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/policies/administrative/uw-health-administrative/administration/114.policy

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UWHC,UWMF,

Policies,Administrative,UW Health Administrative,Administration

UW Health Travel and Reimbursement Policy (1.14)

UW Health Travel and Reimbursement Policy (1.14) - Policies, Administrative, UW Health Administrative, Administration

1.14

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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Foundation (UWMF).

Policy Title:
UW Health Travel & Reimbursement Policy
Policy Number: 1.14
Effective Date: July 1, 2017
Chapter: Administration
Version: Revision


I. PURPOSE

This document provides guidelines and procedures for employees incurring business travel and other
expenses on behalf of UW Health and sets the following objectives:
A. Ensure employees have a clear and consistent understanding of policies and procedures related to
business travel.
B. Ensure compliance with government regulations.
C. UW Health reimburses employees for expenses they incur that relate to their employment with
UW Health. Reimbursable expenses must adhere to IRS rules on allowable business expense
deductions. UW Health operates an Accountable Plan for the reimbursement of these expenses.
The following three conditions must be satisfied to be eligible for reimbursement:
1. There must be a business connection for the expenses;
2. The employee must either substantiate or be deemed to have substantiated the expenses and;
3. The employee must return to the employer amounts in excess of the substantiated expenses.
D. Employees should seek approval from their department and/or manager to determine whether
expenses will be reimbursed before they are incurred.
E. This policy does not cover University of Wisconsin expenses that should be reimbursed through
the UW Madison e-Reimbursement system and charged to a UW Madison fund/project. Please
reference the UW Madison Travel policies for these types of expenses.
F. Employees of the School of Medicine and Public Health or other UW Madison entities who have
travel or reimbursement funded through UWHCA or UWMF are expected to comply with these
guidelines for that travel and/or reimbursement, as long as it does not require them to violate any
relevant UW Madison policies.
G. This policy has been authorized by Executive Management and applies to all UW Health
employees, the Board of Directors and Board Committee Members, candidates, speakers, and
contracted employees.

II. POLICY ELEMENTS

A. Responsibility and Enforcement
1. Control of expenses is the responsibility of each Department Head or Vice President.
2. Employees incurring a business expense on behalf of UW Health, and those responsible for
the approval of these expenses, are expected to use these measures to maintain control over
expenses. There is no substitute for individual integrity.

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3. Should a policy exception occur, the approver is to acknowledge such exception
specifically on the expense reimbursement form and approval of a UW Health Vice
President, Senior Vice President or President, UWMF will be necessary.

B. Travel Guidelines
1. Travel/Trip Pre-Authorization
All business trips shall be discussed with and pre-approved by the employee’s supervisor to
ensure the benefits of the trip are justified in relation to the time and expense required prior
to the travel/trip. Employees should consider whether alternate meeting options could
satisfy the objectives in lieu of travel (teleconference, webinar, etc.). It is up to each
department to determine how formal or informal such pre-approval shall be for that
department.
2. Key Personnel Awareness
The hazards of travel warrant concern regarding joint travel by key personnel on airplanes
or when using ground transportation. To ensure UW Health operating effectiveness,
consideration should be given to the number of personnel traveling on the same commercial
aircraft or ground service.
3. Reimbursement Process
a. To receive reimbursement travelers should submit an Expense Report through
Concur that is electronically signed by the employee and their immediate supervisor
or their designee. (Designee must be consistent with requirements in Section B.5.d.)
Reimbursement requests should be submitted within 90 days of when the purchase
was made (or the end date of the conference if applicable) or when the expense was
incurred and in the current fiscal year, or the request may be denied. Every effort
should be made to capture the expense in the fiscal year in which it was incurred. It is
recommended that reimbursements be limited to two per month. Multiple trip
expenses may be included on an expenses report.
b. Reimbursements to employees for Legacy UWHC are done through payroll.
Reimbursements to employees for Legacy UWMF will be direct deposited into the
employee’s designated bank account. If the employee does not have a direct deposit,
a check will be issued. It is the employee’s responsibility to verify banking
information.
c. UW Health will only reimburse expenses incurred by the employee requesting the
reimbursement. An employee may not be reimbursed for expenses of another
employee for such things as parking spaces, airfare for conference attendance, etc.
However, when several UW Health travelers dine together, one employee may obtain
a receipt for the group or each may obtain a receipt for the portion of the meal that
corresponds to his or her expense. If one employee pays for a meal, he or she should
list on the receipt the names of those present. See Section III.d.1 for information on
sharing hotel rooms.
4. Documentation Requirements
a. Employees must substantiate the expense by providing documentation; proof of
payment; attesting that the expense has not been reimbursed from another source and
that the expenses are legitimate business expenses.
b. Itemized receipts are required. The credit card signature slip is not adequate
documentation as it does not indicate what has been actually purchased (i.e., food,
etc.) A copy of a canceled check can also be used as proof of payment.
c. Receipts must be attached to the completed expense report. The expense report
should itemize all expenses incurred on a daily basis.
d. If employee went to a conference, the employee must provide pages from the
brochure that shows the name of the conference, where it was held, the date(s) of the
conference and the conference agenda.

