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.
Approving Authority: individual(s) within a department or division with the authority to approve travel requests, non-employee setups, 90-day exception requests, etc. Different requests may require different levels of authorization within a department or division. Employees are responsible for knowing who their local Approving Authorities are.
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.
Meal and Incidental Expenses (M&IE): per diem rate established by the federal government for meal and incidental reimbursements. Rates vary from location-to-location and month-to-month. Travelers are reimbursed the M&IE per diem amount, less any required deductions, not actual meal expenses.
Non-Employee: an individual traveling on behalf of the University who does not have a current employee appointment. Non-employees include contractors, volunteers, former employees and students, among others. Travel policies apply to non-employees the same as employees.
Traveler: an individual (employee, student, or non-employee) who has been authorized to travel on behalf of the University on office University business or sanctioned purpose. All University travelers are required to comply with University policies and procedures.
University-sponsored travel: travel which is either:
Faculty, staff, students, and non-employees traveling on or arranging University-sponsored travel.
Travelers expected to incur costs for meals and incidentals for business travel will be reimbursed meal and incidental expenses (M&IE) under a per diem allowance.
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.
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.
Note: Continental breakfast (provided by a lodging facility or conference) or meals provided as part of an airline ticket do not require a deduction from a traveler’s per diem allowance.
The incidental rate is reimbursable regardless if any meals are provided. Incidental items are only reimbursable through an M&IE 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.