Travel | University of Wisconsin Law School

Travel Reimbursements
e-Reimbursement System
Forms
Air Travel
Hotels
Fleet Vehicles
Personal Vehicle Use
Car Rentals
Relocation (For new faculty)

Travel Reimbursements

There are many rules regulating travel reimbursements through the UW System.

Please note:

Useful travel information can be found at: http://www.bussvc.wisc.edu/acct/travel/welcome.html

Per diem meal policy and rates can be found at: http://www.bussvc.wisc.edu/acct/policy/travel/meals.html

International per diem rates can be found at:
http://aoprals.state.gov/web920/per_diem.asp

**To calculate foreign per diem rates, use website above and complete the following steps:
1) Use the drop down box and find the country to which you are traveling and click on that country.
2) Click the "Go" button and find your destination city. Look at the "M & IE Rate."
3) To determine the per diem for breakfast, lunch and dinner, use the total "M & IE Rate" and go to this website: http://aoprals.state.gov/content.asp?content_id=114&menu_id=81
4) Scroll down to the total M & IE Rate, and find what is reimbursable for breakfast, lunch, dinner and incidentals. These are your maximum per diem rates.

Lodging policy and rates can be found at: http://www.bussvc.wisc.edu/acct/policy/travel/lodging.html

Travel site "Orbitz" should not be used...

Since the travel site "Orbitz" is not in compliance with the State of Wisconsin sales tax collection requirements, Orbitz cannot be used for any booking of travel (flights, hotels, or car rentals) when payment or reimbursement is being made from University or State administered funds. Orbitz has been listed as an Ineligible Vendor since 2006.

e-Reimbursement System

All reimbursements are now done online, and for us to put the request in the system, we will need you to complete the Delegation Authority portion of the reimbursement. Below are the directions to add a delegate:

Delegate Entry Authority:

1) Go to the following website:
https://authhub.wisconsin.edu/?app=SFS

2) Making sure that the campus states: UW MADISON, log in using your net id and password.

3) Click on the "Assign an Alternate" in the middle of the screen

4) Click on the + sign

5) Here you can either type the delegate's ID number, or do an "Advanced Lookup" for them by name

To do the "Advanced Lookup", follow these directions:

a) Click on the magnifying glass

b) Click on "Advanced Lookup"

c) In the Description area, use the drop down box to use "contains" and type your desired delegate's name.

d) Click on "Lookup"

e) After their name is displayed, click on it. They should now be added as a delegate.

6) Click "Save"

After the financial specialists input a reimbursement request for you, you will be sent an email requiring you to submit it. Directions will be in the email, but if you have problems, please follow the directions below:

Submitting a Reimbursement:

1) Go to the following website:
https://authhub.wisconsin.edu/?app=SFS

2) Making sure that the campus states: UW MADISON, log in using your net id and password.

3) Click on "Modify" in the middle of the screen

4) Here you should see your expense report. Please make sure everything is correct and click "Submit"

5) You will then go to a page that verifies that it is you, simply click "Ok" and you're done.

The reimbursement amount will be deposited directly into the same bank account you have set up for your salary to be paid. It should be in your account within 5 business days of being approved by the Accounting Department. If you have any questions on this process, please contact the financial specialists.

Forms

To ensure an accurate account of your travel, and to expedite your reimbursement, complete the Travel Reimbursement Form below and submit with your original receipts to the Law School Financial Specialist Lee Jankoski for all reimbursements.

The form may be completed on your computer and then printed, or you may print out the form and then fill out by hand.

Please fill out the form completely to ensure timely processing of your reimbursement.

Employees seeking reimbursement for travel, please complete the...

Travel Reimbursement Form

Students and Non-Employees seeking reimbursement for travel, please complete the...

Student/Non Employee Travel Reimbursement Form

**Please remember that these forms need to be printed out and submitted to Lee Jankoski with your original receipts and agenda/informational flyer.

Travel Arrangements

Making arrangements well in advance of your trip is not only more cost-effective, but airfare, hotels and registration fees can be charged directly to the Law School instead of waiting for reimbursement. If you would like to start planning your trip, contact Josh Cutler with your destination, purpose, and source of funding.

Air Travel

The air travel policy can be found at: http://www.bussvc.wisc.edu/acct/policy/travel/airtrav.html

Some things to remember when planning air travel...

Air travel should always be purchased at lowest price possible (planning ahead and booking well in advance is required).
First class or business class travel is not reimbursable. Only coach rates are reimbursable.
*All original receipts must be attached to the travel expense voucher.
When airfare is $500 or more, two quotes from a travel agency or an airline are required to ensure lowest price possible.
The UW pays only for direct business-related flights. Any personal legs are not permitted, unless it can be proven that the connection is cost saving or at no additional charge.
Reimbursement of airfare requires a receipt and proof of payment. A full itinerary is also required showing traveler's name, destination, departure/return dates, amount of fare, routing, service fees, and class of travel. *Credit card statements are not receipts.

To book a flight and have it billed to the Law School, please inform Josh Cutler of your plans. If you will be attending a conference, please get Josh an agenda. You should then make your arrangements with M&M Travel. Our contact at M&M travel is:

Marina Mahaney
Phone: (608) 274-1400
Email: marina@mmtravel.org

Hotels

There are lodging maximums for each domestic and foreign city. The lodging policy can be found at: http://www.bussvc.wisc.edu/acct/policy/travel/lodging.html

Lodging maximums for 2012-2013 domestic travel (between October 1, 2012 and September 30, 2013) can be found at: http://www.uwsa.edu/fadmin/travel/2013lodgingmax.pdf

International lodging maximums can be found at: http://aoprals.state.gov/web920/per_diem.asp

The maximum lodging rate is $70/night for a single room for all in-state counties other than Milwaukee, Racine and Waukesha. The maximum lodging rate in Milwaukee, Racine and Waukesha counties is $80/night for a single.