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e. Claims for reimbursement should clearly state the purpose; and when applicable, the
dates, location and attendees.
f. Reimbursement for rental cars should include a copy of the rental contract.
g. Back up documentation must be included with all check requests. Check Requests
must also contain complete address information as well as the proper coding and
approval.
h. For non-employee vendors, a completed W-9 and verification of the OIG Exclusion
Check must accompany the reimbursement request. If you are retaining an entity or
entering into a new contract you are required to perform the OIG exclusion check for
the entity prior to contracting for any services. An entity cannot be set up as a new
vendor until this check process has been completed. For more information, please
refer to the OIG Exclusion Checks policy or the OIG website at
hhtp://exclusions.oig.hhs.gov.
5. Approvals
a. All reimbursements must be submitted by the employee and have supervisor approval
for the expense report.
b. The approver is responsible for verifying that the expenses are for legitimate business
purposes in compliance with these policies and for monitoring and approving travel
and business expenditures against funds availability.
c. Exceptions to this policy must be submitted with written/electronic documentation
and approved by the department head or vice president.
d. UW Health executive expenses must be approved by their supervisor or other
executive at or above the level of their supervisor, or in the case of the CEO, by the
Chief Administrative Officer. UW Health Department Chairs must have their
expenses approved by the President of UWMF or his/her designee as long as that
designee is an executive level employee.
6. Methods of Payment
a. Company Issued Corporate Travel Card
See Administrative Policy 11.30, Use and Oversight of Departmental Purchasing
Cards.
b. Use of Personal Funds – Cash and Credit
i. It is generally preferable to use an individual corporate credit card, the
corporate credit card on file with the UW Health contracted travel agency or
other Company payment type when available. Personal credit cards may be
used however, reimbursement for expenses charged to a personal credit card
will not be reimbursed until the travel has occurred.
ii. The payment type for transactions made with a personal credit card should be
recorded as CASH on the expense report.

III. PROCEDURE

A. Travel Reservations
1. Reservation Booking Policy
For the purpose of securing airline, hotel and car rental reservations, employees are
expected to take the least costly fare offered that realistically meets business scheduling
needs through Concur. Employees have the option of booking directly on-line through
Concur or with a travel agent at the contracted travel agency for UW Health. For domestic
reservations within 72 hours of departure or when traveling to international destinations
(excluding Canada/Mexico), the UW Health contracted travel agency should be used.
Commercial internet sites (e.g. Travelocity, Expedia) are not to be used and airfare, hotel
and car rental booked through any method other than Concur or the UW Health contracted
travel agency will not be reimbursed, with the exception of conference hotels.

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a. Concur can be accessed through Single Sign On (SSO) via the Quick Links page or by
searching Travel & Reimbursement within U-Connect.

