
Long-Distance Ground and Local Transportation Rationale/Purpose of the Policy The university has a managed travel program. This policy establishes standards for the prudent use of university resources for long distance ground and local transportation, while ensuring the safety of travelers and minimizing the administrative burden on travelers and support staff. Definitions Business Purpose The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the university. Commute Mileage Mileage between the traveler’s home and the traveler’s assigned work location. Local Transportation Transportation while on university-sponsored travel within a city or immediate location including bus, subway, taxi, ride-sharing services, and any other necessary means of transportation. Long-distance Ground Transportation City-to-city transportation, while on university-sponsored travel, including bus and train. 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. Supporting Documentation Any materials required to support a specific purchase as outlined in UW-Madison policies and procedures. Traveler An individual (e.g., employee, student, non-employee) authorized to travel on behalf of the university for official university business. University-sponsored Travel Travel that is any of the following: 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 Standards for Travel Individuals who participate in university sponsored travel and those who make university sponsored travel arrangements must: Understand and comply with university travel procurement and payment policies. Secure pre-trip approval or authorization prior to incurring travel expenses. Utilize contracted suppliers and the managed travel program as required. Obtain receipts or other supporting documentation for expenses that include a clear business purpose. Associated Costs/Fees Costs for long-distance ground transportation and local transportation are payable/reimbursable when necessary to conduct UW business. Payment/reimbursement is limited to the most cost-effective, reasonable transportation option available. Transportation between the traveler’s home and assigned work location, regardless of transportation method, is not payable/reimbursable. Reasonable, customary tips for drivers are payable/reimbursable. Receipt/Documentation Requirements Receipts are required for ground transportation payments on a purchasing card and for reimbursement requests over $50. Supporting documentation must reference the purpose of the trip and the departing location/destination. Consequences for Noncompliance Purchases not made in accordance with this policy will be deemed unauthorized and will not be paid or reimbursed by the university. Related UW-Madison Policies UW-3015 University Travel UW-3016 Air Travel UW-3017 Lodging UW-3018 Meals and Incidentals UW-3019 Vehicle Use/Rental UW-3021 Registration Fees UW-3022 International Travel Expenses UW-3023 Payment for Services, Travel, and Expense Reimbursement for Non-Employees UW-3024 Expense Reimbursement UW-3025 Cash Advances UW-3026 Non-Payable/Non-Reimbursable Expenses UW-3033 Tax Exemption Related UW–Madison Documents, Web Pages, or Other Resources Reimbursing a Non-Employee Travel Planning and Booking External References Concur Support Guides, Including how to Cancel/Change Reservations Employee and Non-Employee Travel Guides Policy Administration Approval Authority Assistant Vice Chancellor of Business Services and Controller Policy Manager Travel Manager Policy Contact Departmental staff should contact their respective Divisional Business Office for policy questions. -- Divisional Business Officers may contact, expensereimbursement@bussvc.wisc.edu Policy History Effective Date 10-1-2015 Revised Dates 07-01-2020, 4-28-2023, 10-01-2024, 07-01-2025 Reviewed Dates 07-01-2020, 07-01-2025

Long-Distance Ground and Local Transportation

Rationale/Purpose of the Policy

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

Definitions

Business Purpose

The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the university.

Commute Mileage

Mileage between the traveler’s home and the traveler’s assigned work location.

Local Transportation

Transportation while on university-sponsored travel within a city or immediate location including bus, subway, taxi, ride-sharing services, and any other necessary means of transportation.

Long-distance Ground Transportation

City-to-city transportation, while on university-sponsored travel, including bus and train.

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.

Supporting Documentation

Any materials required to support a specific purchase as outlined in UW-Madison policies and procedures.

Traveler

An individual (e.g., employee, student, non-employee) authorized to travel on behalf of the university for official university business.

University-sponsored Travel

Travel that is any of the following:

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

Standards for Travel
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. Secure pre-trip approval or authorization prior to incurring travel expenses.
3. Utilize contracted suppliers and the managed travel program as required.
4. Obtain receipts or other supporting documentation for expenses that include a clear business purpose.
Associated Costs/Fees
1. Costs for long-distance ground transportation and local transportation are payable/reimbursable when necessary to conduct UW business.
2. Payment/reimbursement is limited to the most cost-effective, reasonable transportation option available.
3. Transportation between the traveler’s home and assigned work location, regardless of transportation method, is not payable/reimbursable.
4. Reasonable, customary tips for drivers are payable/reimbursable.
Receipt/Documentation Requirements
1. Receipts are required for ground transportation payments on a purchasing card and for reimbursement requests over $50.
2. Supporting documentation must reference the purpose of the trip and the departing location/destination.
Consequences for Noncompliance
Purchases not made in accordance with this policy will be deemed unauthorized and will not be paid or reimbursed by the university.

Related UW-Madison Policies

UW-3015 University Travel

UW-3016 Air Travel

UW-3017 Lodging

UW-3018 Meals and Incidentals

UW-3019 Vehicle Use/Rental

UW-3021 Registration Fees

UW-3022 International Travel Expenses

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

UW-3024 Expense Reimbursement

UW-3025 Cash Advances

UW-3026 Non-Payable/Non-Reimbursable Expenses

UW-3033 Tax Exemption

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

Reimbursing a Non-Employee

Travel Planning and Booking

External References

Concur Support Guides, Including how to Cancel/Change Reservations

Employee and Non-Employee Travel Guides

Policy Administration

Approval Authority

Assistant Vice Chancellor of Business Services and Controller

Policy Manager

Travel Manager

Policy Contact

Departmental staff should contact their respective Divisional Business Office for policy questions. -- Divisional Business Officers may contact, expensereimbursement@bussvc.wisc.edu

Policy History

Effective Date: 10-1-2015
Revised Dates: 07-01-2020, 4-28-2023, 10-01-2024, 07-01-2025
Reviewed Dates: 07-01-2020, 07-01-2025