Policy/Procedure: 201.O Business Communications and Prepaid Phone Cards
Date: 11/30/01 (Updated 1/5/2012)
I. Statement of Policy
Reimbursable communication charges include phone calls, teleconferencing charges, prepaid phone cards, internet or e-mail connectivity (while in travel status), facsimile transmissions, telegrams, postage, and non-relocation shipping charges when the expense is incurred in conjunction with UW-Madison business. A receipt is required for all expenses. Personal phone calls are not reimbursable.
Note: High-speed internet connections to the homes of staff are not considered reimbursable expenses and additionally, are not acceptable purchases on the Purchasing Card.
Please note the following exceptions:
- For expenses related to cell phones, see the cell phone policy.
- Reimbursement for printing and photocopy charges are limited to $49.99 and must be purchased in compliance with UW-Madison printing-related purchases.
UW Madison employees may purchase prepaid phone cards for placing University business calls while in travel status. Such purchases can be made using the purchasing card or will be reimbursed when the traveler files an expense report. These purchases shall be limited to $25.00 per traveler/per month. Travel regulations require that all business calls over $25.00 be receipted and explained. By limiting the purchase of prepaid calling cards to $25.00 per traveler/per month, it will not be necessary to obtain a receipt for purchase or document calls placed on the card. Please code these prepaid phone card expenditures to the travel account code that reflects the type of business being conducted. Supervisors and Site Managers (if the purchasing card is used) will share the responsibility of monitoring the cost effectiveness of the prepaid calling card, business call volume, and any limitations needed above and beyond this policy.
When using the purchasing card to purchase prepaid calling cards for several travelers, please record the name of each traveler you've purchased a card for on the purchasing card log.
If you have long term or frequent need for placing business calls when in travel status, please contact DOIT for information on obtaining a University calling card (http://www.doit.wisc.edu/telephone/calling_cards.asp).
III. Related Documents
IV. Contacts
Dean/Director’s Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.
Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions.
Who should know this policy?
Deans, Directors, employees who travel and staff who prepare travel reimbursements.
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