uw travel meal per diem

• Faculty & Staff

Policies and procedures

The UW Travel Office  maintains detailed and up-to-date policies and procedures related to travel for UW business by UW employees and guests of the University.

Travel-related expenses must never be charged to a UW ProCard. Complete a Travel Approval Form  (pdf) and route it for approval in advance of any travel-related costs or travel outside the State of Washington.

This form should also be used when you plan to purchase an airfare or train fare upgrade costing over $75, and to seek approval of hotel rates that are above the allowable lodging per diem rates for the hotel location. You must provide documentation justifying any exception to the UW lodging per diem policy (i.e. for official conference hotels where the room rate exceeds the UW per diem, you must provide documentation that the conference organizers named the hotel as an official conference hotel).

Booking & paying for your travel

Central travel account (cta): flights and guest lodging.

Kim Dinh administers and authorizes use of the Provost Central Travel Account (CTA) for authorized Executive Office and organization unit administrative staff to purchase airline tickets for UW employees or lodging for guests of the UW. ( Note: All purchases must conform to UW Central Travel Account guidelines  and lodging for UW employees cannot be charged to the Provost CTA.)

Administrative staff given access to use the Provost CTA must forward all receipts and itineraries to Executive Office Shared Services at [email protected] once the transaction is completed (do not wait for the end of the month). For each transaction, a business purpose must be provided that answers the following questions: WHO is the purchase for; WHAT was purchased; WHERE (from which vendor) was the purchase made; WHEN was the purchase made; and WHY was the purchase made.

Travel Agency

The Executive Office Shared Services recommends working with Tangerine Travel to obtain good state-contracted rates and excellent customer service.

Tangerine Travel

Website: Tangerine Travel Phone: 800-678-8202 or 425-822-2333 Regina Morris: [email protected] Sue Buchman-Wiita: [email protected]

If airfare or guest lodging is to be charged to the Provost CTA, Executive Office Shared Services will need to give the travel agent authorization to charge the CTA (in these cases, please tell the agent to contact EOSS for CTA billing authorization).

Lodging and meals per diem

Lodging and meals expenses incurred by UW employees in travel status as well as guests of the University must adhere to UW-approved per diem rates .

Reporting your foreign travel

Email  [email protected] with your travel itinerary prior to embarking on your trip. (This can be as simple as forwarding on your flight confirmation and other travel details along with your employee information.)

This is critical to the Office of Global Affairs (OGA) ability to manage the health and safety of UW employees and students traveling abroad. Visit OGA’s  International Travel Registry site for more detailed information.

While traveling

Do not make purchases on your ProCard. Use your UW Travel Card (if you were provided with one) or your personal card. Keep your itemized receipts.

Requesting reimbursement after travelling

Converting foreign currency.

The UW Travel Office recommends the OANDA FX Converter for calculating exchange rates.

Reimbursement

• Complete and submit a Travel Reimbursement Form with scans of receipts attached.
• If a required receipt was not obtained or is missing for a purchase over $75, the cardholder must complete a Perjury Statement (pdf) for that purchase and submit it with the other receipts (receipts for purchases less than $75 are not required but preferred whenever possible).

Travel Policies

Booking uw travel and requesting reimbursement.

It is the responsibility of the traveler to adhere to UW policies and to be aware of the reimbursement limitations. ECE follows UW travel policies outlined on the UW Travel website. 

1. Request Approval to Travel – Required

• Obtain authorization to travel out of state* from your PI or from Department Head (ECE Chair or ECE Administrator) before you travel. This can be done via email and combined with the funding approval authorization outlined below.
• Obtain authorization to use UW funds from your PI or from Department Head (ECE Chair or ECE Administrator) before you travel. This can be done via email and combined with the request to travel out of state as described above.

*There is a blanket approval on file for faculty to travel out of state so this typically only applies to students or staff traveling. 

2. Book your Flights & Lodging

• Please see this page for more information and policies regarding reimbursing airfare at UW
• Please refer to the “How to pay for travel” table below for details on how to book airfare and lodging

3. Review UW Travel Policies and prepare for your trip

• UW Travel Policies must be followed
• Itemized receipts in PDF format (see below for receipt requirements and allowable expense reimbursements)

4. Organize your documentation and request reimbursement

• Provide a PDF copy of the approval to travel and charge UW funds
• Provide all receipts and required documentation from your trip in PDF format
• Review UW Travel policies if you have questions about what can or cannot be reimbursed
• Only request reimbursement for the amount approved by your PI / Unit Head
• Once the UW Connect form has been submitted, it will route to the Engineering Shared Environment for processing
• Please reach out to your PI or Grant Manager for UW Worktag information if it was not provided in your request to use UW funds to travel. The ESE does not provide worktag information for travelers.

Pre-trip Reimbursement

• It is allowable to reimburse travel expenses prior to the trip as long as it meets all other travel compliance requirements.  The most common expenses include airfare, registration, and lodging.

How to pay for travel

Additional travel information, per diem rates.

• Current  Domestic Per Diem Rates
• Current  Domestic Non-Contiguous Per Diem Rates  (Alaska, Hawaii and other U.S. territories)
• Current  International Per Diem Rates

Travel packages

Travel packages are only reimbursable as a travel expense if components of the travel package can be itemized (airfare, airfare tax, lodging room rate per night, lodging tax per night, etc.)

If package deals are reimbursed without detail, it is not an allowable travel expense, and the reimbursement counts as taxable income for the traveler and is taxed through payroll.

Visit UW’s policy on  package deals .

Travelers must indicate if meals were provided by other sources. For example, if you are attending a conference and lunch is included. Your conference itinerary must be included in your reimbursement request.

Meal per diem starts when you are in travel status. Documentation examples include airfare itinerary, train reservation confirmation, or POV departure time.

You will not be reimbursed for alcohol. For additional information on meals and/or alcohol during travel, please see UW’s policy on  meals .

Lodging per diem

Before you book, verify  lodging per diem rate for your travel destination . Reimbursement is limited to per diem rate unless an exception exists.

Exceptions in which lodging costs in excess of the per diem rate is allowable include:

• Hotel is adjacent to conference listed in program – limitations apply
• Lower cost overall to stay in more expensive hotel (vs. combined cost of staying in cheaper hotel and taking a taxi to conference or renting a car) – limitations apply
• Concerns for health and safety
• Special event or disaster

For additional information on lodging, please see UW’s policy on  lodging .

Personal time

If taking personal time, you will need to provide documentation comparing airfare costs showing your personal time did not incur additional costs.

Comparison airfare

If you are taking personal time off, comparison airfare is the airfare you would have booked if you only stayed for the allowable business days. For example, a conference is Monday-Thursday, and you want to take personal time from Thursday-Sunday. You will need to provide comparison airfare for the Monday-Thursday dates, along with the airfare you purchased with personal time. If the purchased airfare exceeds the comparison cost, you will only be reimbursed the lesser of the two.

For additional information on comparison airfare, see UW’s policy on  comparison airfare .

Mileage for long distances

If requesting mileage for long distances, you will need to provide other transportation comparisons to show what the cost would have been if taking other means of transportation (e.g. train, airfare, bus, etc.). For example, if you were traveling from Seattle to Portland, you will need to provide documentation on cost of airfare, mileage, and/or other means of transportation (e.g. bus or train).

Compact or sedan (5-person car) is the standard allowable car rental. Upgrades are allowable with appropriate justification. For example, requesting a van to transport supplies and equipment necessary to complete field work is an appropriate justification.

For additional information on car rental or other transportation, see UW’s policy on  car, insurance, mileage and other transportation .

Mileage rates for privately owned vehicle

All mileage starts from the university campus on weekdays, during work hours 8am- 5pm. If travel begins outside of work hours, you may use your home as your starting point for mileage. You cannot claim reimbursement for BOTH mileage and gas. The mileage rate accounts for gas and wear and tear.

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• UW HR Resources

Reimbursement and Travel

License reimbursements, washington state medical license:.

To renew your Washington State Medicine License, AHR recommends submitting the  online renewal application  at least 6 weeks prior to your license expiration date.  Due to Department of Health staffing shortages, submitting medical license renewal forms by mail are encountering significant delays.

