Reimbursement of Travel Expenses between Campuses Policy

The University of Wisconsin-Green Bay is a multi-campus university with four locations: Green Bay, Manitowoc Campus, Marinette and Sheboygan campuses. Subsequently, employees may be required to travel between these campuses to conduct university business. Under certain conditions and with limited application, an employee may be eligible for reimbursement for necessary and approved travel between the four campuses.

Travel between campuses, unless required by an employee’s appointment, should be infrequent and only done when alternative methods of communication or contact are not possible. Employees engaging in this travel should be mindful of the additional cost such travel places on the budget of the University.

Definitions

• "Home Campus" is the assigned campus location every employee shall be designated upon appointment. The campus will be one of the four locations and will be determined based on the location at which the employee performs more than 50% of the work of their appointment.
• "Secondary Campus" is the campus location other than an employee’s designated home campus in which the employee may be required to travel to as a requirement of their job.
• "Supervisor" is the assigned individual that provides direct oversight to an employee for performance management and typically approves travel or other related expenses based on organization chart and position descriptions.

Policy

1. When an employee is required to travel to another campus as a function of their position, travel to a campus other than their designated home campus, the employee will be entitled to reimbursement for the total mileage between the home campus and the secondary campus(es), subject to the following;
   1. that the employee’s supervisor has confirmed that the travel is reasonable and necessary for the performance of the employees job function and not discretionary;
   2. that alternatives to the travel are not practical or available, as determined by the supervisor;
2. If an employee has routine need to work at two or more campuses (travel between campuses more than once per week an average), the supervisor may, in lieu of submission of mileage reimbursement for travel from the home campus, provide the employee with additional compensation through payroll.
   1. Any amount provided under this application is established through a base rate adjustment process.  The figure should be reasonably based on the total amount traveled over a calendar year as applied to the current IRS mileage reimbursement rate. 
   2. Any payment made shall be in addition to regular compensation and subject to payroll tax and withholdings.
   3. In the event the routine need for travel between two locations is ended, any base rate adjustment awarded under this application would terminate. 
   4. The election of this application is subject to the approval of the employee, and any employee may retain the right to submit reimbursement requests consistent with IRS Code.  Notwithstanding, an employee who chooses this application or forgoes this application shall not be entitled to change their election within a single tax year. 
3. Temporary employees, contractors or employees with less than an 75% appointment with the University of Wisconsin-Green Bay are not designated a home campus and shall not be entitled to travel reimbursement necessitated for course appointments at different campuses.  
4. All employees are responsible for any parking fees or other campus fees associated with travel between campuses.
5. Reimbursement under this policy is for mileage cost only. Employees are not eligible for meal, per diem or other reimbursement for travel between the University of WisconsinGreen Bay campuses. Employees will not be entitled to reimbursement associated with Lodging without explicit approval from supervisor prior to expenses incurred or in the event of an emergency situation (e.g. weather).

Procedures for Expense Reimbursement

1. All requests for reimbursement for travel under this policy should follow the process established by the University of Wisconsin-Green Bay’s Controller's Office.
2. All mileage reimbursement requests under this policy shall be made not more than 90 days from the day of travel, and should be submitted within the same fiscal year (before June 30).
3. All reimbursements will be in compliance with the state and UW System guidelines to include UW System Administrative Policy 425. These guidelines can be obtained from the UW Green Bay Controller's Office website.