B. Airline Travel
A designated Corporate Credit Card will be on file with the UW Health contracted travel agency
which can be used for all employees airfare. Employees can also use a personal credit card and
request reimbursement however, reimbursement will not be made for airfare booked on personal
credit cards until the travel has occurred.
1. Airline Booking and Reimbursement Guidelines
a. Tickets should be purchased at least 14 days in advance.
b. Flights are expected to be booked in Coach class.
Booking flights other than Coach class require pre-approval by a Vice President or
Senior Vice President for staff, or the President of UWMF or his designee for faculty.
c. Employees are expected to purchase the least expensive logical airfare available at
the time of booking including non-direct flights and alternate airports. Explanation
during the booking process will be necessary when the airfare purchased is $100 or
more than the least expensive available airfare.
d. For reimbursement for international (excluding Canada and Mexico) travel,
employees are allowed two days prior and two days subsequent to the business event
as “business travel”. For domestic travel, one day of “business travel” is allowed
before and after the business event.
e. Use of personal private aircraft for company business is not permitted and will not be
reimbursed.
f. Employees are expected to use discretion when selecting parking options at airports.
Generally, the traveler should use the most economical parking option unless there
are mitigating circumstances (e.g. weather, safety, etc.).
2. Non-reimbursable Commercial Airline Fees
Non reimbursable items include, but may not be limited to:
a. Fees for a specific type of seat (i.e., bulk-head, window, exit row, aisle) unless due to
documented medical necessity.
b. Early boarding or pre-boarding fees.
c. Fees associated with upgrades for purchase.
d. Fees associated with airport security clearance programs (i.e., TSA Pre-check/Global
Entry).
e. Fees associated with travel club or Red Carpet dues.
f. Fees associated with airline affinity program upgrades.
g. Expense associated with alcoholic drinks or on-board movies or other on-board
amenities. (On board internet can be reimbursed if there is a documented business
need.)
h. Tickets, fees or other expenses associated with personal travel.
i. Fees to change a ticket for personal reasons.
j. Fees for cancellation insurance.
3. Unused and Changed Tickets
Unused airline tickets purchased within company guidelines (Concur or UW Health Travel
Agency) will be reimbursed if there was a business reason the ticket was not used or
changed, i.e. provider needed to cover in clinic or a documented family emergency (such as
a death in immediate family, sudden illness of employee or member of the immediate
family.)
Unused tickets purchased elsewhere will not be reimbursed until the ticket has actually
been used.
a. Non-refundable ticket - When a non-refundable ticket is reusable, the Concur profile
of the original passenger will store the unused ticket information for reuse

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until 2 months prior to the expiration date determined by the carrier. It will then be
placed into a ticket pool to be used at the discretion of the Company to mitigate loss.
(See Exchanged Ticket below.)
b. Refundable ticket - The value of the ticket is credited back to the original form of
payment by the airline. This process could take up to 60 days. Employees should
request reimbursement for the original purchase and then add the subsequent credit
received on a future expense report.
c. Unused ticket credits are stored in the Concur Travel Profile of the original
passenger. Concur electronically monitors when to apply a credit to a new
reservation. When this takes place, the electronic invoice (eInvoice) will include
information about the additional charge, if any, that was incurred to reuse the credit.
4. Luggage Fees
Airline imposed checked luggage fees are reimbursable for the first piece of luggage.
Additional luggage fees may be reimbursed if there is a documented business or medical
need for the additional luggage.
5. Frequent Flyer/Personal Airline Credits
a. Frequent flyer miles/points or companion tickets are not to be used for business
travel.
b. Unused personal tickets are not to be used for business travel. If they are used, they
carry no value and therefore, no reimbursement is allowed.
6. Combining Business Travel and Personal Travel
Occasionally, an employee may combine personal travel with a business trip. When this
occurs the following applies:
a. The primary purpose of a trip is determined by looking at the facts and circumstances
of each case. An important factor is the amount of time you spent on personal
activities during the trip as compared to the amount of time spent on activities
directly relating to business. If your trip was primarily for business and, while at your
business destination, you extended your stay for a vacation, made a personal side trip,
or had other personal activities, you may submit only your business-related travel
expenses for reimbursement. These expenses include the travel costs of getting to and
from your business destination and any business-related expenses at your business
destination.
b. If your trip was primarily for personal reasons, such as a vacation, the entire cost of
the trip is not an allowable business expense. However, you may be able to be
reimbursed for expenses you have while at your destination that are directly business
related.
c. A trip to a resort may be a vacation even if the promoter advertises that it is primarily
for business. The scheduling of incidental business activities during a trip does not
create a business trip. To qualify for a business purpose, over 50% of the agenda
must be for business. Conferences on cruise ships are not reimbursable.
d. The rules for foreign travel are particularly complex. The amount of allowable travel
expenses for foreign travel is linked to how much of the trip is business related.
Generally, an employee can be reimbursed for all of his or her travel expenses of
getting to and from the business destination if the trip is entirely for business.
e. In certain cases, foreign travel is considered entirely for business even if the
employee did not spend his or her entire time on business activities. For example, a
foreign business trip is considered entirely for business if the employee was outside
the U.S. for more than one week and he or she spent less than 25 percent of the total
time outside the U.S. on non-business activities. Other exceptions exist for business
travel outside the U.S. for less than one week and in cases where the employee did
not have substantial control in planning the trip.
f. For further details on allowable expenses, please reference IRS. Publ. 463.

