Universities of Wisconsin Travel and Expense Policy

Original Issuance Date: June 12, 2025
Last Revision Date: June 12, 2025
Effective Date: July 1, 2025

1. Policy Purpose

Universities of Wisconsin policies are designed to ensure University-sponsored travel and expenses are cost-effective, prudent, productive, safe, appropriately planned, approved, financed, and compliant with internal and external requirements.

This policy establishes the general parameters for conducting University-sponsored travel and accounting for expenses. It outlines the acceptable modes of travel, meal expenses, and miscellaneous items that are eligible for payment or reimbursement.

Due to the diverse nature of travel and expense scenarios, it is impractical to address every unique situation within this policy. Therefore, it is the responsibility of the traveler or claimant to make decisions that align with the principles of a nonprofit, public institution. Approvers are responsible for evaluating the necessity and reasonableness of the expenses incurred.

2. Responsible UW System Officer

Senior Associate Vice President for Finance

3. Scope and Institutional Responsibilities

This policy applies to all faculty, staff, visitors, students, guests, and other non-University personnel, including consultants/contractors traveling or using funds and/or resources administered by Universities of Wisconsin campuses.

Exemptions

For travel expenses funded by sponsored programs (e.g., grants or contracts), the terms of the applicable grant or contract will take precedence if more restrictive than University travel policies.
Any HIPAA protected research participant costs must not be processed in the Workday Expenses module.
NCAA-funded travel has specific requirements, some of which may be less restrictive that University policies or rates. NCAA funded travel and expenses will be governed by NCAA policy.
Exceptions to Policy for Religious Accommodation Needs. For policy exemptions, employee travelers who seek a religious accommodation must contact their HR Representative.
Reasonable Accommodation Needs. The University understands the need to accommodate travelers with health issues or physical limitations in accordance with State and Federal disability accommodation laws. Accommodating the specific need(s) may result in incurring expenses that are normally outside of policy or rate limitations. For policy exemptions, travelers who seek a disability-related travel accommodation should contact their institution’s Human Resources ADA Coordinator For Information.

4. Background

This policy has been issued under the authority of the Board of Regents as it relates to the governance of University travel and expense policies created under Wis. Stat. § 36.11(56).

The Board of Regents delegated authority for management and operation of the travel program to the Universities of Wisconsin President in Regent Policy Document 21-5, University Travel Policies.

5. Definitions

Business Purpose: Purpose that support or advances the goals, objectives, and mission of the University.

Payment: An amount of money paid in full or in part by the University.

Reimbursement: Payment from the University for expenses personally incurred and paid for.

Expense Operation Lead: Designated approvers in Workday who can approve Travel and Expense Policy Exceptions.

Spend Authorization: A business process in Workday where individuals can get approval from the driver worktag manager (funding manager) in advance of making any purchases or booking any travel. Note a Spend Authorization is required to be completed and attached to any Expense Report that has any Travel and Expense Policy Violations in order for the expense report to be approved.

Supplier Invoice Request: A business process in Workday that is required to be completed and approved to pay any non-employee expenses that are in violation of the Accountable Plan.

Independent Study Abroad: Education abroad or Study Abroad is defined as any of a number of opportunities by which students can complete part of their degree program through educational activities outside the United States. The standard length of Study Abroad has been programs with a duration of a semester or a year, but it also more frequently includes short-term programs and faculty led programs between semesters or in the summer. Study Abroad programs can also include volunteering or work abroad (including internships), classroom study, research, and service learning.

Premium Economy: An airline class of service a step up from economy but not as expensive as business or first class.

Headquarters: The official location where the employee’s work is performed on a permanent basis. Typically, the campus or institution office.

6. Policy Statement

A. Expense Reimbursement

I. Business Purpose

The use of University funds requires documentation of a clear Business Purpose. Business Purpose is defined as one that supports or advances the goals, objectives, and mission of the University.

II. Accountable Plan Requirements

All reimbursable expenses (out of pocket and shared-liability card transactions) are to be substantiated in a timely manner and fully supported on an expense report.