For  reimbursement , please do the following:

• Make a copy of your new WA State Medical License.
• Send this copy, along with a completed UWP License Reimbursement Form (fill out all top fields  except  Department Approval) to  [email protected] . 

Reimbursement typically takes around two weeks to process.

DEA License:

To renew your Washington State DEA License, follow the instructions outlined on the sheet.  DEA License Renewal Instructions . Lisa Lawless at  [email protected]  serves as UWMC’ & HMC’s Certifying Official, not Dr. Susan Stern.  Do NOT pay the $731 Fee, the University of Washington is a Fee-Exempt Institution.

Travel Reimbursements:

Your expense report for reimbursement will be done online (by Finance) after you submit hard copy (or email) receipts (see Travel Reimbursement Procedures). You will then receive an email to approve your expense reports online. Payment is direct-deposited for UW Employees to the account used for payroll.

After your trip, please submit the following:

• Original Receipts:  Regardless of cost for Lodging, Car Rental, Meals paid on behalf of others, and Laundry. Also submit original receipts for anything over $75, for anything under $75, (except as noted for "regardless of cost" items) please make a note of the expense or send the receipt (this might include taxi, parking, etc).
• Detailed Flight Itinerary:  Departure and arrival dates and times are used to determine your total allowable meal per diem. Per diem rates vary from city to city and may fluctuate depending upon the time of year. 
• Meals:  No receipts are required for meals; you will automatically be paid meal per diem. Note if any meals were provided by the conference or paid for by anyone else, as these cannot be reimbursed. Your daily per diem will be reduced accordingly. If no meals were provided, please note this as well. This information is usually in the conference brochure.   
• Conference Brochure:  Or provide a link to the conference brochure with dates, agenda, etc. 

Submit all items to [email protected] , and contact the Finance Team with any questions regarding reimbursement.

Reimbursement Resources:

• UWP Medical License Reimbursement Form
• DEA License Renewal Instructions 
• Travel Reimbursement Form
• Non-Travel Reimbursement Form
• Travel Procedures

• Faculty & Staff

Meals & Meal Per Diems

For basic information on paying for meals, see the At a Glance table below. For more detailed information on each meal type, scroll past the table and click on the appropriate section.

At a Glance

Faculty and staff meals, program faculty and staff meal policies, program faculty and staff payment methods.

Program Staff meal per diems will automatically be processed and paid by SAFA using the meal per diem amounts included in your program budget. Meal per diems are processed through Workday as follows.

Student Meals

Occasionally student meals will be provided by a host or local coordinator and programs often host a few group meals, but students are generally responsible for paying for their own individual meals.

Student Meal per Diems from Field Advance Funds

However, you may choose to allot funds from the field advance to students for meals.

• To do this, fill out a Meal/Activity Allowance Form for each meal with all students’ names and the purpose of the disbursement of cash
• Disburse the same amount of cash to each student
• Have each student sign the form next to their name to attest that they received the funds
• You do NOT need to collect receipts from the students for their purchases with the cash disbursed
• Enter the total amount disbursed to students as one line item in your Field Advance Reconciliation Spreadsheet , and Include the completed form with your documentation as a receipt for that line item
• You can upload the completed Field Advance Reconciliation Spreadsheet directly into Expensify to record the group meal

Group Meals

Group meal policies.

Most study abroad programs include some group meals for all of their program staff and students during their programs. These should be included in your program budget.

Group Meal Payment Methods

Pre-departure meals, pre-departure meal policies.

Many study abroad programs choose to have snacks or meals at their pre-departure orientations or meet for their orientations at a restaurant. These should be included in your program budget.

Pre-departure Meal Payment Methods

Quick Links

• UW HR Resources
• DOM Intranet
• GIM Intranet

Travel Guidelines

As a traveler on official University of Washington business, you must adhere to policies and guidelines of the State, the University of Washington, and the Department of Medicine as well as to the internal policies of your division.

Restrictions

Due to the COVID-19 pandemic, UW-related travel may be restricted. Contact Hannah Zaharia  prior to booking any UW-related travel.  Please also review current UW-wide travel policies.

Travel Quick Links

• UW Travel Office
• UW Fleet Services
• UW Mileage Chart
• Airfare Details
• Meals - Per Diem Details
• Lodging - Per Diem Details
• Relocation Expenses

Travel using UW budgets or funds is governed by the State of Washington, and the rules of the State and University are summarized on the  UW Travel home page . The School of Medicine, Department of Medicine, and the Division of General Internal Medicine have established additional policies that must also be followed.

This site is organized to direct travelers and administrators to the proper information regarding University and State policies and to inform travelers of the required departmental policies.

You can also visit the Department of Medicine's  faculty guide  for information.

Travel status

Travel status is defined as:

• on behalf of the University and/or State,
• three hours beyond your normal work hours,  and
• more than 50 miles one way (most direct route) from either your official station or your official residence, exclusive of commuting between your official station and official residence

GIM Travel Reimbursement Request Form  

Please submit your reimbursement request within thirty days of returning from travel.

Request for Foreign Travel Approval

Required for ALL foreign travel.

Exception to the Maximum Lodging Allowance  

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• Per Diem Lookup

FY 2024 Per Diem Rates Now Available

Please note! The FY 2024 rates are NOT the default rates until October 1, 2023.

You must follow these instructions to view the FY 2024 rates. Select FY 2024 from the drop-down box above the “Search By City, State, or ZIP Code” or “Search by State" map. Otherwise, the search box only returns current FY 2023 rates.

Rates are set by fiscal year, effective Oct. 1 each year. Find current rates in the continental United States, or CONUS rates, by searching below with city and state or ZIP code, or by clicking on the map, or use the new per diem tool to calculate trip allowances .

Search by city, state, or ZIP code

Required fields are marked with an asterisk ( * ).

Search by state

Have travel policy questions? Use our ' Have a Question? ' site

Have a question about per diem and your taxes? Please contact the Internal Revenue Service at 800-829-1040 or visit www.irs.gov. GSA cannot answer tax-related questions or provide tax advice.

Need a state tax exemption form?

Per OMB Circular A-123, federal travelers "...must provide a tax exemption certificate to lodging vendors, when applicable, to exclude state and local taxes from their hotel bills." GSA's SmartPay team maintains the most current state tax information , including any applicable forms.

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

PurchasePATH

How to pay for travel

Submitting a request for travel reimbursement.

All travel reimbursement requests are submitted via PurchasePath . Please email Hettie Scofield  for access.

To submit a travel reimbursement, follow these step-by-step instructions .

IMPORTANT NOTE:

Although university policy only requires receipts for reimbursing expenses over $75, the CEE departmental policy REQUIRES that individuals submit ALL RECEIPTS to the CEE Fiscal Office when requesting reimbursement, regardless of cost.

Additional travel information

Per diem rates.

• Current Domestic Per Diem Rates
• Current Domestic Non-Contiguous Per Diem Rates (Alaska, Hawaii and other U.S. territories)
• Current International Per Diem Rates

Travel packages

Travel packages are only reimbursable as a travel expense if components of the travel package can be itemized (airfare, airfare tax, lodging room rate per night, lodging tax per night, etc)

If package deals are reimbursed without detail, it is not an allowable travel expense, and the reimbursement counts as taxable income for the traveler and is taxed through payroll.

Visit UW's policy on package deals .

Travelers must indicate if meals were provided by other sources. For example, if you are attending a conference and lunch is included. Your conference itinerary must be included in your reimbursement request.

Meal per diem starts when you are in travel status. Documentation examples include airfare itinerary, train reservation confirmation, or POV departure time.

If you opt to reimburse direct costs rather than claim per diem, you will only get reimbursed up to the per diem rate.

You will not be reimbursed for alcohol. For additional information on meals and/or alcohol during travel, please see UW’s policy on meals and CEE’s alcohol policy.

Lodging per diem

Before you book, verify lodging per diem rate for your travel destination . Reimbursement is limited to per diem rate unless an exception exists.

Exceptions in which lodging costs in excess of the per diem rate is allowable include:

• Hotel is adjacent to conference listed in program – limitations apply
• Lower cost overall to stay in more expensive hotel (vs. combined cost of staying in cheaper hotel and taking a taxi to conference or renting a car) – limitations apply
• Concerns for health and safety
• Special event or disaster

For additional information on lodging, please see UW's policy on lodging .

