{"id":3606,"date":"2019-10-29T16:34:26","date_gmt":"2019-10-29T21:34:26","guid":{"rendered":"https:\/\/www.wisconsin.edu\/travel\/?page_id=3606"},"modified":"2026-03-23T15:31:40","modified_gmt":"2026-03-23T20:31:40","slug":"conference-travel","status":"publish","type":"page","link":"https:\/\/www.wisconsin.edu\/travel\/planning\/conference-travel\/","title":{"rendered":"Conference Travel"},"content":{"rendered":"\n\t\t\t\t\t<div id=\"cfct-build-3606\" class=\"cfct-build grid\">\n\t\t\t\t\t\t<div class=\"row\"><div class=\"col-md-3 cfct-block\">\n\t\t\t<div class=\"cfct-module cfct-supplemental\">\n\t\t\t\t    <div class=\"cfct-mod-content\">\n<h3 class=\"cfct-mod-title\" id=\"title-cfct-module-d9e5ad0840e70a1a8d3673bb07cf1254\"\">Special Topics<button type=\"button\" class=\"visible-xs collapsed\" data-toggle=\"collapse\"\n                                                data-target=\".menu-cfct-module-d9e5ad0840e70a1a8d3673bb07cf1254-container\">\n\t\t<span class=\"sr-only\">Toggle navigation<\/span>\n\t\t<span class=\"glyphicon glyphicon-chevron-up\"><\/span><\/button><\/h3>    <nav class=\"widget widget_meta\" aria-labelledby=\"title-cfct-module-d9e5ad0840e70a1a8d3673bb07cf1254\">\n\n        <div class=\"menu-cfct-module-d9e5ad0840e70a1a8d3673bb07cf1254-container collapse navbar-collapse\"><ul id = \"menu-special-topics\" class = \"menu nav\"><li id=\"menu-item-8800\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8800\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/arriving-early-extending-your-stay-or-combining-business-and-personal-travel\/\">Combined Business and Personal Travel<\/a><\/li>\n<li id=\"menu-item-8799\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8799\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/conference-travel\/\">Conference Travel<\/a><\/li>\n<li id=\"menu-item-8805\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8805\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/international\/\">International Travel<\/a><\/li>\n<li id=\"menu-item-8807\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8807\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/personal-use-contracts\/\">Leisure Use Contracts<\/a><\/li>\n<li id=\"menu-item-19014\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-19014\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/group-travel\/\">Group Travel<\/a><\/li>\n<li id=\"menu-item-19015\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-19015\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/planning-individual-travel\/determining-the-appropriate-mode-of-transportation\/\">Determining the Appropriate Mode of Transportation<\/a><\/li>\n<li id=\"menu-item-8806\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-8806\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/payment-options\/\">Paying for Travel<\/a><\/li>\n<li id=\"menu-item-10016\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-10016\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/sustainable-travel\/\">Sustainable Travel Practices<\/a><\/li>\n<\/ul><\/div>    <\/nav>\n<\/div>\n\n\t\t\t<\/div><\/div><div class=\"col-md-9 cfct-block\">\n\t\t\t<div class=\"cfct-module uwsa-rich-text\">\n\t\t\t\t<div class=\"cfct-mod-content copy\"><h2>Conference Travel<\/h2>\n<h3>Travel to the Conference<\/h3>\n<ul>\n<li>Airfare must be booked either in Concur or with a Fox World Travel agent.<\/li>\n<li>Travelers may pay or be reimbursed (subject to Driver Worktag Manager approval) for travel:\n<ul>\n<li>1 day prior and 1 day after the reason for the trip (e.g., a conference) for any domestic trip<\/li>\n<li>2 days prior and 1 day after the reason for the trip (e.g., a conference) for any international trip<\/li>\n<li>Any additional days must have a <strong>business purpose<\/strong> to be eligible to be a University expense.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Lodging Options<\/h3>\n<ul>\n<li>Lodging reservations for externally hosted conference may be made either <span data-teams=\"true\">through the conference service or site for external conference bookings, directly with the hotel,<\/span>\u00a0with the University&#8217;s contracted travel agency, or in the online booking tool.<\/li>\n<li>When the traveler elects to book and stay at the conference designated hotel<strong>, the traveler will be reimbursed the actual cost for staying at a conference-site or designated hotel(s), even when the nightly rate exceeds the location maximum<\/strong>. Include the conference hotel documentation (such as a screenshot from conference website) in your expense report as justification.<\/li>\n<li>If the traveler opts to stay at a non-conference designated hotel, the rate maximum then applies and travelers will not be reimbursed above the rate maximum. Use the rate calculator to determine the rate maximum.<\/li>\n<\/ul>\n<h3>Registration and Conference Fees<\/h3>\n<p>Registration and conference fees are payable or reimbursable when it benefits the university. Reimbursement may be requested prior to conference.\u00a0 Receipts and\/or supporting documentation for registration and conference fees must include:<\/p>\n<ul>\n<li>Dates of conference, convention, seminar, etc.<\/li>\n<li>Location and title of event<\/li>\n<li>Amount of fee and breakdown of specific costs (including meals, etc.) covered in the fee<\/li>\n<li>Proof of payment<\/li>\n<\/ul>\n<h3>Expense Documentation<\/h3>\n<h4>Disclaimer:<\/h4>\n<ul>\n<li>Prior to travel, discuss anticipated expenses with your supervisor or departmental business contact to ensure budgetary compliance.