For reimbursements to be considered non-taxable income, the University’s travel policies and operational standards must comply with the IRS Accountable Plan Rules. To be considered an “Accountable Plan,” the following conditions must be met and apply to all UW reimbursements:

Reimbursements and advances provided to travelers under the plan must be for business-related expenses only.
Advance payments must be reconciled within 30 days of the end of the business trip.
Expenses must be submitted with the required supporting documentation within 90 days from the date of purchase. Exceptions to this requirement are for the following expense items which must be submitted within 90 days from the “arrival date” listed in Workday for each expense line:
- Registration Fee, Airfare, Group Airfare, and Lodging (Group, Student and Individual)
- Tuition Reimbursement or any Job-Related Training (the arrival date is the course end date)
If an expense report is returned, the expense report must be resubmitted within 90 days to not be taxed.

Expense Operation Leads have the authority to grant exceptions for employees to allow for expense reimbursement when the above requirements are not met. All exceptions to the Accountable Plan granted for employees must meet the following requirements:

Completed and approved Spend Authorization detailing the reason why the 90-day timeframe was not met and attached to the expense report.

Exceptions will be considered tax reportable to the employee unless extenuating circumstances apply. Extenuating circumstances for employees are defined as a serious illness or other unforeseen emergency out of the control of the employee. Employee negligence and busy schedule/workload are not considered extenuating circumstances.

Non-employee reimbursement requests submitted in excess of the 90-day requirements of the Accountable Plan must be submitted in Workday using a Supplier Invoice Request.

Universities of Wisconsin student employee expenses that have a UW business purpose and benefit to the UW are subject to the 90-day requirements. Expenses for non-employee Universities of Wisconsin students are exempt from the 90-day requirements.

III. Non-employees Under Contract or Agreement

Expenses for non-employees under contract or agreement that do not conform to university requirements will not be reimbursed but will be paid as fee for service.

IV. Non-Cash Payment Methods

Incentives such as frequent flyer miles, vouchers, coupons, gift cards and other non-cash payments do not constitute and will not be accepted as an appropriate payment method or proof of payment because these are not considered ‘out of pocket’ for the expense. Incentives may be used for payment but cannot be claimed for reimbursement.

V. Claiming Own Expenses

Employees may not claim travel-related expenses for other travelers. Exceptions:

Shared lodging expenses
Shared transportation expenses
Student travel where it would be inappropriate to request students to pay for their own travel expenses.
- Meals reimbursed under this exception are reimbursed as hosted meals, not individual meal per diems.

Expenses reimbursed under these exceptions must list the name(s) of other traveler(s) for which the employee is claiming expenses.

VI. Sales Tax Exemption

The University is exempt from the payment of Wisconsin sales and use tax. Employees are responsible to seek tax exemption. Please see UW System Administrative Policy 336, Sales & Use Tax for more information, including how to obtain and which other states honor the UW tax exemption status.

VII. Receipt Requirements

Electronic receipts must be clear and legible. Efforts should be made to remove any sensitive information from receipts in order to comply with HIPAA and any UW institution Privacy Notice.

Receipts are required for all Purchase card transactions.

Receipts are required for out-of-pocket expenses or Shared Liability card transactions over $50.

Receipts and/or other supporting documentation in foreign currency must be converted to U.S. dollars for documentation purposes.

Receipts in foreign languages must have key data elements translated to English before submitting.

VIII. Non-Compliance

Any travel-related purchase that is not made in accordance with this policy will be deemed unauthorized and will not be reimbursed. Third party booking agents should never be used.

Expenses paid or reimbursed by the University, but subsequently deemed unauthorized, will be recoverable from the claimant. This may include withholding from the employee’s payroll or working with General Counsel to recover costs from students or non-employees. Each institution’s Chief Business Officer, or delegate, is responsible for implementing processes to recover funds from individuals.

B. Travel

I. General

1. Pre-Trip Approval

Pre-trip approval requirements vary by Division or Department and Driver Worktag Manager. Travelers are expected to follow all internal departmental travel approval procedures and to confirm budget availability prior to making travel reservations.

2. Prepaid Travel Expenses

Incurred travel expenses are allowed to be pre-paid or pre-reimbursed at the Driver Worktag/Funding Manager discretion.