Personal time

If taking personal time, you will need to provide documentation comparing airfare costs showing your personal time did not incur additional costs.

Comparison airfare

If you are taking personal time off, comparison airfare is the airfare you would have booked if you only stayed for the allowable business days. For example, a conference is Monday-Thursday, and you want to take personal time from Thursday-Sunday. You will need to provide comparison airfare for the Monday-Thursday dates, along with the airfare you purchased with personal time. If the purchased airfare exceeds the comparison cost, you will only be reimbursed the lesser of the two.

For additional information on comparison airfare, see UW’s policy on comparison airfare .

Mileage for long distances

If requesting mileage for long distances, you will need to provide other transportation comparisons to show what the cost would have been if taking other means of transportation (e.g. train, airfare, bus, etc.). For example, if you were traveling from Seattle to Portland, you will need to provide documentation on cost of airfare, mileage, and/or other means of transportation (e.g. bus or train).

Compact or sedan (5-person car) is the standard allowable car rental. Upgrades are allowable with appropriate justification. For example, requesting a van to transport supplies and equipment necessary to complete field work is an appropriate justification.

For additional information on car rental or other transportation, see UW’s policy on car, insurance, mileage and other transportation .

Mileage rates for privately owned vehicle

All mileage starts from the university campus on weekdays, during work hours 8am.- 5pm. If travel begins outside of work hours, you may use your home as your starting point for mileage. You cannot claim reimbursement for BOTH mileage and gas. The mileage rate accounts for gas and wear and tear.

Travel Planning and Policies: UW and UW Health

If you are not sure of the funding for your trip, please contact your Division Administrator to confirm BEFORE booking. Travel booked through the incorrect portal will not be reimbursed. Travel Expense Flowchart  (PDF).

Travel booking and expense reimbursement requirements differ depending on your funding source – please select your funding source to view the relevant guidelines:

Guidelines for Both Funding Sources

• If you are using Professional Funds, follow UW Health guidelines. If you are using grant funding, follow UW–Madison guidelines.
• UW purchasing cards (p-cards) may NOT be used to pay for UW Health reservations. UW Health credit cards may NOT be used to pay for UW–Madison reservations.
• Will your trip use split funding? View the  DOM Travel Booking Policy Comparison document  (PDF).
• All flights and vehicle rentals must be booked through the official travel partner in order to be reimbursed. Click the button above that correlates to your funding source to access the official travel partner portal and view the relevant policy and booking instructions.
• All hotels must be booked either through the official travel partner or directly with the conference hotel.
• Meals: UW Health reimburses a set per diem rate and no receipts are required for overnight meals for travel after March 1, 2024. UW–Madison reimburses a set per diem rate and no receipts are required.
• Tips will only be reimbursed up to 20%.
• All reimbursement requests must be submitted within 90 days of the last day of travel.

UW Health Travel Planning and Policies

Note: a new UW Health policy (1.14 Travel & Other Expense Reimbursement) is effective as of March 1, 2024. If you missed the domestic and international travel per diem demonstrations the recorded versions can be found at All Employees (sharepoint.com) .

Travel reimbursement categories listed below. Please review the categories relevant to your trip to familiarize yourself with the booking and receipt/documentation requirements for each expense type.

UW Health's contracted travel partner is CorpTrav. Online bookings can be made through the GetThere portal, accessible through the Oracle Cloud login.

Please be aware, travel that is not booked using CorpTrav will not be reimbursed by UW Health. 

Other Resources:

• Full UW Health Travel Policy
• UW Health Travel and Expense FAQ
• UW Health Managing Expenses job aid  (PDF)

CorpTrav online booking is accessible through UConnect > Quick Links > Oracle Cloud > Me > Expenses tile > Actions menu > Book Travel 

• CorpTrav GetThere Quick Guide  (PDF)    CorpTrav FAQ

Q: What if I need help navigating or booking on GetThere?    A: CorpTrav Online Support team is available at [email protected] or 1-630-656-6598

CorpTrav Travel Counselor assistance: 1-630-656-6545

Employees are expected to take the least costly fare offered that realistically meets business scheduling needs. Employees have the option of booking directly on-line through GetThere or with a travel counselor at CorpTrav. When traveling to international destinations (excluding Canada/Mexico), or when flying to/from multiple cities, bookings should be made with the assistance of a CorpTrav Travel Counselor. Commercial internet sites (e.g. Travelocity, Expedia) are not to be used. Airfare booked through any method other than GetThere or CorpTrav will not be reimbursed.

Airline Booking Guidelines

• Tickets should be purchased at least 14 days in advance.
• Flights are expected to be booked in Coach/Economy class. Booking flights other than Coach class require pre-approval by a Vice President or Senior Vice President for staff, or the President of UWMF or his designee for faculty.
• Employees are expected to purchase the least expensive logical airfare available at the time of booking including non-direct flights and alternate airports. Explanation during the booking process will be necessary when the airfare purchased is $100 or more than the least expensive available airfare.
• For domestic travel, one day of “business travel” is allowed before and after the business event. For international (excluding Canada and Mexico) travel, employees are allowed two days prior and two days subsequent to the business event as “business travel”.
• Use of personal private aircraft for company business is not permitted and will not be reimbursed.

Luggage Fees

• Airline imposed checked luggage fees are reimbursable for the first piece of luggage. Additional luggage fees may be reimbursed if there is a documented business or medical need for the additional luggage.

Frequent Flyer/Personal Airline Credits

• Frequent flyer miles/points or companion tickets are not to be used for business travel. If they are used, they carry no value and therefore, no reimbursement is allowed.

Non-Reimbursable Commercial Airline Fees

Non reimbursable items include, but may not be limited to:

• Fees for a specific type of seat (i.e., bulk-head, window, exit row, aisle) unless due to documented medical necessity.
• Early boarding or pre-boarding fees.
• Fees associated with upgrades for purchase.
• Fees associated with airport security clearance programs (i.e., TSA Pre-check/Global Entry).
• Fees associated with travel club or Red Carpet dues.
• Fees associated with airline affinity program upgrades.
• Expense associated with alcoholic drinks or on-board movies or other on-board amenities. (On board internet can be reimbursed if there is a documented business need.)
• Tickets, fees or other expenses associated with personal travel.
• Fees to change a ticket for personal reasons.
• Fees for cancellation insurance.

Payment & Reimbursement Options

Each Department of Medicine division has a UW Health credit card that can and should be used to book flights - contact your division administrator for more information on using this card. Personal credit cards may be used; however, reimbursement for expenses charged to a personal credit card will not be reimbursed until the travel has occurred.

Receipt & Documentation Requirements

A complete invoice from GetThere or CorpTrav are required.

Employees are expected to take the least costly option offered that realistically meets business scheduling needs. Employees have the option of booking directly on-line through GetThere or with a travel counselor at CorpTrav. For domestic reservations within 72 hours of departure or when traveling to international destinations (excluding Canada/Mexico), bookings should be made with the assistance of a CorpTrav Travel Counselor. Commercial internet sites (e.g. Travelocity, Expedia) are not to be used. Hotels booked through any method other than GetThere or CorpTrav or directly with the conference hotel will not be reimbursed.

Hotel Booking Guidelines

Employees will be reimbursed for moderately priced rooms at reasonable and convenient facilities.

• Hotel expenses will be allowed up to the single standard rate at the conference site hotel when attending seminars, classes, association meetings, conventions, etc. If the conference hotel is full, lodging at an alternate hotel recommended by the conference will be reimbursed up to the single standard rate at the conference hotel.
• Employees are expected to reserve the least expensive logical 3-star rating or higher hotel available at the time of booking. Hotel rates generally should be less than $300 per night per room.
• Employees who share a room may allow one individual to pay the bill for that room and receive reimbursement. However, the name of all employees staying in the room should be noted in the reimbursement request. The total cost of the room should still stay within the $300 per night per room guideline regardless of number of individuals staying in the room.
• Hotel expenses will not be reimbursed if the conference or other business meeting is within 50 miles of the employee’s home unless the travel is for a multi-day event.
• Room service in lieu of restaurant meal is allowed up to meal allowance (with an itemized receipt showing the meals).
• Employees are responsible for understanding the cancellation policy of each hotel at the time the reservation is made and must cancel the reservation by the hotel policy deadline to avoid hotel imposed cancellation fees.
• Employees will not be reimbursed for hotel no-show charges in the event a hotel reservation is not canceled by policy deadline unless there is a legitimate business need for the cancellation, i.e. provider needed to cover in clinic or a documented family emergency (such as a death in immediate family, sudden illness of employee or member of the immediate family).

