Long-Distance Ground and Local Transportation

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Policy Number:
UW-3020
Old Policy Number:
315
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 long distance ground and local transportation, 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.
Commute Mileage
Mileage between the traveler’s home and the traveler’s assigned work location.
Local Transportation
Transportation while on university-sponsored travel within a city or immediate location including bus, subway, taxi, ride-sharing services, and any other necessary means of transportation.
Long-distance Ground Transportation
City-to-city transportation, while on university-sponsored travel, including bus and train.
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 Travel
    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. Utilize contracted suppliers and the managed travel program as required.
    4. Obtain receipts or other supporting documentation for expenses that include a clear business purpose.
  2. Associated Costs/Fees
    1. Costs for long-distance ground transportation and local transportation are payable/reimbursable when necessary to conduct UW business.
    2. Payment/reimbursement is limited to the most cost-effective, reasonable transportation option available.
    3. Transportation between the traveler’s home and assigned work location, regardless of transportation method, is not payable/reimbursable.
    4. Reasonable, customary tips for drivers are payable/reimbursable.
  3. Receipt/Documentation Requirements
    1. Receipts are required for ground transportation payments on a purchasing card and for reimbursement requests over $50.
    2. Supporting documentation must reference the purpose of the trip and the departing location/destination.
  4. Consequences for Noncompliance
    Purchases not made in accordance with this policy will be deemed unauthorized and 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, 4-28-2023, 10-01-2024, 07-01-2025

Reviewed Dates:

07-01-2020, 07-01-2025

Retrieved:
07-26-2025 00:43:47