university will not reimburse an individual for meals and incidental expenses incurred on behalf of another.
  3. Per Diem Allowance Rates and Deductions
    1. Travelers must use the Lodging and Meal Per Diem Calculator to determine the per diem allowance for specific location(s) and date(s) of travel.
    2. Meal and incidental expense reimbursements must be reduced as follows for any meals provided to the traveler within the scope of their business travel (e.g., lunch included in conference registration fees, business dinner with colleagues for which the traveler does not pay):
      1. Dinner 50%
      2. Lunch 30%
      3. Breakfast 20%
    3. It is not necessary for travelers to reduce meal and incidental expense reimbursement for airplane meals and hotel breakfasts included in the cost of airfare or lodging.  
    4. Travel that does not include an overnight stay is limited to a tax-reportable day trip meal allowance of $15 per day.
    5. Receipts are not required for per diem allowance reimbursement
Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:

Travel Planning and Booking

External References:

Policy Administration

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

07-01-2020, 06-28-2023, 04-05-2024,  07-01-2025

Reviewed Dates:

07-01-2020, 07-01-2025

Retrieved:
07-18-2025 05:35:14