TRAVEL TIPS

[Airfare] [Lodging] [Meals] [Vehicles]

The State of Wisconsin does not use per diems. Meal claims must be reasonable and necessary and represent the amount actually spent. Maximums for each meal are shown in the Travelers Reference Guide or are available on the Financial Services website.

For a claim to be reimbursed in excess of the maximum, a receipt or detailed charge card slip must be provided, and there must be documentation showing that the cost was incurred outside of the employee's control. This generally means that the employee had no choice in selection of the restaurant or the menu items therein.

If an employee is buying lunch for someone else (who is also doing university business or an interview candidate), the employee should provide a receipt for both meals and indicate the person's name on the Travel Expense Report (TER) to be reimbursed for both meals. Meal maximums apply.

On the TER, meals must be itemized by day - do not use a lump sum amount for the trip.

On any particular day, an employee entitled to reimbursement for two or more consecutive meals may divide claims between meals as desired, as long as the maximum is not exceeded. Each day is considered separately for application of this policy. If meal maximums are not reached on one day, the savings do not accrue and cannot be applied to meal or other costs incurred on another day.

Departure/Return Times

Breakfast, departure must be before 6:00 a.m.

Lunch, departure must be before 10:30 a.m. and return after 2:30 p.m.

Dinner, employee must return after 7:00 p.m. or leave from headquarter city for overnight travel before 6:00 p.m.

1. Purchasing Airfare for a University Employee or a Student

The employee or student should obtain the lowest air fare possible (first class and business class is not reimbursable). If you receive a quote for $500 or more, obtain a second quote. Payment can be made via the following:

• Employee pays the travel agency directly and request reimbursement via a Travel Expense Report (TER). (Keep in mind the State Code of Ethics - it is a violation of the State Code of Ethics for employees who travel on business to benefit from any airline promotion, such as free tickets from frequent flyer miles, merchandise, etc.).
  
  
• Use the department procurement card after obtaining the lowest possible airfare. Remember to include all procurement card purchases on your TER in the shaded "Direct Billed Expenses" column and attach a copy of the procurement card receipt and itinerary.

2. Purchasing Airfare for a Guest Speaker, Interview Candidate, etc

There are two methods to purchase airfare for a guest speaker, interview candidate, etc.

• The speaker or candidate can make arrangements for their own airfare and request reimbursement from the University via a TER. They cannot be reimbursed for first class airfare or business travel. The department should obtain prices ahead of time to ensure the lowest fare is being obtained.
  
  
• Arrangements can be made using the department procurement card and any travel agency or travel web site.

3. Purchasing Student Group Travel (Athletic Teams, Student Organizations) Airfare

Note: Student Group airfare travel should never be charged to a personal credit card.

Depending on the cost of the ticket there are different procedures to follow:

• Airfare quoted at $1,499 or less - Submit invoice along with a Payment Authorization Form (not a Purchase Requisition) to the Travel Office. No other quotes need to be submitted, but always obtain tickets at the lowest possible price.
  
  
• Airfare quoted between $1,500-$24,999 - Submit three airfare quotes along with the purchase requisition (not a Payment Authorization Form). The purchase requisition should contain the following information:
  
  
  • The number of people going on the trip - break down the number of students and the number of staff. Provide names.
  • The Purpose, Destination, Dates of Travel and Cost.
  • If contracting with a Tour Company, provide copy of signed contract.
  
  
• Airfare quoted at $25,000 and over will need to go through the official sealed bid process. Contact the Purchasing Department for further details at 472-1633.

1. Employee Lodging

University employees should pay for their lodging and request reimbursement on the Travel Expense Report (TER). Only in extenuating circumstances should the lodging be direct billed, or paid on a procurement card.

The employee must provide an original itemized lodging receipt and itemize expenses by day on the TER.

Some cities are considered High Cost cities. Different maximums apply to these cities. Before traveling, check the Travel website to see if higher rates apply to your travel destination.

If you will be attending a conference and staying at the conference site, higher reimbursement for hotel costs are permitted. This does not apply to hotels simply recommended by the conference sponsor, it must be the conference site. If this is the case, provide a copy of the brochure, program or registration info that specifies that the hotel is the conference site.

With the exception of Milwaukee, Racine and Waukesha counties where the lodging maximum is $72, the maximum amount reimbursable per day for in state lodging is $62. The maximum amount reimbursable per day for out-of state lodging is the greater of $62 or the rate for specific high cost cities. We are tax exempt, so no taxes should be paid for in-state lodging when you provide your tax exempt card.

If you are sharing a room with another employee, you should each pay for your own half of the room and obtain your own itemized, original lodging receipt. Cross reference each other's name your TER and indicate that you are sharing the cost of the room. If the hotel allows only one person to pick up the whole bill, indicate on the TER that you are also paying for [Jane Doe's] lodging, and have [Jane Doe] explain that you had paid for the entire lodging bill on her TER.

