How do I determine meal per diem and lodging maximums for a given location?
How long after a trip or an expense do I have to request reimbursement?
All expense reimbursements must be submitted within 90 days. The days are counted from the first day after the last expense.
How often should I report local mileage travel, day trip allowances, or supplies purchased?
Ongoing daily expenses such as mileage, supplies, and daily allowance expenses should be submitted at least monthly but can also be submitted weekly or more often as needed.
Is fuel cost a claimable expense?
Fuel expenses related to travel are reimbursable for rental vehicles or fleet vehicles only if there are issues experienced with the fleet fuel card. Fuel purchased for equipment such as mowers and tractors would be reimbursable through the expense reimbursement system. Fuel expenses incurred while using a personal vehicle to conduct UW business is reimbursed via mileage reimbursement only.
Is sales tax reimbursable through the expense reimbursement process?
Sales tax on purchases made in Wisconsin is not reimbursable because the UW is tax exempt. When traveling or making purchases on behalf of the UW, the tax exempt certificate or a tax exempt card that can be obtained via CALS Business Services should be presented to avoid being charged sales tax.
Are visa and passport fees reimbursable?
When required for travel, visa fees are payable/reimbursable by UW-Madison. Passport origination and renewal fees are payable/reimbursable when the need to obtain or renew a passport arises because of UW business travel.
Can I be reimbursed for tips?
No. Tips for personal meals are included in the Meal & Incidental expenses (M&IE) per diem. The M&IE per diem also includes costs for personal phone calls, laundry, hotel maid tips, porterage tips, and bottled water. However, up to 20 percent gratuity is allowed on group business meal and pre-approved official function meal expenses.
Are printing costs reimbursable?
Printing services must be ordered through internal services from either Digital Printing & Publishing Services (DP&PS) or University Marketing. If an outside vendor is used, the purchase must be $49.99 or under. Printing purchases $50 or more from an outside vendor must go through purchasing and are not reimbursable through expense reimbursement.