Once you’re there

How to determine what you can pay for or be reimbursed for while traveling on UW-Madison business


Including things like how to change or cancel flights, using local transportation, and insurance coverage.

Things to do while traveling

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Using local transportation and tipping

Local transportation while in travel status is payable/reimbursable to the extent it is supported by a business purpose.

Travel by taxi, shuttle, subway, Uber/Lyft/rideshares, bus, train, or any other necessary means of transportation is allowable.

Travelers should choose the most reasonable, cost-effective means of traveling locally.  Payment/reimbursement for tips is limited to 20%.

Cancelling/Changing Flights

Costs associated with cancelling or changing a flight are payable/reimbursable provided the reason for the cancel/change is outside of the traveler’s control.

Flights can be cancelled in Concur or by contacting the University’s contracted travel agency.

Receipts and Other Supporting Documentation

Travelers are responsible for retaining their receipts and other supporting documentation in accordance with the University’s receipt requirement.  Reimbursement may be reduced or disallowed if costs are not supported by an itemized receipt. It may be necessary to save other supporting documentation as well.  For instance, if a conference’s dates change unexpectedly, it may be necessary to retain the email correspondence between the conference organizers and the traveler in order to support the fees for changing the flight.

Contact

Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.

Divisional Business Offices may e-mail uwtravel@bussvc.wisc.edu with questions.