Travel Reimbursement

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

Expense Reimbursement with Travel

First and foremost, it is the traveler's responsibility to understand and comply with UW Travel policies! Please get to know the policies, as they can change.

Traveler Responsibilities -

  • 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
    • 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,, 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:

Fun Facts!

  • ER Tool -
  • Anything can be booked by Desi Olson with the department p-card to avoid reimbursement
  • Must provide award letter
  • ATTACH all receipts into the report

Pre-Approval Travel

Although this requirement varies by department/division, any use of funds which involve the use of State GPR (accounts using 101, 104, or 402) is required to have pre-approval form filled out and completed, when traveling out of state. Please submit to Desi Olson 

Keywords:travel reimbursement expenses receipt policy purchasing https geographywiscedu   Doc ID:87748
Owner:Desi G.Group:Department of Geography
Created:2018-11-14 14:12 CDTUpdated:2022-11-30 13:46 CDT
Sites:Department of Geography
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