<\/li>\n<li>If combining personal and leisure travel, a cost comparison may be required. View details: <a href=\"https:\/\/www.wisconsin.edu\/travel\/planning\/arriving-early-extending-your-stay-or-combining-business-and-personal-travel\/\">Combining Business and Personal Travel<\/a><\/li>\n<\/ul>\n<table style=\"width: 1041.41px\">\n<tbody>\n<tr>\n<td style=\"width: 553.531px\">\n<h5>Allowable Reimbursement<\/h5>\n<\/td>\n<td style=\"width: 486.875px\">\n<h5>Documentation Requirement (attach to the Expense Report)<\/h5>\n<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 553.531px\"><\/td>\n<td style=\"width: 486.875px\"><\/td>\n<\/tr>\n<tr>\n<td style=\"width: 553.531px\">Meal Per Diem<\/p>\n<ul>\n<li>Deductions for any provided conference meals as noted in the conference agenda.<\/li>\n<\/ul>\n<\/td>\n<td style=\"width: 486.875px\">\n<table style=\"width: 1041.41px\">\n<tbody>\n<tr>\n<td style=\"width: 486.875px\">Conference agenda (including provided meals), program or other supporting documents as provided by the conference organizers<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 553.531px\">Rental Car<\/p>\n<ul>\n<li>Must be <a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/ground-transportation\/enterprise-national-car-big10-rates-procedures\/\">Enterprise\/National<\/a>\/<a href=\"https:\/\/www.wisconsin.edu\/travel\/general-travel-and-expense\/ground-transportation\/state-of-wisconsin-naspo-hertz-contract-procedures\/\">Hertz<\/a> with UW contract.\u00a0 If no rentals available with those vendors, state in justification that another vendor was used due to lack of vehicles at preferred vendor.<\/li>\n<li>Standard Economy Vehicle is preferred<\/li>\n<li>Satellite Radio\/other extras are *<strong>not reimbursable*<\/strong><\/li>\n<\/ul>\n<\/td>\n<td style=\"width: 486.875px\">Rental car receipt<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 553.531px\">Gas for Rental Car<\/td>\n<td style=\"width: 486.875px\">\n<ul>\n<li>If paying with a Shared Liability Card or Personal card: no receipt required under $50<\/li>\n<li>If paying with purchasing card: receipt required regardless of amount<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 553.531px\">Airfare<\/td>\n<td style=\"width: 486.875px\">Invoice from designated agency (Fox World Travel or Shorts Travel)<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 553.531px\">Lodging<\/td>\n<td style=\"width: 486.875px\">Invoice from lodging establishment<\/p>\n<ul>\n<li>If rate is over the lodging maximum due to staying at the conference hotel, ensure the name of the conference hotel matches that which is in the conference material.<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 553.531px\">Taxi\/Uber\/Rideshare<\/p>\n<ul>\n<li>Typically used if no rental car was obtained, and to get from airport to conference site.<\/li>\n<li>May not claim costs to\/from restaurants or other entertainment during the conference.<\/li>\n<\/ul>\n<\/td>\n<td style=\"width: 486.875px\">\n<ul>\n<li>If paying with a Shared Liability Card or Personal card: no receipt required under $50<\/li>\n<li>If paying with purchasing card: receipt required regardless of amount<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 553.531px\">Mileage to and from airport<\/td>\n<td style=\"width: 486.875px\">\n<ul>\n<li>Travelers may be reimbursed for one round trip and parking, or if travelers are dropped off, they may be reimbursed for two round trips to\/from the transportation terminal.<\/li>\n<li>If travel is required to a temporary worksite or an airport\/train\/other transportation terminal for travel on days not scheduled for work, mileage from home will be reimbursed.<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 553.531px\">Parking at Airport<\/td>\n<td style=\"width: 486.875px\">\n<ul>\n<li>If paying with a Shared Liability Card or Personal card: no receipt required under $50<\/li>\n<li>If paying with purchasing card: receipt required regardless of amount<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<tr>\n<td style=\"width: 553.531px\">Baggage<\/td>\n<td style=\"width: 486.875px\">\n<ul>\n<li>If paying with a Shared Liability Card or Personal card: no receipt required under $50<\/li>\n<li>If paying with purchasing card: receipt required regardless of amount<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n\t\t\t<\/div><\/div><\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t","protected":false},"excerpt":{"rendered":"","protected":false},"author":3346,"featured_media":0,"parent":3462,"menu_order":1,"comment_status":"closed","ping_status":"closed","template":"page-templates\/275.3602.php","meta":{"footnotes":""},"class_list":["post-3606","page","type-page","status-publish","hentry","cfct-can-haz-build"],"_links":{"self":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3606","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/users\/3346"}],"replies":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/comments?post=3606"}],"version-history":[{"count":3,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3606\/revisions"}],"predecessor-version":[{"id":20101,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3606\/revisions\/20101"}],"up":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/3462"}],"wp:attachment":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/media?parent=3606"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}