There has been an increase in University travel cancellations due to the current financial uncertainty. Please reference the UW TravelWIse website for guidance on cancelling upcoming travel.
Disbursements
Policy Exception Approval Request Form
This form is used to request policy exception approval to allow for reimbursement of noncompliant transactions. Once submitted, the form is automatically routed to Divisional Business Office contacts for approval. This form is intended to be used only by Divisions participating in the Division of Business Services centralized audit of expenses.
How to obtain a policy exception for a noncompliant expense report (Claimant/Submitter)
Instructions for a claimant/submitter on how to obtain a policy exception for a noncompliant expense report. Applies to UW–Madison expense reports.
How to review a policy exception request for an expense report (Divisional Business Office)
Instructions for Divisional Business Office employees on how to review a policy exception for a noncompliant expense report. Applies to UW–Madison expense reports.
Travel and Card Policy Updates – October 2024
As of October 1, 2024, several changes were made affecting travel policy and expense reimbursement/payment approval guidance. These changes stem from the August 2024 update to the UW–Madison Remote Work Policy.
Exception Request for Business Travel Form
This form is to be used on a per-trip basis and be completed if the business traveler is requesting an exception from the travel policy (UW-3015) as it pertains to the remote work policy (UW-5087).
Travel and Card Policy Updates – July 2024
The Travel and Card team is pleased to announce several modifications to existing policies: Air Travel (UW-3016), Vehicle Use/Rental (UW-3019), Expense Reimbursement (UW-3024), and Non-payable/Non-reimbursable Expenses (UW-3026). This post includes a summary of the changes and impacts.
Travel agency transition to Fox World Travel is complete
The transition of individual travel services to Fox World Travel is live as of July 1, 2024. Any upcoming, previously booked reservations with Travel Incorporated were moved to Fox World Travel. All new reservations should be booked with Fox World Travel or in Concur.
Updates on travel agency transition to Fox World Travel
On July 1, 2024, UW System Administration’s required contracted vendor for individual travel, Travel Incorporated, will be replaced by Fox World Travel. Divisional travel coordinators must complete several time-sensitive tasks to prepare for the transition.
April 2024 Travel, Expense, and Card Policy Updates
The Travel and Card team is happy to announce updates and changes to the following policies: UW-3018 (Meals and Incidentals), UW-3022 (International Travel), UW-3024 (Expense Reimbursement), UW-3026 (Non-Payable/Non-Reimbursable Expenses), and UW-3075 (Official Functions and Expenses).