Personal credit card. Hotel reservation deposit is reimbursable at the time the expense is incurred subject to pre-approvals. Reimbursement requests must be submitted within 90 days of last date of travel.

Hotel expenses require a hotel folio. Room service on the hotel folio is acceptable. If alcohol is being included in the hotel folio, it must be separately identified within the designated booking and reimbursement system.

Employees can book directly on-line through GetThere or with a travel counselor at CorpTrav to receive contract benefits with preferred car rental vendors. Commercial internet sites (e.g. Avis, Enterprise) are not to be used. Car rental booked through any method other than GetThere or CorpTrav will not be reimbursed.

Car Rental Booking Guidelines

• Car rentals should only be used for business purposes and only when more economical than a taxi or shuttle or driving a personal vehicle.
• A mid-size vehicle is recommended for individual travel. A larger vehicle is acceptable when three or more UW Health employees are present.
• Insurance coverage should be declined for all domestic rentals. If purchased, it will not be reimbursed. Refer to UW Health Administrative Policy 1.17, Motor Vehicle Policy. For international rental insurance should be purchased and will be reimbursed.
• Refueling prepaid options should be declined and will not be reimbursed.
• Employees are expected to refuel prior to returning the rental car. This expense is reimbursable. If refueling is not possible, an explanation in the comment section of CorpTrav should be included on the expense report.
• GPS rental is acceptable when there is a business need.

Personal credit card. Reimbursement request must be submitted within 90 days of last date of travel.

Original vehicle rental agreement, and the itemized receipt as provided upon vehicle return.

Rental Car Accidents/Tickets

Please refer to: UW Health Administrative Policy 1.17, Motor Vehicle Policy

UW Health will reimburse employees for the use of their personal automobile based on the current IRS authorized mileage rate , at a per mile rate times the actual miles driven for business purposes. This mileage allowance is provided to cover operating expenses such as fuel, oil, repairs, tires, maintenance, insurance, etc.

• Eligible mileage consists of work-related business travel, with required deduction of commute to/from assigned office location, exceeding 50+ miles daily, or required by the state the employee resides in. All out-of-state work-related business travel is eligible for mileage reimbursement, with required deduction of commute to/from assigned office location.
• The mileage used for reimbursement will be based on the calculation via Google Maps shortest route. UW Health Employees who drive their personal vehicles between worksites, for conferences, meetings, and other work-related business will be reimbursed for parking, tolls and mileage for more than normal commuting costs to and from their assigned office location.
• Toll fees are reimbursable without a receipt since traveler may obtain a fee schedule online as verification. Advance deposits placed on individual toll pass accounts are a personal expense, but invoices may be used as verification of specific business trip charges.
• Employees choosing to drive to a location in lieu of the cost of flying (and associated costs of car rental, taxi, airport parking) will be reimbursed up to the documented associated costs of flying if that is less expensive.
• All mileage driven more than what would normally be traveled to and from one’s official primary UW Health office location is reimbursable. Mileage driven from home/remote locations to their primary UW Health office location is not reimbursable. An official office/location is defined as a company defined building for non-remote employees. Employees using personal cars on UW Health business (such as travel to other UW Health locations or business locations other than the individual’s assigned work location where there is no overnight stay) are reimbursed for costs (mileage, parking, and tolls) more than normal commuting costs to and from their assigned office location. If an employee’s work location varies, this still applies. If an employee travels to a meeting at the beginning of the work day, or the end of the work day without stopping at his/her assigned work location, the employee would deduct his/her normal commuting trip to determine the allowable mileage.
• If an employee is required to attend a meeting on a non-scheduled work day, the day of the meeting becomes a scheduled work day and no mileage reimbursement is allowed. The employee would be paid for the actual hours worked.
• For employees with frequent mileage claims, a monthly log (including date, destination, business purpose, and miles driven) may be used and filed as a receipt to the reimbursement request.
• Employees driving their own personal vehicle to conduct UW Health business are covered by the corporate liability insurance policy but only in excess above the liability coverage on the private vehicle itself. Refer to the UW Health Motor Vehicle Policy 1.17.

Parking and tolls can be paid with a personal credit card, mileage will be reimbursed after travel. Reimbursement request must be submitted within 90 days of last date of travel.

Receipts always required for parking and tolls. Mileage requests require starting and ending location addresses and mileage totals.

The most inexpensive mode of ground transportation should be used - preferably public transportation, i.e., shuttle service or taxis. Ride sharing services such as Uber and Lyft are also acceptable.

Receipts are not required for public transportation under $15. Receipts are required for non-public transportation (e.g., cab fares, Uber, Lyft).

General Guidelines

• Conferences/seminars/meetings must be for business purposes. Conference costs determined to be primarily for pleasure or other personal benefit will not be reimbursed.
• Employees are expected to take advantage of early pay discounts.
• UW Health will not reimburse for any late fees or additional charges.

Each Department of Medicine division has a UW Health credit card that can and should be used to pay registration fees - contact your division administrator for more information on using this card. Employees can also use a personal credit card and request reimbursement - either at the time the expense is incurred in advance of actual travel, or must be submitted within 90 days of last date of travel.

A receipt showing the total paid and last four digits of credit/debit card used is required, as well as pages from the brochure that shows the name of the conference, where it was held, the date(s) of the conference and the conference agenda.

Meal Guidelines

• The $70/day meal reimbursement is being replaced with a Meal & Incidentals Expenses (M&IE) Per Diem Rate for overnight meals for travel after March 1, 2024.
• The M&IE is a daily allowance paid to employees for meals and incidental expense incurred when traveling on business. This allowance is in lieu of paying for actual travel expenses. The per diem rate includes all meals, room service, personal phone calls, personal internet fees, bottled water, laundry/dry cleaning/pressing of clothing and fees/tips for persons who provide services, such as food servers and luggage handlers.
• No receipts will be required to be submitted with the per diem rate.
• The reimbursement rate is set by the U.S. General Services Administration (GSA) and vary by city location ( https://www.gsa.gov/travel/plan-book/per-diem-rates ).
• First/Last day of travel. Reimbursement must be reduced to 75% of per diem rate on the first and last day of travel.
• Reimbursement must be reduced for any meals provided to the traveler within the scope of their business travel (e.g., lunch included in a conference registration fee, business dinner with colleagues for which the traveler didn’t pay). Reductions are 50% for dinner, 30% for lunch and 20% for breakfast. This reduction applies to all days of travel, including the first/last day. The incidental portion of the meals and incidental expenses is not affected by this reduction. Note: hotel breakfast (provided by a lodging facility or conference) or meals provided as part of an airline ticket do not require a deduction from a traveler’s per diem allowance.

Group meals are not allowed for reimbursement. In general, if you go out for a meal with a group (outside of the conference provided meals) each person should pay for their own meal and then request the per diem reimbursement for that meal. UW Health will not reimburse one person if they pick up the tab for the group.  

There are some situations (special events) where dinners may be considered a division-funded event. These must be pre-approved and meet specific criteria. If you feel your dinner would fall into this category reach out to your division administrator well in advance of the conference. In these situations, the individuals who attend will have a reduced per diem. 

Incidental Expenses

Room service meals, hotel gratuity and laundry expenses are part of the M&IE Per Diem and wouldn’t be separately reimbursable. 

The per diem rate includes an amount for incidental expenses, including 

• Tips for restaurant staff, porters, baggage handlers, hotel housekeeping or other service staff, valets, etc.
• Transportation between places of lodging or business to obtain meals 
• Phone calls (business or personal)     
• Internet fees (personal) 
• Laundry, dry cleaning or pressing of clothing 
• Bottled water 
• Mailing and other expenses associated with filing expense reimbursement claims

Cash, personal check or debit/credit card.

