The university has a managed travel program. Travel policy is established to ensure prudent use of university resources while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.
Applies to faculty, staff, students, and non-employees traveling or arranging university-sponsored travel.
Travelers expected to incur costs for meals and incidentals for business travel will be reimbursed for meals and incidental expenses under a per diem allowance.
Payment Methods. Meals and incidental expenses must be paid initially by the traveler, then reimbursed by the University after the trip. The University will not reimburse for meals and incidental expenses in advance of a trip. The university will not pay for meals and incidental expenses directly (e.g., purchasing card) when the expenses are eligible for reimbursement as part of a traveler’s per diem allowance. The university will not reimburse an individual for meals and incidental expenses incurred on behalf of another.
Note: It is not recommended that the My Corporate Card be used for meals and incidental expenses, as the university reimburses a per diem allowance, not actual expenses.
Provided meals – reimbursement must be reduced for any meals provided to the traveler within the scope of their business travel (e.g. lunch included in a conference registration fee, business dinner with colleagues for which the traveler didn’t pay). Reductions are 50% for dinner, 30% for lunch, and 20% for breakfast. This reduction applies to all days of travel, including the first/last day. The incidental portion of the per diem allowance is not affected by this reduction.
Exception: Hotel breakfast included in the hotel/lodging reservation price or international airfare meals provided as part of the airline ticket price for longer flights will not require a deduction from the meal and incidental expense per diem allowance.
The incidental rate is reimbursable regardless if any meals are provided. Incidental items are only reimbursable through a meal and incidental expenses reimbursement; they are not directly reimbursable.
Failure to comply with UW–Madison travel policy or procedures may result in disciplinary steps, up to and including dismissal.