International Travel Expenses

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Policy Number:
UW-3022
Old Policy Number:
317
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:
Business Purpose
The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the university.
Fly America Act and Open Skies Agreements
Federal legislation mandating the use of U.S. flag air carriers for federally-funded travel.
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.
Traveler
An individual (e.g., employee, student, non-employee) authorized to travel on behalf of the university for official university business.
Scope:

This policy applies to faculty, staff, students, and non-employees traveling or arranging university-sponsored international 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 International Travel

    Individuals who participate in university sponsored international travel and those who make university sponsored international travel arrangements must:

    1. Understand and comply with UW-1023 International Travel Resources, Guidelines and Policies.
    2. Understand and comply with university travel procurement and payment policies.
    3. Secure pre-trip approval or authorization prior to incurring travel expenses.
    4. Utilize contracted suppliers and the managed travel program as required.
    5. Obtain receipts or other supporting documentation for expenses that include a clear business purpose.
  2. Fly America Act and Open Skies Agreements
    1. All travelers must comply with the Fly America Act.
    2. In accordance with the Fly America Act, commercial air travel and movement of cargo on federally funded grants must comply with the requirement that U.S. flag air carriers be used to the maximum extent possible when traveling between the U.S. and a foreign country or between foreign countries.
    3. Open Skies Agreements allow for the use of foreign air carriers only under certain circumstances.
  3. Passports and Travel Visas
    1. Passport origination and renewal fees are payable/reimbursable when the need for a passport or renewal arises because of scheduled UW business travel. Travelers will not be reimbursed for passport or renewal fees incurred prior to planning UW-Madison business travel.
    2. Visa fees are payable/reimbursable by the university when required for university business travel. For information about obtaining travel visas and passports for university business, see the UW TravelWIse Passport Services webpage.
  4. Inoculations/Vaccinations

    Inoculations and vaccinations are payable/reimbursable when required for UW-Madison business travel.

  5. Additional Documentation Requirements
    1. Foreign Currency
      1. When a payment is made using a foreign currency, the receipt must be converted to U.S. dollars.
      2. Documentation supporting the exchange rate used must be attached to the expense report or other payment mechanism.
    2. Foreign Language

      Vendor documentation printed in a foreign language must be translated to English before submitting for reimbursement or reconciliation.

  6. CISI International Medical, Travel, & Security Insurance Plan

    Self-enrollment in UW’s CISI International Medical, Travel & Security Insurance Plan is mandatory for faculty and staff employees who travel abroad.

  7. International Calling/Data Plans

    International business communication expenses, such as international calling or data plans, are payable/reimbursable when accompanied by a business purpose.

  8. Consequences for Noncompliance

    Noncompliant purchases 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, 11-10-2021, 10-04-2023, 04-05-2024, 07-01-2025, 09-10-2025

Reviewed Dates:

07-01-2020

Retrieved:
10-11-2025 00:28:29