Non-Payable/Non-Reimbursable Expenses

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Policy Number:

UW-3026

Old Policy Number:

322

Responsible Office:

Accounting Services, Division of Business Services

University Policy

Rationale/​Purpose:

The purpose of this policy is to establish expenses that are not payable/reimbursable by the university.

Definitions:

Business Purpose

The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the university.

Headquarters Location

The official location where the work of an employee’s position is performed on a permanent basis; this is typically the campus or institution office.

Scope:

This policy applies to faculty, staff, students, and non-employees traveling or using funds and/or resources administered by the university.

This policy excludes sponsored projects which are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict the use of funds for certain types of expenses. Contact the Research and Sponsored Programs accountant for your award with any questions.

Policy:

1. The following is a list of expenses that are not payable or reimbursable with university funds:
   1. Professional license fees
   2. Late payment penalties and interest on the shared liability card
   3. Lost/stolen cash or personal property
   4. Traffic citations, parking tickets, and other fines
   5. Locksmith charges on fleet, rental, or personal vehicle; except when fleet or rental vehicles experience mechanical problems
   6. Parking costs at the assigned headquarters location (e.g., office)
   7. Travel expenses to an employee's assigned headquarters location
   8. Airline, car, hotel, and/or personal credit card annual membership fees
   9. Childcare or other dependent costs. Dependent travel costs as part of job interview trips may be payable/reimbursable if authorized pursuant to a preapproved official function.
   10. Kennel fees
   11. Decorative items
       1. The purchase of decorative items (e.g., plants, artwork, picture frames) from university-administered funds is allowable only if the items are placed in a common space frequented by students and/or the general public.
       2. The purchase of items placed in employee lounges, assigned offices, or other work areas is not allowable.
       3. The purchase of temporary decorations (balloons, flowers, signage, etc.) for UW-business purposes is allowable.
   12. Appliances required for labs, research use, break rooms, lactation rooms, or other general shared spaces are allowable. Appliances for individual use in private offices are not allowable.
   13. Flight insurance
   14. Trip insurance except for Risk Management mandated international insurance
   15. Services paid directly to an individual by the university are allowable; however, due to tax implications, services may not be paid by employees out of pocket and then claimed for reimbursement
   16. Manuscript submission fees and manuscript publication fees are payable on the purchasing card or reimbursable only if paid with a card product (e.g., credit, debit). Proof of card payment must be submitted with reimbursement claim.
   17. Purchase of regalia for participation in commencement ceremonies is not allowable; however, rental of regalia is payable/reimbursable with documentation of a business need (e.g., participating as a faculty escort in Commencement ceremony).
2. 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.

Policy Administration

Approval Authority:

Assistant Vice Chancellor of Business Services and Controller

Policy Manager:

Travel and Card Manager

Contact:

Travel and Card Manager -- Meghann Grove, uwtravel@bussvc.wisc.edu, (608) 262-3300

Effective Date:

10-01-2015

Revised Dates:

07-01-2020, 10-04-2023, 04-05-2024, 07-05-2024, 10-01-2024, 07-01-2025

Reviewed Dates:

07-01-2020

Retrieved:

07-24-2025 21:21:35