Receipts are not required for per diem allowances. Per diem allowances are reimbursed after the trip is completed per each day with the conference agenda or similar serving as documentation. 

When provided meals are not consumed and purchases a different meal due to medical dietary/religious reasons, the traveler would not have to take a per diem deduction. The purchased meal will require a receipt as documentation of the meal to get the per diem rate. 

Any other supporting documentation to substantiate the expense. Expenses related to conferences/courses or other continuing education travel would require the employee to attach pages from the brochure that shows the name, where it was held, the date(s) and the agenda/schedule. This also applies for virtual/online continuing education.

For international (excluding Canada and Mexico) travel, employees are allowed two days prior and two days subsequent to the business event as “business travel."

When traveling to international destinations (excluding Canada/Mexico), flight, hotel, and car rental bookings should be made with the assistance of a CorpTrav Travel Counselor.

Additional Documentation Requirements

• When a payment is made using a foreign currency, the receipt must be converted to US Dollars.  Documentation supporting the exchange rate used must be attached to the expense report or other payment mechanism.
• A credit card statement showing the US conversion must be included for documentation. 

Occasionally, an employee may combine personal travel with a business trip. The primary purpose of a trip is determined by looking at the facts and circumstances of each case. An important factor is the amount of time you spent on personal activities during the trip as compared to the amount of time spent on activities directly relating to business portion of the trip.

When this occurs, the following applies:

• If your trip was primarily for business and, while at your business destination, you extended your stay for a vacation, made a personal side trip, or had other personal activities, you may submit only your business-related travel expenses for reimbursement. These expenses include the travel costs of getting to and from your business destination and any business-related expenses at your business destination.
• If your trip was primarily for personal reasons, such as a vacation, the entire cost of the trip is not an allowable business expense. However, you may be able to be reimbursed for expenses you have while at your destination that are directly business related.
• A trip to a resort may be a vacation even if the promoter advertises that it is primarily for business. The scheduling of incidental business activities during a trip does not constitute a business trip. To be deemed a qualified business trip, over 50% of the agenda must be for business.
• The rules for foreign travel are particularly complex. The amount of allowable travel expenses for foreign travel is linked to how much of the trip is business related. Generally, an employee can be reimbursed for all of his or her travel expenses of getting to and from the business destination if the trip is entirely for business. In certain cases, foreign travel is considered entirely for business even if the employee did not spend his or her entire time on business activities. Example, a foreign business trip is considered entirely for business if the employee was outside the U.S. for more than one week and he or she spent less than 25 percent of the total time outside the U.S. on non-business activities. Other exceptions exist for business travel outside the U.S. for less than one week and in cases where the employee did not have substantial control in planning the trip. For further details on allowable expenses, please reference IRS. Publ. 463.

Note: Calculations should be done comparing the airfare without personal travel and plans against the airfare with personal travel plans. Airfare is reimbursed up to the cost of what the business ticket would have been without the personal portion. The employee’s supervisor/manager must approve any such trip combination in advance.

Travel/Trip Pre-Authorization

All business trips shall be discussed with and pre-approved by the employee’s supervisor to ensure the benefits of the trip are justified in relation to the time and expense required prior to the travel/trip. Employees should consider whether alternate meeting options could satisfy the objectives in lieu of travel (teleconference, webinar, etc.). It is up to each department to determine how formal or informal such pre-approval shall be for that department.    Reimbursement Process

• To receive reimbursement travelers must submit an Expense Report through the appropriate designated reimbursement system.
• All reimbursable expenses should be submitted within 90 days of when the purchase was made (or the end date of the conference if applicable) or when the expense was incurred.
• Every effort should be made to capture the expense in the fiscal year in which it was incurred.
• It is recommended that reimbursements be limited to two per month. Expense reports should total at least $25 or are nearing 90 days old. Multiple trip expenses may be included on one expense report.
• Reimbursements to UW Health employees will be direct deposited into the employee’s designated bank account. It is the employee’s responsibility to verify/provide any updated banking information.
• UW Health will only reimburse expenses incurred by the employee requesting the reimbursement. An employee may not be reimbursed for expenses of another employee’s expenses unless otherwise stated under the expense type within this policy.
• All reimbursements must be submitted by the employee and have supervisor approval for the expense report.
• The approver is responsible for verifying that the expenses are for legitimate business purposes in compliance with these policies and for monitoring and approving travel and business expenditures against funds availability.

Documentation Requirements

• There must be a business connection for the expenses.
• Employees must substantiate the expense by providing documentation; proof of payment; attesting that the expense has not been reimbursed from another source and that the expenses are legitimate business expenses.
• Itemized receipts are required.  The credit card signature slip is not adequate documentation as it does not indicate what has been actually purchased (i.e., food, etc.). A copy of a receipt showing the last four digits of credit/debit must be included as proof of payment. A copy of a canceled check can also be used as proof of payment.
• Required receipts must be attached to the completed expense report.
• Conference expenses require the employee to provide pages from the brochure that shows the name of the conference, where it was held, the date(s) of the conference and the conference agenda to the reimbursement request.
• Claims for reimbursement should clearly state the purpose; and when applicable, the dates, location and attendees.
• UW Health will only reimburse expenses incurred by the employee requesting the reimbursement.   An employee may not be reimbursed for expenses of another employee for such things as parking spaces, airfare for conference attendance, etc. However, when several UW Health travelers dine together, one employee may obtain a receipt for the group or each may obtain a receipt for the portion of the meal that corresponds to his or her expense. If one employee pays for a meal, he or she should list on the receipt the names of those present. See the Lodging section for information on sharing hotel rooms.

Reimbursement

• Reimbursements to employees for Legacy UWMF will be direct deposited into the employee’s designated bank account. It is the employee’s responsibility to verify banking information.

UW-Madison Travel Planning and Policies

International travel requires  enrolling in CISI International Health Insurance , which will be reimbursable as a travel expense.

• Full UW Travel Policy
• UW TravelWIse site - including UW Madison Concur login link, and first-time user registration
• Lodging & Per Diem calculator

As of July 1, 2020, UW's new travel partner is Travel Incorporated. Online bookings are the preferred booking method, and are still made through Concur. To book directly with a travel consultant, contact:    Phone: 877-811-9898    Email: [email protected]     Core hours: 7:00 AM CST – 8:00 PM CST  Monday – Friday, excluding Holiday

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 the RSP accountant for your award with any questions.

Travel by air shall be limited to the lowest, logical, non-refundable, coach/economy class fare available. The additional cost for premium class or seat assignment fees for premium class is not reimbursable (first class, business class, economy plus or economy comfort). 

Departure and Return

Arrival on the day prior to a morning start time for an event is acceptable, or arrival the same morning for an afternoon start. When business is concluded early enough on the last day to allow the traveler to return to their home at a reasonable hour (e.g. by 10:00 pm), it is expected the traveler will return the same day.

Booking Requirements

All airline reservations for either employee or non-employee travel must be made through the  Concur self-booking tool , or directly with the travel partner.

**If you plan to add personal travel before/after your business travel, an "official" cost comparison must be obtained directly from an agent at the time of booking for travel on the business-only dates. UW will reimburse for the lesser amount.

Payment and Reimbursement Options

UW Purchasing Card (no reimbursement required) or Personal Credit Card (expense report can be submitted for reimbursement before travel, or must be submitted with other expenses within 90 days of last date of travel).

A complete invoice (including the ticket number) from the travel partner is required.

Other Allowable Fees:

• Baggage:  The first piece of baggage within the airlines’ weight and size limits is allowable. Costs for additional baggage beyond the first piece and overweight or oversized baggage may be reimbursed by providing a business justification. Baggage fees up to $30 do not require a receipt.
• Aisle, Window or Exit Row Fees:  Additional fees associated with booking a coach/economy aisle, window or exit row seat at check-in or at the gate are allowable. This is not to be confused with fare class upgrades to economy plus/economy comfort, which are not allowed.
• Change/Cancellation Fees:  Fees charged for changing a non-refundable ticket are allowable if justified by circumstances outside of the traveler's control (i.e. meeting dates changed).