If lodging is reimbursed but not used, institutions have the right to require payment back to the institution if circumstances leading to the trip charges are within the employee’s control.

3. Personal Travel and Related Costs

When combining business and personal travel, the University will not pay costs directly associated with personal days of travel, including additional days of lodging, MI&E per diems, parking, vehicle rental, etc. Additional costs related to attending optional excursions or outings are only allowable with business justification.

A cost comparison must be done at the time of booking and attached to expense reports under the following circumstances:

- Indirect routing or extra stops for personal reasons;
- Stopovers that result in a hotel stay for more than one night;
- Using transportation methods that are not the most efficient or cost-effective (i.e., electing to drive/take a train versus fly when flying would be the most efficient and cost-effective option); or
- Departing from/returning to an airport outside of Wisconsin or more than 100 miles from the Wisconsin border for personal reasons (including departing from/returning to a voluntary remote work location).

4. Departure and Return

Travelers may pay or be reimbursed (subject to Driver Worktag Manager approval) for travel:

- 1 day prior and 1 day after the reason for the trip (e.g., a conference) for any domestic trip
- 2 days prior and 1 day after the reason for the trip (e.g., a conference) for any international trip
- Any additional days must have a business purpose to be eligible to be a University expense.

5. Travel Expenses Incurred Prior to Employment, Extended Leaves, or Following Employment End

Payment or reimbursement of travel expenses prior to employment, following employment contract end, or while on extended leaves (e.g., leaves with or without pay, sabbatical, research, etc.) is not guaranteed and must be approved in advance of incurring costs.

6. External Sponsorships

In the circumstance when travel must be purchased or paid for in accordance with external sponsor(s) requirements, documentation/justification supporting these exceptional requirements must be provided.

7. Foreign/International Travel

The following items will be paid or reimbursed when traveling internationally. It is the responsibility of the traveler to obtain these items if required for their trip:

- Travel visas
- Passport
- CISI
- Required inoculations/vaccinations
  - Foreign transaction fees
  - Business communications

II. Air Travel

1. Use of Contracted Travel Management Companies

All air travel must be booked with a UW contracted travel management company by contacting an agent or via Concur.

2. Exemptions from Contracted Travel Management Companies

The following are exemptions to the use of a contract Travel Management Company.

- NCAA Official Tournament Travel: Athletic travel for official NCAA Tournaments must be arranged through designated NCAA travel agency.
- UW-Madison Athletics: Under ongoing delegation from UW Administration, UW-Madison has contracted with a separate on-site travel agency to provide services, processes, and requirements similar to the rest of Universities of Wisconsin.
- International flights that can not be booked with a designated travel management company
- Airfare purchased while abroad (outside the United States)
- Independent Study Abroad
- University Organized or Faculty Led Programs: When Universities of Wisconsin students are traveling for the primary purpose of participating in a university organized or faculty-led program, UW institutions may authorize exemptions, thereby allowing students to travel on their own and first meet as a group at an international location, if all of the following are in place and documented:
  - The UW institution has formal internal guidelines that:
    - identify a risk/opportunity threshold for participation or travel to specific destinations and
    - provide a process by which the program leader can seek a waiver to the threshold from the institutional chancellor or vice chancellor, on behalf of all program participants
- International Student Recruitment Tours, International Collaborative Projects, and Diplomatic/Trade Missions: When recruitment tours, collaborative projects or diplomatic/trade missions are organized by a third-party provider or by another state or federal agency, and that provider or agency is comprehensively making arrangements (air, ground transportation, lodging, meals, language support). All flights to the location where the tour, project or mission begins and all flights after the tour, project or mission concludes must be made within the Universities of Wisconsin managed travel program.

3. Ticket Type and Class Requirements

UW requires all tickets to be non-refundable. Tickets must be in Economy Class for all domestic flights and international flights under eight hours in length. Premium Economy tickets are allowed for international flights with eight hours or more of total in-flight time.

4. Piloting/Leasing Aircrafts

Employees are prohibited from piloting or leasing aircrafts on University business travel.