2. Student Group Travel Lodging

1. If group lodging is a total of $1,499 or less, payment can be made via one of three methods:
   
   
   1. The staff member in charge can use their UW Travel Card or other personal credit card and request reimbursement via a TER. Itemized receipts must be attached and lodging must be within the city lodging maximums. (Remember the State Code of Ethics: it is a violation of the State Code of Ethics for employees who travel on business to benefit from any airline promotion, such as free tickets from frequent flyer miles, merchandise, etc.). If a deposit is required on a lodging bill that will be $1,499 or less, use your credit card.
      
      
   2. The staff member in charge can obtain a travel advance and then file a TER to account for expenses. Itemized lodging receipts must be attached to the TER.
      
      
   3. Finally, the preferred method is to submit a purchase order to the hotel. If it is necessary to send the hotel a cash deposit, indicate on the purchase requisition the date that the deposit is due. Use one purchase requisition--not one for the deposit and another for the balance. Since the staff member in charge usually takes the check with them, indicate the date the staff member will need to pick up the final check. If an adjustment needs to be made (i.e. a cancellation on a room or additional rooms required), notify the Travel Office as soon as possible to adjust the final balance due. Receipts must be returned to the Travel Office by the staff member in charge in a timely manner so that all monies can be accounted for. If a refund was given, a copy of the refund should also be submitted to the Travel Office. The purchase requisition must contain the following information:
      
      
      1. Hotel name and address.
      2. The number of people going on the trip - break down the number of students and the number of staff. Provide names.
      3. The purpose of the trip (i.e. cheerleaders for basketball).
      4. The number of rooms.
      5. The number of nights needed - provide dates.
      6. The cost for each night.

      NOTE: If the hotel is agreeable, a copy of the purchase order can be sent to the hotel; the hotel then bills the University and references the purchase order number. The University will then issue a check for payment.

2. If student group lodging is between $1,500-$24,999 - a purchase requisition must be submitted (there is no other choice of payment) along with three lodging quotes. The requisition should contain the following information:
   
   
   1. Hotel name and address.
   2. The number of people going on the trip - break down the number of students and the number of staff. Provide names.
   3. The purpose of the trip (i.e. cheerleaders for basketball).
   4. The number of rooms.
   5. The number of nights needed - provide dates.
   6. The cost for each night.

   NOTE: Again the preferred method, if the hotel is agreeable, is to send a copy of the purchase order to the hotel; the hotel then bills the University and references the purchase order number. The University will then issue a check for payment.
   
   However, most out of state hotels want their money, so a cash deposit with order can be issued if required. A second check will be issued before the group departure date for final payment. The staff member in charge is responsible for obtaining receipts and returning them to the Travel Office.

3. Group Lodging quoted at $25,000 and over will need to go through the official sealed bid process. Contact the Purchasing Department for further details at 472-1633.

3. Lodging for Speakers, Interview Candidates, etc.

1. The hosting department can make arrangements for guests; i.e. speakers, candidates, etc. The lodging maximum of $62 per night applies. The following methods should be used for payment.
   
   
   1. Arrange with the hotel to direct bill the University or pay for the lodging on the department procurement card. The University will pay for lodging only, no movies, room service, etc, so the guest will need to pay for these charges personally. NO taxes should be charged, as we are tax exempt (Tax exempt number is ES40706). The $62 lodging maximum per night applies.
      
      
   2. The Guest pays the lodging bill and then requests reimbursement on a TER, attaching an original, itemized lodging receipt. The $62 lodging maximum per night applies. Since the person does not have a tax exempt card, the department should still make the reservation and provide the tax exempt information at that time so that taxes are not charged.

Fleet Vehicles

Employees, including student employees, with a good driving record and a valid driver's license may use a fleet vehicle when conducting institution business.

Contact the Transportation Office for additional requirements and availability of vehicles.

Passengers in fleet vehicles are restricted to individuals who are conducting UW business.

The UW System is self-funded for insurance which protects the institution and authorized drivers when on official business.

Fleet vehicles may not be used for personal travel.

Mileage Reimbursement

When an employee has requested a fleet vehicle, but one is not available and the employee uses his/her own vehicle, the employee obtains a certificate of non-availability from the Transportation Office. The employee will then be reimbursed at the higher rate, currently $.325 per mile, for all actual miles driven.

If a certificate of non-availability is not obtained and the employee uses his/her personal vehicle, the mileage is paid as follows:

• If the round trip mileage does not exceed 100 miles, the reimbursement rate is $.325 per mile.
  
  
• If round trip miles, regardless of number of days traveled, exceeds 100 miles for the total trip, the mileage rate is $.22 per mile for all miles traveled.

If the employee is traveling to the airport (Madison, Milwaukee, or Chicago) to get on a plane, the rate is $.325 per mile.

Non-State employees who are conducting University business can be reimbursed at the higher rate $.325 per mile.

