This policy is designed to ensure prudent usage of University resources while minimizing the administrative burden for employees and support staff.
Faculty, staff, students and non-employees traveling or using funds and/or resources administered by the University.
University funds may be used to pay for group meals where UW business is conducted or the meal is otherwise supported by a UW business purpose. Business Meals may have a social element, but are primarily business in nature. Payment/reimbursement for Business Meals on UW funding is limited to pre-determined rates. Amounts in excess of these rates and alcohol are not allowable on UW funding and may be charged to the Wisconsin Foundation and Alumni Association if funding is available.
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 (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 the Research or Sponsored Programs accountant for your award with any questions.
Business Meals are payable/reimbursable when it is necessary to conduct UW business during a meal. Common examples of payable/reimbursable Business Meals include:
Note: For events that are catered, require a room/space rental, require a contract or charge a registration fee, see Hosted Events. For events that are primarily social in nature, see Policy 3075 – Official Functions and Expenses.
Payment/reimbursement of Business Meals using UW funding is limited to the following, per person, including tip:
|Type of Meal||Within Wisconsin||Outside Wisconsin|
Amounts in excess of the allowable per person limits or expenses for alcohol may be charged to Wisconsin Foundation and Alumni Association (WFAA) funds, if available. Alcohol reimbursement cannot exceed $25/person. The overall payment/reimbursement made with both UW and WFAA funds, including alcohol, may not exceed $100/person, including tip.
Sales tax is not payable/reimbursable for Business Meals in Wisconsin. See Policy 3033 – Tax Exemption for more information on sales tax in other states.
Tips are limited to 20%.
Payment for Business Meals with UW funding may be made via the Purchasing Card, My Corporate Card, or reimbursement for out-of-pocket expenses. Any Business Meal expenses to be charged to WFAA funding must be made with either the My Corporate Card or reimbursement for out-of-pocket expenses. Expense allocated to WFAA funding must not be paid with the Purchasing Card.
All Business Meals must be supported by an itemized receipt, an Event Form, an agenda and a list of attendees, including how each of the attendees is affiliated with the University.
The University will not pay or reimburse for any Business Meal costs that are non-compliant with this policy. Failure to comply with UW-Madison policy may result in disciplinary steps, up to and including dismissal.