For more detail, see UW Air Travel Policy - including information regarding adding personal time, multiple cities, etc.

See below for more information on international travel.

The University will pay or reimburse actual lodging costs, within the stated maximum rates for the location, when the business trip requires an overnight stay. Lodging payment/reimbursement is limited to the maximum single/standard room rate. The University will not pay lodging costs when travelers are within 50 miles of their home or headquarter city unless the travel is for a multi-day event with an evening business related activity that makes returning to the employee’s home impractical.

The University has contracts with various lodging suppliers in top travel destinations, including Wisconsin. UW contract rates, which provide opportunities for lodging savings, are only offered within Concur or directly from out travel partner.

Lodging maximums are calcuated based on location. Visit the  UW TravelWIse rate calculator  to view rates for your travel destination. If none of the available lodging options are within the listed maximum rate, a cost-comparison from Concur is required to be attached to the expense report.

Conference/Event Lodging

Travelers attending conferences or other business events may exceed the lodging rate for the location if staying at the conference site or another hotel recommended by the conference organizer. If the conference offers a choice in lodging properties, travelers should select the least costly option that meets the business needs. Claims/payments must be supported by documentation (e.g. conference brochure) that verifies the location of the event. Travelers staying at non-conference hotels are limited to lodging maximums within the location rate.

Bookings can be made through the  Concur self-booking tool , through our travel partner, or directly with the hotel or conference site. Use of third party sites or apps (e.g. Expedia, Hotels.com, Kayak, Priceline, Hotwire) is prohibited.

Airbnb for Work is now allowed. You must create a new work account or edit your personal account to add your work email address. See instructions for employees , or more info for booking as an alternate .

UW Purchasing Card (no reimbursement required) or personal credit card (expense report can be submitted for reimbursement before travel, or must be submitted with other expenses within 90 days of last date of travel). 

Receipt and Documentation Requirements

An itemized receipt showing proof of payment ($0 balance) from the hotel is required.

Related Expenses

• Wifi/Internet connectivity fees  can be reimbursed if necessary for business purposes
• Hotel employee tips  are included in the overall Meals & Incidentals per diem rate, and will not be reimbursed separately.
• Laundry charges  are included in the overall Meals & Incidentals per diem rate, and will not be reimbursed separately.

For more details, see  UW Lodging Policy  - including information regarding shared lodging, extended lodging, campgrounds, etc.

UW Driver Authorization is required  before driving any vehicle on official UW business - driving expenses cannot be reimbursed without prior UW driver authorization.

When it is determined that a rental vehicle is the most cost-effective means of transportation, use of contract rental vehicle suppliers  is required . The University participates in the Big Ten Alliance contract with Enterprise and National Car Rental. 

UW-Madison Fleet vehicles  are also available for rental for trips originating in Madison.

Must be booked through the  Concur self-booking tool , or with our travel partner in order to receive contract rates.

UW Purchasing Card (no reimbursement required) or personal credit card (expense report must be submitted within 90 days of last date of travel).

• Gas:  The traveler is responsible for fueling the rental vehicle before returning it to the vendor, and gas costs can be reimbursed if receipts are provided. If the traveler fails to return the vehicle with a full tank of fuel, the cost of the vendor refueling the vehicle will not be paid or reimbursed by the University.
• Other equipment and services (e.g. GPS, satellite radio, roadside assistance protection):  are not contracted for and will not be paid or reimbursed by the University unless there is an exception granted by the traveler’s Divisional Business Office.

**If you need to rent a vehicle for personal reasons (family vacation, moving van, etc), all authorized University employees may use the Big Ten Alliance contract with Enterprise and National Car Rental (including insurance coverage), to book a vehicle at the discounted rate. Personal vehicle rentals are also made through Concur, and must be paid with personal funds.

For further details, see  UW Vehicle Use/Rental Policy , including information regarding insurance coverage, additional drivers, etc.

UW Driver Authorization is required before driving any vehicle on official UW business. Driving expenses cannot be reimbursed without prior UW driver authorization.

UW-Madison Fleet vehicles  are also available for rental for trips originating in Madison. Fleet vehicles are owned by the State of Wisconsin and may be used by employees conducting official University business.  When traveling 300 miles or more round-trip, employees are encouraged to use a Fleet vehicle versus a privately owned vehicle.  If the individual opts to use a privately owned vehicle in lieu of available fleet vehicles, reimbursement will be limited to a lower mileage rate. **This is particularly important to consider for travel to Chicago, which can be above or below 300 miles roundtrip, depending on exact destination.

Mileage will be reimbursed at the IRS authorized mileage rate effective on the date of travel using the most direct route. This rate covers all costs related to the operation of the vehicle, including service, maintenance, insurance, depreciation and gas.

Parking charges incurred while on authorized official business are reimbursable. 

The University will reimburse toll charges incurred while traveling on University business.  Advance deposits placed on individual toll pass accounts are not reimbursable.

Parking and tolls can be paid at the time of use with a personal credit card. Mileage will be reimbursed after travel (expense report must be submitted within 90 days of last date of travel).

• Mileage: The originating location and destination must be provided with the reimbursement claim. The originating location must be the traveler's main office location, unless traveling on a weekend, or when the home address is closer than the office location. Travelers must submit a map indicating the total distance between their origin and destination (see MapQuest or Google Maps). For travel that is close to 300 miles roundtrip, a map showing the entire roundtrip mileage must be included.
• Parking & Tolls: Receipts required for expenses over $25 (though receipts under this amount can also be included in the expense report).

For further details, see  UW Vehicle Use/Rental Policy , including information regarding mileage calculations based from home or office, temporary worksites, non-workday travel, etc

Payment/reimbursement will be limited to the lowest cost of the most reasonable form of public or commercial transportation options.

Train travel is limited to coach class unless traveling overnight, when accommodations are limited to a roomette.

In addition to standard taxi use, travelers can also be reimbursed for their use of ride sharing services (e.g. Uber, Lyft) while in travel status. Use of premium ride sharing services (e.g. Uber Select, Lyft Premier) is not reimbursable.

Tips for drivers are limited to 20% of the total fare.

Long distance bus and train tickets can be paid in advance with a UW Purchasing Card (no reimbursement required). Local transportation such as taxi, subway, city bus can be paid at the time of use with a personal credit card (expense report must be submitted within 90 days of last date of travel).

Long distance bus and train tickets require a receipt regardless of cost. Local bus, subway and taxi fares require receipts for expenses over $25 (though receipts under this amount can also be included in the expense report).

For further details, see  UW Ground Transportation Policy .

Registration fees for official participation at conferences, conventions, training, or meetings related to University business are payable/reimbursable.  Advanced payments/reimbursements are allowable for registration fees.  Non-business related or optional activities (e.g. sightseeing tours, golf outings, family activities) or expenses for a spouse, friend or family member are not payable/reimbursable.

UW Purchasing Card (no reimbursement required) or personal credit card (expense report can be submitted for reimbursement before travel, or must be submitted with other expenses within 90 days of last date of travel).

Receipts are required for all registration fees.  Documentation must include the name of the event, business purpose, event dates, location, amount of the registration fee and a breakdown of the specific costs included in the fee (e.g. meals, materials).

For further details, see  UW Registration Fee Policy .

This policy applies to all faculty, staff, students, and non-employees traveling on behalf of the University. When a traveler is expected to incur costs for meals and incidentals for overnight business travel, the University will reimburse meal and incidental expenses (M&IE) under a per diem allowance.  The University will not pay M&IE per diem allowances in advance.

The M&IE per diem must be paid directly to the traveler.  Travelers cannot claim an M&IE per diem on behalf of another person.  Individual business travelers dining together will each be paid their respective per diem allowances.  The maximum M&IE per diem allowance will be at a rate established by the Federal Government for the location and dates of travel.  The  UW TravelWIse rate calculator  is the official source for obtaining lodging and M&IE Per Diem rates prior to travel.  The calculator is updated on a monthly basis with any changes passed by the federal government.

The first and last day of travel qualifies for 75% of the M&IE per diem based on the location where the traveler spends the night, regardless of departure and return times.

