Travel Information

Travel Requirements
Meals
Lodging
Transportation
International Travel

Travel & Transportation FAQs
Travel Expense Report Tips

Travel Requirements

In-State

Requires supervisor approval

Within Academic Affairs:

  • Travel by a faculty member who will be absent from one or more assigned classes as the result of University related travel requires pre-approval by the Academic Dean

  • Reimbursable expenses (to be claimed on a Travel Expense Report) including Motor Pool, require pre-approval by the account manager/budget authority (director, unit chair, etc.)

Out-of-State

Requires pre-approval by a University Officer through use of the campus travel authorization form.

The completed Travel Authorization Form must be forwarded to the Travel Coordinator, Controller's Office, ONLY when an airfare is involved..

Within Academic Affairs:

  • Pre-approval has been delegated to the budget division level (i.e. Academic Dean/Associate Provost/Director or designee)

  • Travel by a faculty member who will be absent from one or more assigned classes as the result of University related travel requires pre-approval by the Academic Dean

  • Reimbursable expenses (to be claimed on a Travel Expense Report) including Motor Pool, require pre-approval by the account manager/budget authority (director, unit chair, etc.)


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Meals

Timelines for: Meal Maximum Amount*
In-State Out-of-State
Breakfast Depart home before 6:00 AM $8 $10
Lunch Depart work before 10:30 AM and return after 2:30 PM $10 $15
Dinner Depart headquarters for overnight travel before 6:00 PM or must return after 7 PM. $20 $25

*Maximum amount includes tax and tip. Tips are limited to 15%.

Expenditures for alcoholic beverages are not reimbursable.


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Lodging

  • Maximum amount is $82 for most of Wisconsin
  • $90 maximum for Milwaukee, Racine, or Waukesha Counties
  • Employee can select own lodging. Reimbursement is subject to travel maximums
  • Use tax exempt card as state and local taxes will not be reimbursed
  • Lodging within 50 miles is not reimbursable without written justification and approval of supervisor

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Transportation

Fleet Vehicle

Rental Car
(May require justification)

Required Receipts:

  • Rental receipt - final invoice/billing
  • Gas receipts must show price per gallon and number of gallons

Taxi

Receipt required if one-way fare exceeds $25

Private Vehicles

Mileage Reimbursement:

  • Higher rate under 100 miles or less per day/per roundtrip
  • Lower rate 100 miles or more without a non-availability slip

Airfare

Airfare Policy


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International Travel

International per diem meal limits are available from the U.S. State department. These rates vary by city and can change monthly. The daily total for international meal per diems should be allocated as follows: Breakfast 20%, Lunch 30%, Dinner 50%. www.oanda.com

International per diem limits are updated frequently and may rise or fall between the time you plan your trip and the actual trip itself. The rate in effect during the actual trip dates is the limit that applies to your Travel Expense Report.


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