5. Fly America/Open Skies Agreement

Travelers using federal grant funds are responsible for understanding and complying with the requirements of the Fly America Act/Open Skies Agreement prior to making international air reservations.

6. Unused Tickets

For those tickets purchased that will not be utilized, travelers or travel arrangers are responsible for cancelling the ticket prior to departure in the self-booking tool or by contacting an agent. These tickets may not be cancelled or converted with the airline directly, unless in emergency situations (while traveling). If the original airfare was paid by the university, the value of an unused ticket must be applied towards a future business trip to mitigate any financial loss to the university funding source. The unused ticket value cannot be applied towards a personal trip.

7. Associated Fees

The following air travel-related expenditures will be paid or reimbursed with university funds:

- Agency fees and when travel is booked within the Universities of Wisconsin managed travel program
- Advance coach/economy class seat assignment fees
- Baggage fees
- Airline costs assessed for cancellations or changes outside the employee’s control with adequate justification.
  - Some examples of allowable circumstances are:
    - cancelled conference/meeting or date changes
    - airline cancelled flight
    - serious unexpected illness of traveler or immediate family member

All airfare changes and cancellations should be made with the UW contract travel management companies. Exemptions include changes made in route (in person) while traveling day of. Often it is more practical and beneficial to use our agency, even day of.

The following air-travel related expenditures are not allowable and will not be paid or reimbursed with university funds:

- TSA PreCheck
- Clear
- Global Entry
- Airline club/lounge access
- Flight/travel insurance other than the University designated/required insurance by Risk Management

8. Receipt Requirements

Receipts are required for all airfare purchases, including airline advance seat assignments and any penalties for changes and cancellations.

9. Cost Comparisons

All travelers and those that arrange travel for others are required to make air reservations using schedules, direct routing, air carriers, and departure location that will produce the most economical fare for the trip. See Section 6.B.I.3 for details about when a cost comparison is required.

III. Lodging

The Universities of Wisconsin will pay or reimburse actual lodging costs, within the stated maximum lodging rates for the location, when the business trip requires an overnight stay. The UW will not pay lodging costs when a traveler is within 50 miles of their home or headquarter city unless the travel is for a multi-day event with an evening program, meeting, or other business-related activity that makes returning to the employee’s home each evening impractical or justified in writing by Human Resources or provided an exception by an Expense Operations Lead.

1. Maximum Lodging Rates

The Universities of Wisconsin utilizes the rate sources as indicated below with an adjustment for Continental U.S. locations.

Lodging payment or reimbursement is limited to the maximum single/standard room rate for the location per business traveler.

The official source for calculating lodging rates for the location and date of expense is the Lodging and Meal Per Diem Calculator.

Location of Lodging	Rate Source and Payment/Reimbursement Amount
In-state – Within Wisconsin	Actual cost not to exceed the federal location rate established by the General Services Administration (GSA). Maximum rate excludes tax, and travelers are responsible for obtaining tax exemption.
Out-of-state – U.S. excluding Alaska & Hawaii	Actual cost not to exceed 125% of the federal GSA rate for the location. Maximum rate excludes tax.
Alaska and Hawaii	Actual cost not to exceed the maximum federal (Department of Defense) established rate for the location. Maximum rate excludes tax.
U.S. Territories, Trans-border, and all foreign locations	Actual cost not to exceed the maximum federal (Department of Defense and Department of State) established rate for the location. Maximum rate includes tax.
Externally designated conference lodging, regardless of location	Actual cost as documented by external organizer
University arranged lodging for sponsored conference, meeting, or event	Cost not to exceed the maximum rate for the location.

2. Booking Requirements

Individual reservations must be booked via one of the following methods:

- Online: Utilize Concur (link).
- Travel Agencies: Book through Fox World Travel or designated UW NCAA Travel Agencies: Anthony Travel for UW Madison and Shorts Travel Management for all other UW Universities.
- Direct Booking: Reserve directly with the hotel or lodging provider, ensuring the rate is within the allowable limit.
- Externally Hosted Conferences: Make reservations through the conference service or site for external conference bookings.
- Airbnb: Book with Airbnb, ensuring the total cost, including all cleaning and service fees, does not exceed the rate maximum.