If a meal is provided at a conference or event on a day when M&IE per diem is allowed, including first/last days of travel, the prorated meal portion of the per diem (20% breakfast, 30% lunch, 50% dinner) is deducted from the allowable per diem.

The M&IE per diem for each location includes an allowance for specific incidental expenses. Travel incidentals not included in the M&IE per diem allowance are covered in Policy 201.R – Travel Incidentals. The M&IE rate for domestic locations includes a $5 allowance to cover incidental expenses. The M&IE rate for foreign locations includes an allowance, which varies by location, to cover incidental expenses. The incidental portion of the per diem includes the following expenses: Fees and tips given to restaurant staff, porters, baggage handlers, hotel housekeeping or other service staff, valets, train or ship service staff, etc (excluding tips for taxi drivers); transportation between places of lodging or business to obtain meals; phone calls (business and personal); laundry, dry cleaning and pressing of clothing; bottled water.

Day Trip Meal Allowance

Travel that does not include an overnight stay will be limited to a tax reportable day trip meal allowance of $15 per day when the approving authority expects the traveler to incur meal expenses.  No day trip meal allowance will be paid if the traveler receives any provided meals.

Receipts are not required for M&IE per diem allowance reimbursement. Conference brochures including the schedule/agenda are required to be attached, to show which, if any, meals were included in the registration fee and should be deducted from the per diem.

For further details, see  UW Meals & Incidental Expense Policy .

A letter of support from the chair must be obtained indicating the purpose of the trip is work-related before booking international travel. Contact Julie Hyland with your expected travel location, dates, purpose, and funding source (be sure to confirm funds are available prior to request) to begin this process. UW also requires enrolling in CISI International Health Insurance, which will be reimbursable as a travel expense.

• Annual clinical obligations must still be met – international travel is not a valid reason for not meeting clinical obligations.
• Leave reporting should be discussed in advance with Division leadership 
• Department of Medicine does not fund mission-type work (Doctors without Borders, etc) and this would need to be done with personal time and funds.

Note: Alaska, Hawaii and all US territories and possessions are considered foreign locations and are covered under the international per diem rates.

The  UW TravelWIse rate calculator  can be used for planning purposes to find the lodging and M&IE maximums for specific locations and dates.

For important information regarding international travel safety and security, please visit the UW Madison International Travel  site.

If your travel route requires multiple layovers and complex flight schedules, it may be easier to call and talk with a travel consultant, rather than booking online through the  Concur self-booking tool .

• When a payment is made using a foreign currency, the receipt must be converted to US Dollars using the historical rates on  Oanda.com .  Documentation supporting the exchange rate used must be attached to the expense report or other payment mechanism.
• Vendor documentation printed in a foreign language must be translated to English before submitting for reimbursement or reconciliation. A tool that may be helpful for doing so is Google Translate.

For further details, see  UW International Travel Policy .

Individuals conducting official UW–Madison business may be exempt from payment of tax depending on their location and the circumstances of the purchase. Any personal use of university's tax exempt status is prohibited.

The Wisconsin sales and use tax law in s.77.54(9a) provides an exemption from payment of state, county and local tax. The department of Revenue has issued a tax exempt number for use by all UW System Institutions. Individuals may be asked to provide proof of tax exemption when conducting university business.

• The tax exempt certificate should be used when making business-related purchases or advance travel reservations. For a copy of the tax exempt certificate, please visit the UW TravelWIse Portal and use the following navigation: Before You Go > Travel Process Standards > Sales Tax Exemption > Obtaining Wisconsin Sales Tax Exemption.
• The Department of Revenue approved a tax exempt wallet card, obtainable from the Divisional Business Offices, which may be used in lieu of the tax exempt certificate when employees are in travel status.

Lodging within the state of Wisconsin is tax exempt when any of the following criteria are met:

For Employees

• The university pays for the lodging with a Purchasing Card or purchase order and provides the tax exempt certificate at the time of the reservation.
• Reservations are made in the name of the university and the employee. All subsequent invoices or receipts must be in the name of both parties.
• The employee pays for the lodging with personal funds (e.g. My Corporate Card, personal credit card, cash) and presents the tax exemption wallet card to the lodging establishment to verify business travel and tax exempt status.

For Non-Employees

• The university pays for the lodging with a Purchasing Card or a purchase order and provides the tax exempt certificate at the time of reservation. Non-employees who pay for business lodging with personal funds and subsequently file for reimbursement are not eligible for tax exemption.

Note: Vendors are not required to refund tax if the tax exemption information was not provided at the time of reservation or check-in. Travelers and those that arrange travel for others should make every effort to receive tax exemption, but, if unable to do so, taxes will be paid/reimbursed by the university.

All UW expense reimbursement requests are submitted online .

• Faculty & Staff
• University of Wisconsin System

UW TravelWIse

Attention UW Travelers and Arrangers:

On July 1, 2024, all individual travel services managed by UW’s  vendor Travel Incorporated will be transitioned to Fox World Travel. Prepare for the transition now and review the agency transition webpage . 

Upcoming Events

Uw travel open house - transition of employee services to fox world travel.

April 30 @ 10:00 am - 11:15 am

Travel Agency Transition - New Non-Employee Booking Processes

May 22 @ 2:00 pm - 3:00 pm

See all events

Recent Travel Newsletters

Travel news, expense report awaiting approval.

April 18, 2024

Please see the current timeframe of Expense Report approvals on the Reimbursement page. During this peak period for expense report submissions please expect a longer approval time. Expense reports are […]

Travel Incorporated Contract Ending July 1, 2024

February 9, 2024

On July 1, 2024,  travel bookings managed by our required contracted vendor, Travel Incorporated, will be transitioned to Fox World Travel. This is a result of leadership’s review and decision, based on feedback from travelers, arrangers, […]

SFS Branding Memo

January 19, 2024

On January 24th, The branding in the SFS module will be updated to reflect the new UW branding.

2024 Mileage Rate

January 2, 2024

The IRS issued mileage rates have been updated in the e-reimbursement system. The new rates are as follows: Standard- Personal Vehicle $0.670 Travel on or after 1/1/2024 Standard- Motorcycle $0.655 […]

Vehicle Rental Contract Update – Enterprise and Hertz

December 20, 2023

Enterprise Car Rentals Enterprise Mobility has now provided the new booking link for PERSONAL rentals. Due to restrictions on eligible renters, it is available behind a firewall by viewing the […]

Ineligible Vendor Notification

November 3, 2023

Until further notice, the Madison Marriott West Hotel is considered an ineligible vendor per the Department of Administration (source). Travelers and arrangers should not book this hotel until further notice.

Rental Car Contract Changes

October 17, 2023

Effective 9/1/2023, the Big Ten has entered into a new agreement with Enterprise and National (EAN). Ground Transportation Policy changes are upcoming to reflect the changes made to the agreement, […]

Concur two-factor authentication – Effective October 18th

October 11, 2023

Change: Effective October 18th, Concur is launching two-factor authentication. This will affect users that access Concur via www.concursolutions.com. Users will be prompted to download a two-factor authentication application and update […]

UW/Southwest Sustainability Sweepstakes – Win Airfare

October 6, 2023

Southwest Airlines and University of Wisconsin System are launching a promotion to increase the awareness and importance of Sustainability in business travel. The sweepstakes runs October 6, 2023- November 7, […]

FY 2024 Lodging Rates Updated

September 14, 2023

The U.S. General Services Administration (GSA) has finalized their annual market review of lodging maximums & meal/incidental per diem rates and have released new domestic lodging maximums for travel that […]

Travel Incorporated

Other Contracted Travel Agencies

Special Topics

Online travel training.

This course is recommended for all employees that travel or arrange UW funded travel. This course covers UW System Policy for travel of 1-9 university funded travelers.

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Washington state per diem rates

Current rates - as of oct. 1, 2023 (pov mileage rate effective january 1, 2024).

