Travel Reimbursement

Before booking any travel, please read and comply with the University's policies.

• Comply with UW Madison Policies (ask Desi Olson if you are in doubt)
• Submit expense reports within 90 DAYS of the last travel date
• Prepare to justify your travel with supporting business purpose and how it benefits the UW.
• If paid claims are determined to be inappropriate or out-of-policy, the Traveler is required the reimburse the University for the amount paid

Key Points of the Policy - 

• REGISTRATION FEE - These are usually prepaid in advance to claim your spot at the conference
• You can request reimbursement for these ahead of time
• On following Expense Report, it will be marked as prepaid
• Desi can pay for these via dept credit card to avoid ER and out of pocket expense

• ALL Flights MUST be booked via Concur NO EXCEPTIONS - https://www.concursolutions.com/home.asp
• IF you do not book through Concur, your flight cannot be reimbursed
• Flight comparison is required if booking outside of price or preferred airline of the UW
• You can depart from MSN, MKE, or ORD
• Departing and/or returning other than the stated cities above, is allowed ONLY if the fare is more cost effective
• Must provide cost comparison if you go this route

• Hotels/Lodging MUST be booked via Concur or with the hotel DIRECTLY
• IF more cost effective rayes are available outside of Concur, you MAY reserve lodging directly with Desi and will need to provide cost comparison
• Expedia, Hotels.com, Kayak, Priceline, Airbnb, Hotwire, and any other 3rd party site is NOT ALLOWED for booking! You will not be reimbursed.

• Bus & Train Transportation is allowed and may be reimbursed

• Use of Private Vehicle, Rental Vehicle, or Fleet Vehicle
• YOU MUST BE AN APPROVED DRIVER NO MATTER WHAT if you choose to use any sort of vehicle for your travel transportation
• You can get approved here: https://fleetportal.wi.gov/VUA

Fun Facts!