Policy Number: UW-3015
University
Responsible Office: Accounting Services, Division of Business Services

University Sponsored Travel

Rationale/Purpose of the Policy

The university has a managed travel program. This policy establishes standards for the prudent use of university resources for travel while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff.

Definitions

Accommodation for Religious Observance
A change to the terms or conditions of employment that eliminates the conflict between employment requirements and the religious practices of the employee. Accommodation frequently involves schedule changes to allow religious observance or changes to a workplace dress code. Employees do not lose their rights to accommodation of their religious beliefs if they temporarily tolerate a schedule or dress requirement. More information is available at the Wisconsin Department of Workforce Development.
Business Purpose
The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the university.
Managed Travel Program
Established policies, procedures, and best practices – universally applied to all travelers – designed to protect travelers, reduce costs, and allow for effective reporting while minimizing administrative burdens on travelers, travel arrangers, and travel approvers.
Non-employee
An individual traveling on behalf of the University who does not have a current employee appointment (e.g., contractors, volunteers, former employees, students). Generally, travel policies apply to non-employees the same as employees.
Pre-Paid Expenses
Goods or services that are paid for in advance of use (e.g., airline ticket, registration fees).
Reasonable Accommodation
Modifications or adjustments for a qualified employee or job applicant with a disability, as defined in 29 C.F.R. § 1630.2(o)
Religion
In accordance with Title VII of the Civil Rights Act of 1964, all aspects of religious observance and practice as well as belief, not just practices that are mandated or prohibited by a tenet of the individual’s faith. More information is available from the Equal Employment Opportunity Commission (EEOC) Fact Sheet: Religious Accommodations in the Workplace
Traveler
An individual (e.g., employee, student, non-employee) authorized to travel on behalf of the university for official university business.
Travel Status
Period during which an individual is traveling at the direction of the University on official University business outside the vicinity of his/her normal work (headquarter) location or residence. Travel status is less than one year or 365 days in one location.
University-sponsored travel
Travel which is either:
  • 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.

Scope

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

This policy excludes:

  • NCAA-funded travel which is governed by NCAA policy.
  • Sponsored projects which are subject to the terms and conditions of the specific awards, as well as applicable program guidelines that may restrict the use of funds for certain types of expenses.

 

Policy

  1. Standards for University Sponsored Travel
    1. Individuals who participate in university sponsored travel and those who make university sponsored travel arrangements must:
      1. Understand and comply with university travel procurement and payment policies.
      2. Understand and comply with the travel rate maximum(s) for the location(s) and date(s) of travel.
      3. Secure pre-trip approval or authorization prior to incurring travel expenses.
        1. Pre-trip approval requirements vary by division/department. It is the traveler’s responsibility to know and follow internal travel approval procedures and to confirm budget availability prior to making travel arrangements.
        2. Travel reimbursement 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. Divisions have the authority to approve or deny travel during leaves or periods of non-employment in accordance with the need for the traveler to represent the university.
      4. Utilize contracted suppliers and the managed travel program as required
      5. Not accept items of value related to conducting university business.
      6. Obtain receipts or other supporting documentation for expenses that include a clear business purpose.
    2. Non-Employee Travel
      1. University employees making travel arrangements for non-employees are responsible for ensuring non-employees adhere to the university’s travel policies. 
      2. Non-employee travel expenses that do not conform to university policy will be paid as a tax-reportable fee for service.
  2. Personal Travel
    1. When combining business and personal travel, the university will not pay costs directly associated with personal days of travel (e.g., additional days of lodging, meal and incidental per diems, parking, vehicle rental, etc.).
    2. Travelers must personally pay any excess costs or additional expenses incurred for personal preference, convenience, or additional expenses outside of university policy.
  3. Sales Tax Exemption
    1. The university is exempt from the payment of Wisconsin sales and use tax. 
    2. Travelers must provide the university’s tax exempt certificate to vendors when making tax-exempt purchases.
  4. Arrivals and Departures
    1. Travelers must determine the necessary travel schedule that allows sufficient time for university business to be conducted.  
    2. Arrival on the day prior to a business event and departure on the day after business concludes is allowable.  
    3. For international travel, arrival up to two days prior to the business event is allowable.
  5. Changes and Cancellations
    Expenses incurred due to changes or cancellations in travel arrangements outside the traveler’s control are payable/reimbursable with justification
  6. Exceptions to Policy
    1. Reasonable Accommodations
      1. The university provides reasonable accommodations to qualified employees with medical conditions or physical limitations in accordance with applicable federal and state laws.
      2. Some accommodations may result in expenses outside of policy or rate limitations.
      3. Employee travelers who seek disability-related accommodations must contact their Divisional Disability Representative (DDR) prior to making travel arrangements.
      4. Non-employee travelers who seek disability-related accommodations must contact the McBurney Disability Resource Center prior to making travel arrangements.
    2. Religious Accommodations 
      1. The university provides accommodations to employees for sincerely held religious beliefs and practices in accordance with applicable federal and state laws. 
      2. Some accommodations may result in expenses outside of policy or rate limitations.
      3. Employee travelers who seek religious-related accommodations must contact their divisional human resources (HR) office prior to making travel arrangements.
  7. Ethics
    1. Accepting items of value related to conducting University business is not allowed.
    2. Unless specifically noted, University travelers cannot personally benefit from travel related contracts, utilize negotiated discount rates, or receive tax exemption for personal travel.
    3. Benefits or services earned as a result of personal travel should not be applied to University business travel.
    4. Travelers will not be compensated for use of personal travel program rewards.
  8. Consequences for Noncompliance
    1. Any travel-related purchase that is not made in accordance with this policy will be deemed unauthorized and will not be reimbursed. 
    2. Travel expenses pre-paid by the university, but subsequently deemed unauthorized, will be recoverable from the traveler. This may include deduction from the employee’s payroll check or involvement by the Office of General Counsel to recover costs from students or non-employees. 
    3. Each division’s chief business officer is responsible for implementing processes to recover funds from travelers when travel expenses are pre-paid by the university but later determined to be unauthorized.

Related UW-Madison Policies

Related UW–Madison Documents, Web Pages, or Other Resources

External References

Policy Administration

Approval Authority

Assistant Vice Chancellor of Business Services and Controller

Policy Manager

Travel Manager

Policy Contact

Travel and Card Manager -- Travel and Card Manager, uwtravel@bussvc.wisc.edu

Policy History

Effective Date
10-5-2015
Revised Dates

07-01-2020, 10-06-2022, 10-04-2023, 03-02-2024, 10-01-2024, 04-07-2025, 07-01-2025

Reviewed Dates

07-01-2020, 07-01-2025
University of Wisconsin–Madison — University Policy