Policy Summary
This policy documents expenses not payable or reimbursable by the university. The list is not all-inclusive.
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 the use of funds for certain types of expenses. Contact the Research and Sponsored Programs accountant for your award with any questions.
Policy Detail
Following is a list of expenses that are not payable or reimbursable with university funds:
- Professional license fees
- Late payment penalties and interest on My Corporate Card
- Lost/stolen cash or personal property
- Traffic citations, parking tickets, and other fines
- Locksmith charges on either fleet, rental or personal vehicle, except when fleet or rental vehicles experience mechanical problems
- Parking costs at the assigned headquarter worksite (office, etc.)
- Travel expenses to an employee's assigned headquarters location are not payable/reimbursable.
- Additional charges for late checkout, early check-in, or un-canceled pre-payments (unless justified)
- Airline, car, hotel, and corporate card club membership dues
- 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
- Kennel fees
- Decorative items – The purchase of decorative items (plants, artwork, picture frames, etc.) from university-administered funds is allowable only if the items are placed in a common space frequented by students and/or general public. The purchase of items placed in employee lounges, assigned offices, or other work areas is not allowable. The purchase of temporary decorations (balloons, flowers, signage, etc.) for UW-sponsored events is allowable provided the event supports the mission of the unit.
- Appliances required for lab/research use are allowable. Appliances for break rooms, lactation rooms, or other general shared spaces are allowable. Appliances for individual use in private offices are not allowed.
- Flight insurance
- Trip insurance
- Services paid directly to an individual by the university are allowable; however, due to the tax implications, services may not be paid by employees out of pocket and then claimed for reimbursement.
- 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.
- Purchase of regalia for participation in commencement ceremonies is not allowable; however, rental of regalia is payable/reimbursable with documentation or a business need (e.g., participating as a faculty escort in Commencement ceremony).
Consequences for Noncompliance
The university will not pay or reimburse for any cost that is non-compliant with this policy. Failure to comply with UW–Madison policy or procedures may result in disciplinary steps, up to and including dismissal.