Prohibited Sites: Reservations made through third-party sites such as Expedia, Kayak, and Hotwire are prohibited and will not be reimbursed.

Group Room Blocks or Meeting/Event Needs:

- Direct Booking: Arrange group block needs directly with the lodging property. Any contracts must be signed by the institution’s Procurement Department or an individual with delegated contract authority. (Include link to Procurement Directors.)
- UW Sponsored Events: For UW Sponsored Conferences, Meetings, or Events, the nightly rate maximum must be adhered to.
- Preferred Travel Agencies:
  - Use Fox World Travel unless the travel is NCAA-related.
  - For Universities of Wisconsin NCAA travel (excluding UW-Madison), use Shorts Travel Management. UW-Madison must use Anthony Travel.

3. Use of Campgrounds

The use of campgrounds as an alternative to hotels when no hotel facility is available or when the purpose of travel requires the use of a campground, is a reimbursable expense.

4. Extended/Long-Term Lodging

For extended or long-term lodging, the employee is expected to find lodging at reasonable weekly/monthly rates. Employees may consider extended stay hotels or lease of residential space (i.e., apartments, condos) obtained through a property management company or rental service. The institution’s Risk Management office should be contacted before residential lease arrangements are made to ensure appropriate insurance applies. When accommodations are leased, costs for normal utilities, (e.g., heat and electricity) are payable/reimbursable. Any stays over one year are taxable. See UW System Administrative Policy 240, Relocation and Temporary or Indefinite Work Assignments for temporary vs indefinite travel information. Any required security deposits are the financial responsibility of the traveler and will not be paid or reimbursed with UW funds.

Payment or reimbursement of lodging for travelers on extended leave (e.g., leave with or without pay, sabbatical, research, etc.) is not guaranteed.

Payment or reimbursement approval must be obtained from the approving authority prior to incurring lodging expenses.

5. Receipt and Documentation Requirements

The following are required to support a lodging claim/payment:

1. An itemized receipt from the lodging facility that contains the following:
  - Name and address of lodging facility
  - Dates of stay
  - Daily rate
  - Taxes and other fees for each day of stay
  - Itemization of other costs (e.g., parking, internet, room service)
2. Additional Documentation Required:
  - Conference hotel documentation (if exceeding the location maximum to stay at conference site or conference-recommended hotel)
  - Screenshot from Concur or documentation from the Travel Agency (if exceeding the location maximum due to limited availability of rooms)

6. Lodging Provided In-Kind

The Universities of Wisconsin will not pay or reimburse any lodging that is furnished in-kind or at no cost, including electing to stay with family or friends during business travel.

IV. Meal and Incidental Per Diem

1. 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.

2. Per Diem for Overnight Business Travel

When a university 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 M&IE per diem allowance will be paid when business travel requires an overnight stay. Meals and incidental expenses must be paid initially by the traveler, then reimbursed by the University after the trip.

- The maximum M&IE per diem allowance will be at the rate established by the Federal Government for the location where the traveler spends the night.
- Rates are determined by travel days and not specific times of day.
- The return day is determined by the location where the traveler spent the night before returning home or to the headquarters.
- The incidental portion of the per diem includes: fees and tips given to hospitality staff; transportation between places of lodging or business to obtain meals; phone calls; and laundry.
- The incidental rate will no longer be paid separately, and will be reduced by the amount along with the included meals (see calculation below)

If a provided meal occurs on a day when M&IE per diem is allowed, the per diem amount is reduced by the following:

- 20% for breakfast
- 30% for lunch
- 50% for dinner

The following types of provided meals need not be deducted from the traveler’s M&IE per diem allowance:

- Hotel breakfast included in the hotel/lodging reservation price
- Airfare meals provided as part of the airline ticket price

The Per Diem Rate Calculator is the official source for obtaining lodging and M&IE Per Diem rates prior to travel. The calculator is updated twice a month with any changes passed by the federal government.

