Policy: 201.R – Travel Incidentals

Statement of Policy

Some incidental travel expenses are included in the M&IE per diem allowance (see Policy 201.I – Meals & Incidental Expenses).  Others are payable/reimbursable separately if incurred while conducting official University business.  For specific receipt requirements, see Policy 201.L – Receipt Requirements.

Note: Sponsored projects (e.g., fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict use of funds for certain types of expenses.  Please contact the RSP accountant for your award with any questions.

  • Baggage Fees: See the Associated Fees section of Policy 201.A – Air Travel.
  • Bottled water: The cost of bottled water is included in the Meals and Incidental Expenses per diem allowance.  See the UWTravelWIse Calculator to determine the maximum for each location.
  • Currency Processing Fees: The University will reimburse for processing fees (e.g. ATM transactions, travelers checks, foreign currency exchanges) when justified as necessary to conduct University business.
  • Gasoline for a rental vehicle: See Policy 201.D – Vehicle Rental and Gas.
  • Hotel Employee Tips: Hotel employee tips are included in the Meals and Incidental Expenses per diem allowance.  See the UWTravelWIse Calculator to determine the maximum for each location.
  • Internet Connectivity Fee: The University will pay/reimburse for internet connectivity fees if the service is necessary to conduct business while in travel status.
  • International Calling Plans: If supported by a business justification, the cost of an international calling plan associated with international travel is reimbursable by the University.
  • Laundry, Dry, Cleaning and Pressing: The cost of laundry, dry cleaning and pressing is included in the Meals and Incidental Expenses per diem allowance.  See the UWTravelWIse Calculator to determine the maximum for each location.
  • Local Transportation (taxi, shuttle, subway, etc.): The University will pay/reimburse local transportation costs when necessary for business-related activities, not including transportation to/from places of lodging or business to obtain personal meals. See Policy 201.E – Train, Bus, Taxi and Other Public Transportation.
  • Meals: See Policy 201.I – Meals & Incidental Expenses (M&IE).
  • Milage: Mileage is reimbursable when an individual drives a privately owned vehicle in order to conduct UW-Madison business. See Policy 201.B – Privately Owned Vehicle Expenses for specifics..
  • Parking: Parking charges incurred while on authorized official business are reimbursable.  Parking charges incurred at the employee’s headquarters are not reimbursable.
  • Phone Calls: Phone calls are included in the Meals & Incidental Expenses per diem allowance.  See the UWTravelWIse Calculator to determine the maximum for each location.
  • Registrations: See Policy 201.S – Registration Fees.
  • Tips: Tips are included in the Meals and Incidental Expenses per diem allowance.  See the UWTravelWIse Calculator to determine the maximum for each location.
  • Tolls: The University will reimburse toll charges incurred while traveling on University business.  Advance deposits placed on individual toll pass accounts are not reimbursable.
  • Travel Visas: Visa fees are payable/reimbursable by the University when required for University business travel.  Fees for issuing or renewing passports are not payable/reimbursable.
  • Vaccinations: When required for foreign business travel, inoculations/vaccinations not covered by the traveler's insurance are reimbursable by the University.

Contacts

Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.

Divisional Business Offices may contact uwtravel@bussvc.wisc.edu with questions.