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GENERAL FINANCIAL INFORMATION

Please direct all general financial questions to Jennifer Gardner (jennifer.gardner@wisc.edu) in the accounting office.

Additionally, Associate Dean Bethany Pluymers is the Law School's Chief Financial Officer; she can provide additional assistance by email (bethany.pluymers@wisc.edu) or phone (608-265-7981).

HOW TO REQUEST REIMBURSEMENT

  • If you do not plan to enter the reimbursement yourself, please ensure that you have Myra Sun (faculty assistant) and/or Adam Bushcott (main office manager) listed as an alternate for you.  This is a security issue tied directly to your NetID and is a required step for all faculty/staff that want to delegate another person to enter their reimbursement requests. Please email Adam (adam.bushcott@wisc.edu) and Myra (myra.sun@wisc.edu) for instructions to delegate alternates.
  • If you have already assigned alternate status:
    1. Fill out the Reimbursement Request form (PDF), breaking down your reimbursements and indicating the funding string to charge.
    2. Attach all required receipts and documentation (e.g., agenda, schedule, invitations, etc.).
    3. If the reimbursement is travel-related, please review UW/State travel policies (below).
    4. Return to Myra Sun or Adam Bushcott for processing and approval within 3-5 business days; additionally, you may return the paperwork to the accounting office in Room 5106A or accounting mailbox. Please note that incomplete paperwork (missing receipts, lack of documentation, etc.) may delay your reimbursement. 
  • All reimbursement requests must be fully documented and submitted within 90 days of last day of travel or date of purchase

TRAVEL POLICIES

There are a number of policies related to travel, and the list below is not all inclusive. For a complete list of the policies, please see UW-Madison's Travel Policies.

INTERNATIONAL TRAVEL

For more information regarding air travel, lodging, and meal per diem maximums related to international travel, please see UW-Madison's International Travel Policy.

AIR TRAVEL

Payment/Reimbursement for travel is limited to the lowest cost means of travel unless it is impractical or not available.  Receipts and documentation are required and should show itinerary, traveler name, travel departure/arrival times, ticket number, amount of fare and proof of payment.

  • Booking methods:
    • Concur is the UW-Madison required method for making business-related airfare purchases.  The link will walk you through setting up a profile to book all your UW-Madison business-related travel.  This set-up process only needs to be done once.
    • Contact the university vendor Travel Incorporated to make bookings directly with agents.
    • Expedia, Orbitz.com, Priceline.com, and other third-party sites are not in compliance with State of Wisconsin sales tax collection requirements and cannot be used to make any business-related bookings.
  • Complete supporting documentation for airfare includes:
    1. An approved UW–Madison business purpose;
    2. An explanation and a Cost Comparison obtained at the time of booking are required under the following circumstances:
    • Indirect routing and/or extra stops for personal reasons:  Indirect routing/extra stops for personal reasons are allowable provided there are no additional costs incurred.
    • Departing from and/or returning to an alternate city: Departing from and/or returning to a city other than Madison, Milwaukee or Chicago is allowable provided the fare is more cost effective for the UW, including parking, mileage, meals, additional overnight stays, etc.
    • Departing earlier/returning later than business requires: Combining personal travel with business travel is allowable provided there are no additional costs incurred.  If combined travel exceeds business-only travel, traveler is responsible for the cost difference.

* "Business-only travel" is defined as one day before and after event dates for North American destinations OR two days before and one day after event dates for other continental destinations.

** Cost Comparisons must be obtained from Travel Incorporated agents; information on Concur do not qualify for Cost Comparisons.

For more information, please see UW-Madison's UW-Madison's Air Travel Policy.

LODGING

All lodging claims must be supported by an original, itemized, detailed receipt showing daily room rate, guest name(s), dates of stay, single/double accommodations, and all other room charges.