V. Vehicle Use/Rental

1. Driver Authorization – Risk Management

Employees and students who are required to drive on University-sponsored business must be authorized to drive in accordance with SYS 615, Vehicle Use and Driver Authorization, prior to using personal vehicles, rental vehicles or fleet services. Universities reserve the right to require driver authorization for individuals who are neither employees or students driving on University-sponsored business. Risk Management reserves the right to remove drivers from the authorized driver list due to excessive University claim(s) activity.

2. Use of Vehicles in lieu of Air Travel

A traveler may opt to drive versus fly if traveling 1,000 miles round trip or less. If traveling over 1,000 miles round trip, a valid cost comparison (link) must be attached to the Expense Report. See Determining the Appropriate Mode of Transportation for required comparison documentation.

3. Personal Vehicle Use

Use of personal vehicles for UW business is allowed. Reimbursement of business mileage or other related costs will not be made for normal commuting from home to regular assigned headquarters.

a. Personal Mileage Reimbursement Rates

The UW bases mileage reimbursement rates on the current IRS rate structure.

The reimbursement rate for personal vehicle mileage covers all costs related to the operation of the vehicle, including service, maintenance, insurance, depreciation, and gas. When two or more persons traveling on University business share transportation in a personal vehicle, only the driver may claim reimbursement for mileage.

b. Business Mileage

- - From Regularly Assigned Headquarters:
    - Reimbursement for business mileage from regularly assigned headquarters will be based on miles traveled from assigned headquarters to temporary worksite(s) during the workday and return mileage to home or headquarters, whichever is less.
  - From Home or Temporary Worksite:
    - Business mileage will be calculated based on the distance from home or the assigned headquarters to the temporary worksite and back, whichever is less.
  - Non -Workday Travel:
    - If travel is required to a temporary worksite or an airport/train/other transportation terminal for travel on days not scheduled or work, mileage from home will be reimbursed.
  - Mileage to Airport, Train Station, or other Transportation Terminal:
    - Travelers may be reimbursed for one round trip and parking, or if travelers are dropped off, they may be reimbursed from two round trips to/from the transportation terminal.

4. Vehicle Rental

a. Contract Use Requirement

The University participates in the Big Ten Alliance contract with Enterprise and National Car Rental and the State of Wisconsin (WSCA/NASPO) contract with Hertz. Eligible business renters must be authorized by the University. Please see SYS 615, Vehicle Use and Driver Authorization for more information. Student employees acting within the scope of employment, are eligible to use these contracts. Use of these contracted suppliers is required.

Renters may use either contract and are responsible to ensure the appropriate contact rate and insurance is applied. Renters also must follow the terms of the contact. Note, any costs resulting from claims and damages not covered by insurance will be charged to the renter’s department or division.

Renters may add additional authorized drivers to the rental agreement for business travel providing they are eligible to drive for University business and meet the other requirements of this policy. The addition of any authorized driver(s) must be done at the rental outlet upon vehicle pickup.

Employees are encouraged to rent compact/standard/intermediate vehicle classes. Payment or reimbursement beyond standard/intermediate SUV vehicle classes (i.e., trucks, full size SUVs, etc.) for reasons such as transporting extra passengers, carrying cargo or bulky equipment, etc., must be explained on the expense report. Renting 12-15 Passenger Vans requires additional certification. (See SYS 615, Vehicle Use and Driver Authorization for more details.)

b. Rental Vehicle Reservation Options

Booking Requirements

Individual reservations must be booked via one of the following methods:

- - - Concur
    - Travel Agencies: Book through Fox World Travel or designated UW NCAA Travel Agencies: Anthony Travel for UW Madison and Shorts Travel Management for all other UW Universities.
    - Direct Booking: Reserve directly with the rental car company, ensuring the UW contract is applied.

Employees and students must be prepared to provide UW identification and the University’s tax-exempt wallet card to receive contracted rates and tax exemption on qualifying rentals (i.e., rentals originating in Wisconsin or participating States).

