Long-Distance Ground and Local Transportation Policy

Layout for printing

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. 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.

Definitions:

1. Commute Mileage: mileage between the traveler’s home and the traveler’s assigned work location.
2. 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.
3. Long-Distance Ground Transportation: city-to-city transportation, while on University-sponsored travel, including bus and train.
4. 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.
5. 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.
6. 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.
7. University Sponsored Travel: travel which is either:
   • 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:

Faculty, staff, students, and non-employees traveling or arranging University-sponsored travel.

Policy:

POLICY SUMMARY

Payment/reimbursement for long-distance ground transportation or local transportation is allowable when necessary to conduct UW business. Travelers are expected to utilize the most cost-effective, reasonable means of transportation.

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 theRSP accountantfor your award with any questions.

POLICY DETAIL

1. Reimbursable Ground and Local Transportation. Long-distance ground transportation(e.g. city-to-city bus, train) andlocal transportation (e.g. taxi, ride share, city bus, subway, ferry)is reimbursable when necessary to conduct UW business. Reimbursement is limited to the most cost-effective, reasonable transportation option available. Transportation between the traveler’s home and assigned work location, regardless of transportation method,is not payable/reimbursable.
2. Train travel. Train travel is limited to coach class unless traveling overnight, when accommodations are limited to a roomette.
3. Ride Sharing Services. Expenses for the use of ride sharing services (e.g. Uber, Lyft) while in travel status are payable/reimbursable. Use of premium ride sharing services (e.g. Uber Select, Lyft Premier) is not payable/reimbursable.
4. Tips. Tips for drivers are limited to 20% of the total fare.
5. Receipt/Documentation Requirements. Receipts are required for the payment/reimbursement of ground transportation costs unless claiming reimbursement for expenses of $25 or less. Supporting documentation must reference the purpose of the trip and the departing location/destination.

CONSEQUENCES FOR NONCOMPLIANCE

Non-compliant purchases will not be paid or reimbursed by the University.

Related UW-Madison Policies:

• University Travel Policy
• Air Travel Policy
• Lodging Policy
• Meals and Incidentals Policy
• Vehicle Use/Rental Policy
• Registration Fees Policy
• International Travel Policy
• Payment for Services and Travel and Expense Reimbursement for Non-Employees Policy
• Expense Reimbursement Policy
• Cash Advance Policy
• Non-Payable/Reimbursable Expenses
• Tax Exemption Policy

Related UW-Madison Documents:

LINK TO RELATED GUIDE 

• Travel Planning and Booking
• Reimbursing a Non-Employee
• Concur Support Guides, Including how to Cancel/Change Reservations
• e-Reimbursement Tutorials
• Employee and Non-Employee Travel Guides

Policy Administration

Approval Authority:

Assistant Vice Chancellor for Business Services

Policy Manager:

Travel and Expense Auditor

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

Reviewed Dates:

07/01/2020

Retrieved:

05-15-2021 22:29:28