When claiming mileage on the Travel Expense Report (TER), for each day include the times departed and arrived; indicate the starting point and destination. Provide detail as to why you are traveling - do not use "attending a meeting" or "attended a conference" - give the name of the conference/meeting.

An additional one cent per mile can be reimbursed to an employee for the use of a personal vehicle when used as an emergency vehicle or when the installation of special equipment is required, such as the pulling of trailers, or under conditions which cause excessive wear or depreciation.

An additional one cent per mile can be reimbursed to an employee for transporting two or more passengers in addition to the driver in a privately owned vehicle, provided the passengers are also engaged in UW business. The names of employee passengers must be listed on the TER of the driver when seeking reimbursement in excess of the standard reimbursement rate.

Handicapped persons who use a privately owned, specially equipped van on UW business can be reimbursed at the rate of $.50 per mile. When a state owned van, specially equipped for disabled employees is available, the reimbursement rate shall be $.45 per mile unless a certification of non-availability is provided.

Employees can be reimbursed for the use of privately owned motorcycles on UW business at the rate of $.162 per mile. Only one individual (the driver) can be transported on a motorcycle.

Charges for repairs, tow service, locksmith services, jump starts, lubrication, traffic citations, parking tickets, etc. are the employee's responsibility and are not reimbursable.

At the employee's request, reimbursement for gasoline cost in lieu of using the mileage rate will be allowed if receipts are provided and the total claim does not exceed the mileage rate that would have been allowed.

Keep in mind when claiming mileage, the beginning point to the destination must be the most cost effective for the University. Whitewater is considered the headquarter city for all employees, which means that employee travel to Whitewater from home is not reimbursable. Further, if the employee lives in Milwaukee and goes to Racine on business, since the shorter distance is from the employees home to Racine, it would be most cost effective to leave from Milwaukee and go directly to Racine, rather to come to Whitewater first, so the employee would be paid the shorter distance. If however, the employee lived in Madison and traveled to Racine from home, it would be more cost effective to go to Racine from Whitewater, so the employee would only be paid the distance from UWW to Racine.

Mileage from UWW to most Wisconsin cities is listed in a chart on the Travel website. This is the mileage used to review TER mileage. If excess mileage is claimed on a trip, an explanation should be noted, i.e. picked up passenger also going to airport; detour; etc.

Rental Vehicles

A rental vehicle may be used in situations where it is the most cost efficient means of transportation, or when the efficient conduct of UW business precludes the use of other means of transportation. Be prepared to justify why a rental car was needed if shuttle services are available at reasonable prices.

The vehicle rented should be reasonable in terms of size, cost, number of passengers and cargo to be transported. Claims for reimbursement of other than subcompact, compact or midsize models for reasons such as three or more passengers, bulky equipment, etc., must be documented in writing. Only individuals involved in State/UW business shall be included in the count.

The State of Wisconsin and the Big 10 have contracts with Enterprise and National rental companies for discounted rates that include insurance coverage. Employees who rent vehicles must use a contract vendor. All contract rates for domestic rentals include free collision and liability insurance, therefore, if such coverage is inappropriately offered by the rental agent, it should be declined. The contract number and if in-state, tax exempt number, must be provided to the vendor.

If a contract vendor cannot provide a vehicle, another vendor can be used. The TER must state that the contract vendor could not provide service. If renting from a non-contract vendor, the collision/theft damage insurance (LDW) is reimbursable and must be purchased. If you are charging the cost of the rental to a UW Travel card, insurance coverage is provided with some limitations (be aware of what is provided before you rent so excess costs are not incurred). Reimbursement for the cost of renting from a non-contract vendor, when a contract vendor was available, is limited to the lowest contract rate that would have been incurred had a contract vendor been used.

For vehicle rentals in foreign areas, collision/theft (LDW) insurance must be purchased with both contract and non-contract vendors.

When obtaining reimbursement for a rental vehicle, the original rental agreement and receipts for gas purchases must be submitted. Employees should fill the gas tank before returning rented vehicles unless the contract specifies other options that are less costly to the UW. Information about the contract vendors follows:

Enterprise (For Rentals in Wisconsin only) Booking Code: Request the "State Rate" Phone Number: 1-800-736-8227

• Special Services: Will pick up employees at workplace and transport to and from rental location or will provide free parking of employee's car at rental location.
  
  
• Rentals for interview candidates will need to use National, as the State's Enterprise contract does not allow non-employees to use the contract.

National Car Rental Booking Code/ID # 5766241 Phone Number: US/Canada: 1-800-227-7368 Other Countries: 1-800-227-3876

• Perk: Emerald Club: Available to all UW travelers, but you must apply. Offered at most major airports, the service takes you away from counter lines directly to the Emerald Aisle. Emerald Club members drive full-size cars at mid-size prices. Special Services: Provide a 24 hour, toll-free phone number to obtain road service assistance.

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