Student Organization and Student Club Use

- - - Hertz: Authorized Student Drivers are allowed to use the Business Use WSCA/NASPO contract.
    - Enterprise and National: Authorized Student Drivers are required to use the Student Club/Student Org Contract and are not eligible to use the Big Ten Alliance Contract. A $15 per day surcharge is applied for drivers 18-21 years old.

c. Insurance Provisions

i. Domestic Vehicle Rentals

For rentals within the US, the Big Ten Alliance contracts (Enterprise and National) include collision (CDW) and (LDW) and liability protection insurance coverage, excluding Student Club and Student Organization rentals. Travelers and those that arrange travel for others must review the rental vehicle contracts for rates, surcharges and included coverages prior to renting a vehicle. Employees must verify that the Big Ten contract ID number is referenced on the rental agreement to assure contract coverage, appropriate terms and rates. Other or extra types of insurances are not reimbursable and must be declined. The Hertz contract with the State of Wisconsin also includes the necessary CDW/LDW and liability insurances for domestic rentals.

Vehicle rental CDW and LDW and liability insurances must be purchased when renting from non-contract suppliers.

Drivers are expected to inspect vehicles prior to leaving the rental agency and note with the rental agency any scratches, dents, and other damage. Drivers are expected to do the same upon returning. Taking pictures and/or videos and retaining them for up to four months after the trip is considered best practice.

ii. Foreign Vehicle Rentals

For rentals outside of the US, the Big Ten agreement may offer some insurance coverage, but travelers are advised that rates and coverages vary by rental location. Purchasing insurance is advisable unless the traveler has verified in writing in advance that coverage is included.

- - - Non-U.S.-originating rentals from contract suppliers may also require the purchase of CDW and/or LDW and liability insurance.
    - When renting from non-contract suppliers, vehicle rental CDW and LDW insurances must be purchased.

Review the vehicle rental contracts to determine when standard CDW/LDW and liability insurances are provided for the non-U.S. location. Required CDW/LDW and liability insurance coverages must be purchased at vehicle pickup and cannot be included during the reservation process. Cost of standard CDW /LDW and liability insurances under these circumstances will be paid or reimbursed.

d. Rental Vehicle Refueling

The cost of gasoline for business use of a rental vehicle is payable or reimbursable.

e. Receipt Requirements

Payment or reimbursement of vehicle rental requires an itemized final receipt (including daily rate, mileage, and any additional charges).

5. Accident and Insurance Claims Reporting

In the event of an accident, it is the responsibility of the driver to immediately report the accident to the following:

- Police
- University Supervisor/Manager/University Contact
- Fleet Services or Rental Vehicle Supplier
- University Risk Management Contact

Note: All claims/damages (not just accidents) must be reported to your University Risk Management Contact.

6. Parking

Parking expenses incurred by employees while conducting UW business are payable/reimbursable only when the parking expense is incurred away from the employee’s Headquarters Location. Parking at an employee’s Headquarters Location is considered part of a commuting expense and is not payable/reimbursable. For employees headquartered on a UW campus, justification must be provided to substantiate parking expenses incurred on their campus, but not at the Headquarters Location. Parking expenses incurred by non-employees while conducting UW business are payable/reimbursable.

VI. Long-Distance Ground and Local Transportation

Long-distance ground transportation (e.g., city-to-city bus, train) and local transportation (e.g., taxi, ride share, city bus, subway, ferry) are payable or reimbursable when necessary to conduct UW business.

Payment or reimbursement is limited to the most cost-effective, reasonable transportation option available. Supporting documentation must reference the purpose of the trip and the departing location/destination.

VII. Miscellaneous Travel Expenses

1. Internet

Reasonable costs for required business use of the internet or wireless network incurred at the lodging site, during air travel, etc. will be paid or reimbursed.

2. Registration and Conference fees

Registration and conference fees are payable or reimbursable when it benefits the university. Receipts and/or supporting documentation for registration and conference fees must include:

- Dates of conference, convention, seminar, etc.
- Location and title of event
- Amount of fee and breakdown of specific costs (including meals, etc.) covered in the fee
- Proof of payment

3. Tolls

All tolls incurred and transponder units are reimbursable.

7. Related Documents

8. Policy History

First approved: June 12, 2025

*Prior to this date, the topics addressed in this policy were included in SYS 405, SYS 410, SYS 415, SYS 420, SYS 425, and SYS 430.

9. Scheduled Review

July 2030

Effective July 1, 2025

UW System Administrative Policy 405