  • Original hotel receipt/folio is required along with documentation of UW-Madison business-related event
  • There are maximum-allowed lodging rates for major US metropolitan areas.  For a specific location, please see the rate calculator
  • Domestic lodging that exceeds the maximum amount may be allowed if there is proper documentation.  For instance, official conference hotel rates may exceed the UW calculated maximum and still be reimburseable.  Documentation corroborating that the site selected is the conference hotel is required. The employee's selection of a hotel from a menu of properties recommended by the conference organizer is not sufficient justification for exceeding the lodging maximum.
  • Hotel bookings should be make through Concur or directly with the hotel.  Third-party sites such as Expedia, Orbiz, Hotels.com, etc. are not allowed.
  • As of July 1, 2020, Airbnb is permitted for lodging.  However, all service fees (guest, cleaning, etc.) must be included in daily lodging maximum calculations. Charges such as taxes, deposits, damage waivers, and insurance for Airbnb are not reimburseable.

For more information, please see UW-Madison's Lodging Policy.

MEALS

Claims for meals shall represent actual, reasonable and necessary expenses.  Please consult the Business Office about payment/reimbursement for alcoholic beverages prior to purchase (rules vary by types of business meals).  Tax and tips (limited to 15%) are included in the maximum allowable amount. 

The maximum M&IE per diem allowance will be at a rate established by the Federal Government for the location and dates of travel.  The UW TravelWIse Rate Calculator (login required) is the official source for obtaining lodging and M&IE Per Diem rates prior to travel.

Payments/Reimbursements related to meals require:

  • Documentation of UW-Madison business (agenda, schedule, etc.)
  • Applicable Events Payment Form (this is only needed for hosted meals involving more than one individual).  For the different types of events forms, see UW-Madison's Business Services forms site.
  • Participants / attendees list (this is only needed for hosted meals involving more than one individual)

For more information regarding meals, please see UW-Madison's Meals Policy.

VEHICLES

A rental vehicle may be used when it is the most cost-effective means of transportation available (i.e., out-of-state travel) for UW business.  Otherwise, for regional/in-state travel, a UW Fleet Vehicle may be used or mileage may be reimbursed for personal vehicle use.

  1. Whether operating personal vehicles, rental vehicles, or fleet vehicles, employees and students who are required to drive on University sponsored business must complete Driver Authorization by The Office of Risk Management.
  2. Vehicle rental:
    1. Please use contracted vendors: Enterprise or National to ensure contracted pricing.
    2. For more information regarding the discount codes and rates, please see UW-Madison's Vehicle Use/Rental Policy.
  3. Personal vehicle (automobile) mileage rates (Effective 1/1/20):
    $0.575 per mile for round-trip under 300 miles.
    $0.37 per mile for round-trip over 300 miles.
  4. Fleet Vehicle: 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 on university sponsored business, you will need to be authorized to drive by the Office of Risk Management. Please refer to the UW-Madison Risk Management regarding driver authorization guidelines and forms.
  5. You must be an authorized driver in order to reserve a vehicle, so advance planning is advisable. Please allow for at least 10 days in advance of travel date to allow Risk Management time to process approval for fleet vehicles.
  6. 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.

**If you wish to make a fleet vehicle reservation, please contact Jennifer Gardner (jennifer.gardner@wisc.edu).

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

PURCHASING POLICIES

There are a number of policies related to purchasing and the list below is not all inclusive.  For a complete list of the policies, please see UW-Madison Purchasing Policies.

  • Any purchase over $4,999 requires UW Purchasing Services involvement.  Please contact Jennifer Gardner (Law School Accountant, jennifer.gardner@wisc.edu) before the purchase occurs.
  • Any purchase that involves a signed contract or agreement requires UW Purchasing Services involvement.
  • If available, allowable office-related and work-related items should be purchased through MDS.  Please contact Adam Bushcott (Main Office Manager, adam.bushcott@wisc.edu) if you have questions.
  • Printing over $49.99 must use Digital Printing & Publishing Services (DP&PS).
  • As UW System is a state tax-exempt institution, sales tax with in-state vendors are not reimburseable.  Please see more information on exemption protocols on business-related purchases.

For more information regarding how to purchase goods and services, please see this flowchart.

FISC FUNDS

To request additional FISC funds prior to spending, please fill out the Request for Additional FISC Budget form (Excel Document) and submit to Associate Dean Susannah Tahk, with a copy to accounting office for approval.

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