• Color map of rates by county [PDF]
• Black & white map of rates by county [PDF]

Oct. 2022–Sept. 2023 (POV mileage rate Jan. 2023–Dec. 2023)

• 2022 – 2023 color map of rates by county
• 2022 – 2023 black & white map of rates by county
• 2022–2023 per diem rate tables

Oct. 2021–Sept. 2022 (POV mileage rate Jan. 2022–Dec. 2022)

• 2021 – 2022 color map of rates by county
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• 2021–2022 per diem rate tables

Oct. 2020–Sept. 2021 (POV mileage rate Jan. 2021–Dec. 2021)

• 2020 – 2021 color map of rates by county
• 2020 – 2021 black & white map of rates by county
• 2020–2021 per diem rate tables

Travel resources

These resources help state agencies fulfill travel requirements in Chapter 10 of the State Administrative & Accounting Manual (SAAM).

• Frequently used travel internet sites [PDF]
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• Lodging: Staying within the allowable maximum lodging rate [PDF]
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• Quick reference guide: Required agency internal policies for travel, transportation, and related policies [PDF]
• Per diem map in Color or Black & White - As of Oct. 1, 2015 (POV mileage rate effective Jan. 1, 2016)
• Per diem map in Color or Black & White - As of Oct. 1, 2014 (POV mileage rate effective Jan. 1, 2015)
• Per diem map in Color or Black & White - As of Oct. 1, 2013 (POV mileage rate effective Jan. 1, 2014)
• Per diem map in Color or Black & White - As of Oct. 1, 2012 (POV mileage rate effective Jan. 1, 2013)
• Per diem map in Color or Black & White - As of Oct. 1, 2012 (POV mileage rate effective Jan. 1, 2011)
• Per diem map in Color or Black & White - As of Oct. 1, 2011 (POV mileage rate effective Jan. 1, 2011)
• Per diem map in Color or Black & White - As of Oct. 1, 2010 (POV mileage rate effective Jan. 1, 2011)
• Per diem map in Color or Black & White - As of Oct. 1, 2010 (POV mileage rate effective Jan. 1, 2010)
• Per diem map in Color or Black & White - As of Oct. 1, 2009 (POV mileage rate effective Jan. 1, 2010)
• Per diem map in Color or Black & White - As of Oct. 1, 2009 (POV mileage rate effective Jan. 1, 2009)
• Per diem map in Color or Black & White - As of Oct. 1, 2008 (POV mileage rate effective Jan. 1, 2009)
• Per diem map in Color or Black & White - As of Oct. 1, 2008 (POV mileage rate effective July 1, 2008).

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Meals and Incidentals

How UW-Madison employees can determine which meals and incidentals are approved for reimbursement during business-related travel.

Travelers are reimbursed for meal and incidental expenses (M&IE) while in travel status requiring an overnight stay. M&IE are reimbursed on a per diem basis; travelers are not reimbursed for actual costs. Travelers cannot claim M&IE for other travelers.

The M&IE per diem rate varies from location-to-location and sometimes can vary from month-to-month.

Calculate your per diem allowance

Meals, incidentals, and receipts

This is an accordion element with a series of buttons that open and close related content panels.

First/Last day of travel and provided meals

Travelers are reimbursed 75% of the meal and incidental per diem on the first and last day of travel.  Meals which are provided to the traveler (e.g. conference meals) must be deducted from the per diem reimbursement.

Dietary restrictions

Travelers with an ADA exemption for a medical dietary need (e.g. Celiac disease/food allergies) can be reimbursed for provided meals if the provided meals do not meet their dietary restriction. Reference the ADA exemption on the reimbursement request.

Travelers will not be reimbursed for provided meals that do not comply with their voluntary dietary preference (e.g. vegan/vegetarian).

Day-trip meals

Travel that does not include an overnight stay will be limited to a tax-reportable day trip meal allowance of $15.

Incidentals

The M&IE per diem allowance includes an amount to cover otherwise non-reimbursable costs (e.g. personal phone calls, laundry, hotel maid tips, porterage tips, bottled water).

Travelers will not receive additional reimbursement for these items.

It is not required to retain receipts for M&IE.

Policies and procedures

• UW-3018 Meals & Incidentals Policy More
• 3017.2 Determining Lodging Maximums Procedure More

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• Reserving Lodging More
• Using vehicles during UW business More
• Lodging and per diem calculator More
• UW-3039 Business Meals Policy More

Travelers and departmental staff should contact their Divisional Business Office for policy or procedural questions.

Divisional Business Offices may e-mail  [email protected]  with questions.

UW–Madison Privacy Library

Uw-madison policy library, meals and incidentals, university policy.

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.

• 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

Applies to faculty, staff, students, and non-employees traveling or arranging university-sponsored travel.

Policy Summary

Travelers expected to incur costs for meals and incidentals for business travel will be reimbursed for meals and incidental expenses under a per diem allowance.

• 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.
• 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

Payment Methods. Meals and incidental expenses must be paid initially by the traveler, then reimbursed by the University after the trip. The University will not reimburse for meals and incidental expenses in advance of a trip. The university will not pay for meals and incidental expenses directly (e.g., purchasing card) when the expenses are eligible for reimbursement as part of a traveler’s per diem allowance. The university will not reimburse an individual for meals and incidental expenses incurred on behalf of another.

Note : It is not recommended that the My Corporate Card be used for meals and incidental expenses, as the university reimburses a per diem allowance, not actual expenses.

• Per Diem Allowance Rates. See Procedure 3017.2 – Determining Lodging Maximums  to determine the per diem allowance for a specific location and date(s) of travel.
• First/Last day of travel – reimbursement must be reduced to 75% of the per diem rate on the first and last day of travel.

Provided meals – reimbursement must be reduced for any meals provided to the traveler within the scope of their business travel (e.g. lunch included in a conference registration fee, business dinner with colleagues for which the traveler didn’t pay). Reductions are 50% for dinner, 30% for lunch, and 20% for breakfast. This reduction applies to all days of travel, including the first/last day. The incidental portion of the per diem allowance is not affected by this reduction.

Exception : Hotel breakfast included in the hotel/lodging reservation price or international airfare meals provided as part of the airline ticket price for longer flights will not require a deduction from the meal and incidental expense per diem allowance.

• Day Trip Meals. Travel that does not include a scheduled overnight stay is limited to a tax-reportable day trip meal allowance of $15 per day. Day trip meal reimbursement should only be claimed when the traveler is expected to incur meal costs. Departmental/divisional approving authorities are responsible for determining the appropriateness of day trip meal reimbursements.
• Tips for restaurant staff, porters, baggage handlers, hotel housekeeping or other service staff, valets, train or ship services staff, etc.
• Transportation between places of lodging or business to obtain meals.
• Phone calls (business or personal)
• Internet fees (personal)
• Laundry, dry cleaning, or pressing of clothing
• Bottled water
• Mailing and other expenses associated with filing expense reimbursement claims

The incidental rate is reimbursable regardless if any meals are provided. Incidental items are only reimbursable through a meal and incidental expenses reimbursement; they are not directly reimbursable. Note: Individual phone calls (business or personal) are part of the incidental per diem allowance; however, international calling/data plans are payable/reimbursable for foreign travel with business justification. 

• Documentation Requirements. Receipts are not required for per diem allowance reimbursement.

Consequences for Noncompliance

Failure to comply with UW–Madison travel policy or procedures may result in disciplinary steps, up to and including dismissal.

Responsibilities

• Obtain prior travel approval from departmental/divisional authorities, if necessary.
• Understand and comply with university travel procurement and payment policies.
• Claim only allowable meals for reimbursement; reduce reimbursement request by any provided meals.

UW-3015 University Travel

UW-3016 Air Travel

UW-3017 Lodging

UW-3019 Vehicle Use/Rental

UW-3020 Long-distance Ground Transportation

UW-3021 Registration Fees

UW-3022 International Travel

UW-3023 Payment for Services and Travel and Expense Reimbursement for Non-Employees

UW-3024 Expense Reimbursement

UW-3025 Cash Advances

UW-3026 Non-Payable/Reimbursable Expenses

UW-3033 Tax Exemptions

UW-3039 Business Meals

UW-3075 Official Functions and Expenses

Travel Planning and Booking

Procedure 3017.2 – Determining Lodging Maximums

Employee and Non-Employee Travel Guides

e-Reimbursement Tutorials

Lodging & Per Diem Calculator

UW TravelWIse  (including travel agency information)

Policy Administration

07-01-2020, 06-28-2023, 04-05-2024