UW-Madison Administrative Policy
Policy # 316
Effective Date: Oct 1, 2015
Last Updated: July 1, 2015
Last Reviewed: July 1, 2015
Next Review: Jan 1, 2020
Functional Owner: Controller, Division of Business Services, Dan Langer
Executive Sponsor: Associate Vice Chancellor (Interim), Division of Business Services, Dan Langer
Policy Contact: Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions. Divisional Business Offices may contact firstname.lastname@example.org with questions.
Registration fees for official participation at conferences, conventions, trainings or meetings related to University business are payable/reimbursable by the University.
Who This Policy Applies To
Faculty, staff, students, and non-employees traveling or using funds and/or resources administered by the University.
The University has a managed travel program. The travel policy and approval process is designed to ensure prudent usage of University resources while minimizing the administrative burden for travelers and support staff.
- Advance Payment/Reimbursement. The University will pay/reimburse a traveler for a registration fee in advance of the event/trip.
- Non-Payable/Reimbursable Expenses. The University will not pay/reimburse for non-business-related or optional activities (e.g. sightseeing tours, golf outings, family activities) or for expenses incurred for a spouse or companion traveler to accompany the University traveler.
- Documentation Requirements. Receipts are required for payment/reimbursement of registration fees. Supporting documentation must include the name of the event, a business purpose for attendance, the event dates and location, the amount of the registration fee and a breakdown of the specific costs included in the fee (e.g. meals, materials).
Consequences for Noncompliance
Failure to comply with UW-Madison Travel Policy or Procedures may result in disciplinary steps, up to and including dismissal.
Link to Related Guide
Link to Related Policies
Policy Number: 316