322 Non-Payable/Reimbursable Expenses

UW-Madison Administrative Policy
Policy # 322
International Travel Policy

Effective Date: October 1, 2015
Last Updated: July 1, 2020
Last Reviewed: July 1, 2020
Next Review: December 31, 2020

Functional Owner: Associate Vice Chancellor, Division of Business Services, Dan Langer
Executive Sponsor: Associate Vice Chancellor, Division of Business Services, Dan Langer
Policy Contact: Travelers and departmental staff should contact their respective Divisional Business Office for policy questions. Divisional Business Offices may e-mail uwtravel@bussvc.wisc.edu with questions.


Policy Summary

This policy documents expenses not payable or reimbursable by the University.  The list is not all-inclusive.

Note: Sponsored projects (e.g., fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict use of funds for certain types of expenses.  Please contact the RSP accountant for your award with any questions.


Who This Policy Applies To

Faculty, staff, students and non-employees traveling or using funds and/or resources administered by the University.


Policy Detail

I. Following is a list of expenses which are not payable or reimbursable with University funds:

  1. Professional License Fees
  2. Late payment penalties and interest on My Corporate Card
  3. Lost/stolen cash or personal property
  4. Traffic citations, parking tickets and other fines
  5. Locksmith charges on either fleet, rental or personal vehicle, except when fleet or rental vehicles experience mechanical problems
  6. Parking costs at the assigned workplace
  7. Additional charges for late checkout or un-cancelled pre-payments (unless justified)
  8. Airline, car, hotel, and corporate card club membership dues
  9. Childcare or other dependent costs
  10. Kennel fees
  11. Decorative Items – The purchase of decorative items (plants, paintings, flowers, etc.) from University-administered funds is allowable only if the items are placed in a general reception area frequented by students and/or the general public. Additionally, decorative items may be purchased for an event if the participant’s fees cover payment for the items. The purchase of items placed in employee lounges, assigned offices or other work areas are not allowable.
  12. Appliances for break rooms (e.g. microwaves, refrigerators, coffee makers) are allowable if they are part of an approved building project or they are replacing existing, faulty appliances. Appliances for individual use in private offices are not allowed.
  13. Flight insurance
  14. Trip insurance
  15. Services paid directly to an individual by the University are allowable; however, due to the tax implications, services may not be paid by employees out of pocket and then claimed for reimbursement.

Consequences for Noncompliance

The University will not pay or reimburse for any cost that is non-compliant with this policy.  Failure to comply with UW-Madison policy or procedures may result in disciplinary steps, up to and including dismissal.


Revisions

Policy Number: 322
Date Approved: 7.1.19
Revision Dates

7.1.20

  • Expenses which do not have a UW-Madison business purpose – covered in policies 310 and 320
  • Items that require a receipt and no receipt showing payment is provided – covered in policy 320
  • Alcoholic beverages – allowable on Foundation funding in some circumstances
  • Spouse or family member’s travel costs. Chancellor’s and President’s spouse and host may be allowable with justification and proper approval. – Allowable as an Official Function, in some circumstances
  • Personal telephone calls, personal internet charges, personal fax charges – covered in policy 313
  • Personal items and services, (e.g. toiletries, luggage, clothes, haircuts, etc.) – covered in policy 310, 313.
  • Avoidable expenses for non-business related activities, such as sightseeing tours, golf outings, etc. – covered in policy 316
  • Extra fuel costs incurred to have a vehicle rental vendors refuel vehicles at above market fuel rates – covered in policy 315
  • Additional charges incurred for personal reasons involving vehicle rentals – covered in policy 315
  • Excess cost of circuitous or side trips for personal reasons – covered in policy 316
  • Repairs, towing service, lubrication, etc., for personal vehicles – covered in policy 313
  • Meals included in the cost of airfare, registration fees – covered in policy 313
  • Pay-per-view movies in hotel/motel room – covered in policy 312
  • Personal entertainment – obvious, not necessary to mention
  • Extra costs for additional person(s) in room – covered in policy 312
  • Lodging cost at unlicensed facilities – covered in policy 312
  • Lodging within 50 miles of the headquarters city (unless properly justified and approved) – covered in policy 312
  • Extra baggage charges for personal items, such as golf clubs, skis, etc. – covered in policy 311
  • Greeting cards – potentially allowable under Official Functions
  • House hunting expenses – potentially allowable under Official Functions
  • Expenses associated with fundraising/development – allowable on Foundation funding
  • Expenses incurred for an employee’s spouse, except as allowed for in certain circumstances. Contact uwtravel@bussvc.wisc.edufor more information. – potentially allowable under Official Functions