Fleet Vehicles

The UW prefers that employees try to reserve fleet vehicles before using their personal vehicles for travel.

If you are a new employee or have never driven a fleet vehicle, you will need to be authorized to drive by the Office of Risk Management. Please refer to the Risk Management website regarding driver authorization guidelines and forms: http://www.bussvc.wisc.edu/risk_mgt/drivetable.html

Remember that you must be an authorized driver in order to even reserve a vehicle, so advance planning is advisable.
All gasoline, charges for repairs, tow service, locksmith services, jump starts, lubrication, etc., are paid for by the UW using the fleet card. Please ask the Motor Pool Personnel for details.

Vehicle use policies and procedures can be found at: http://www.bussvc.wisc.edu/acct/policy/travel/fleetveh.html

**If you wish to make a fleet vehicle reservation, please contact Josh Cutler via telephone at 2-3138, email: cutler@wisc.edu, or his office in room 5101.

Motor Pool Office (Reservations):
27 North Charter Street Room 110
Madison, WI 53715

Office Hours: 6:00 AM - 3:30 PM Monday - Friday
Web:            www.physicalplant.wisc.edu then click 'Fleet' link
Phone:          (608) 262-1307
Fax:              (608) 265-5948
E-mail:          fleet@fpm.wisc.edu
Toll Free:        888-777-7181

Personal Vehicle Use

Personal vehicles can be used when it is more cost effective than flying, if fleet vehicles are unavailable, or it is a short enough distance to where a fleet vehicle would be inconvenient.

Vehicle use policies and procedures can be found at: http://www.bussvc.wisc.edu/acct/policy/travel/fleetveh.html

Personal vehicle use is reimbursed as follows:
- 300 miles or less (roundtrip) = $0.485 per mile
- Over 300 miles (roundtrip) = $.365 per mile
- (Gasoline costs will not be reimbursed)
- **To receive $0.485 per mile reimbursement for round trips over 300 miles, attach non-availability slips from both the UW Car Fleet Office and the DOA Car Fleet Office to your reimbursement request.
Charges for repairs, tow service, locksmith services, jump starts, lubrication, traffic citations, parking tickets, etc., are the employee's responsibility and are not reimbursable.
Parking charges, tolls, etc., incurred while on authorized official business are reimbursable. Receipts are required for claims in excess of $25.00.

Car Rentals

Renting a vehicle should only be done when using a fleet or personal vehicle are not options.

All rental car policies and procedures can be found at: http://www.bussvc.wisc.edu/acct/policy/travel/rentveh.html

Things to remember when renting a car for UW business:

Rental cars are only reimbursable at the contract, midsize vehicle rate. Expenses will not be reimbursed for any upgrades to vehicle size, unless the vehicle size is more cost-efficient (i.e. 6 passengers taking a minivan instead of 2 vehicles, or cargo to be transported.) Any claims for other than the midsize vehicle must have documentation explaining the upgrade.
Do not use the rental car fuel service option. It will not be reimbursed.
Do not use the GPS system rental. It will not be reimbursed.
Do not take additional car insurance; you and any other UW employees are covered under a university policy.
Additional insurance riders will not be reimbursed.
Use the contracted vendors for car rentals (See info below).

The State of Wisconsin has contracts with Enterprise, Hertz and National car rental companies.

When renting with either company, the corporate discount number or booking code will need to be known for state contract discounts. Contact information for the preferred rental companies is below:

National

Corporate Discount #'s:
5004463 (For UW faculty and staff business rentals)
5766241 (Big Ten Contract)
Website: http://www.nationalcar.com/
Phone: 1-800-CAR RENT or 1-800-227-7368
More information from the UW Accounting Services website: http://www.bussvc.wisc.edu/acct/travel/storefront/national.html

Enterprise

Booking Code: WI24004
Website: http://www.enterprise.com
Phone: 1-800-261-7331
More information from the UW Accounting Services website:
http://www.bussvc.wisc.edu/acct/travel/storefront/enterprise.html

Hertz

Booking Code: CDP 66253
Website: http://www.hertz.com
Phone: 1-800-654-3131
More information from the UW Accounting Services website: http://www.bussvc.wisc.edu/acct/TEWeb/travel/hertz.html

Relocation (for new faculty only)

If you will be a new faculty member at the UW Law School, and we agree to reimburse you to relocate to Madison, Wisconsin, please note the following:

1. You should contact Financial Specialist Josh Cutler to discuss the policies and procedures in relocating before scheduling any movers, travel, etc. Some portions of the relocation process can be billed directly to the Law School and the Financial Specialists can assist you in this.

2. All moving/hauling/packing expenses will need to be paid directly by the new employee and then may be reimbursed through the Law School. Some expenses are not reimbursable (i.e. transportation of a car, boat or other vehicle, transportation of flammable materials, etc.)

3. Should the Law School agree to reimburse you for your travel/moving expenses, this reimbursement is taxable income and will need to be reported as such.

4. All new employees should view the relocation policy at: http://www.bussvc.wisc.edu/acct/trreloc.html

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