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g. Calculation should be done comparing the airfare without personal travel plans
against the airfare with personal travel plans. Airfare is reimbursed up to the cost of
what the business ticket would have been without the personal portion. The cost
savings and calculation must be documented on a Business/Personal Travel Cost
Worksheet that must be included with the expense report. See Travel &
Reimbursement in U-Connect to obtain the form and other related information. The
employee’s supervisor must approve any such trip combination in advance. In
addition, the department may require other approvals for vacation, or other leave.
Travel costs for spouse or other travel companions are not reimbursable unless
medically documented as a necessity.
7. Charter Aircraft
a. Chartering or renting other aircraft on behalf of UW Health is not permitted without
written approval of a Senior Officer. The chartering company must provide the pilot
and proof of insurance.

C. Car Rental
1. Car Rental Booking Guidelines
a. Car rentals should only be used for business purposes and only when more
economical than a taxi or shuttle or driving a personal vehicle.
b. Car rental reservations must be made on Concur or through the UW Health Travel
Agency to receive contract benefits with car rental vendors. Rentals not made on
Concur or through the UW Health Travel Agency will not be reimbursed.
c. A mid-size vehicle is recommended for individual travel. A larger vehicle is
acceptable when three or more UW Health employees are present.
d. For loss prevention and data protection, it is recommended a vehicle with a trunk is
rented so items can be locked and out of sight.
e. Insurance coverage should be declined for all domestic and international rentals. If
purchased, it will not be reimbursed. Refer to UW Health Administrative
Policy 1.17, Motor Vehicle Policy.
f. Refueling prepaid options should be declined and will not be reimbursed.
g. Employees are expected to refuel prior to returning the rental car. This expense is
reimbursable. If refueling is not possible, an explanation in the comment section of
Concur should be included on the expense report.
h. GPS rental is acceptable when there is a business need.
i. Toll fees are reimbursable without a receipt since traveler may obtain a fee schedule
online as verification. Toll pass fees are a personal expense, but invoices may be used
as verification of business trip charges.
2. Rental Car Accidents/Tickets
a. Driver/passengers should ensure their safety and well-being above all else.
b. Driver should contact local authorities and the rental car company immediately to
complete the appropriate paperwork.
c. Rental car agency will request employment verification once claim has been initiated.
d. Employee should also contact UW Health Risk Management office per UW Health
Administrative Policy 1.17, Motor Vehicle Policy.
e. Employees are responsible for any tickets including parking tickets that may be
issued by local police while operating a rental vehicle.
3. UW Health Owned Vehicles
a. Refer to the UW Health Administrative Policy 1.17, Motor Vehicle Policy.
4. Government Mobile Device Policy Awareness
Due to various state laws regarding the use of a mobile device while operating a vehicle,
employees are expected to know and understand the laws for each municipality.


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D. Overnight Accommodations / Hotel
1. Hotel Booking Guidelines
Employees will be reimbursed for moderately priced rooms at reasonable and convenient
facilities.
a. Hotel expenses will be allowed up to the single standard rate at the conference site
hotel when attending seminars, classes, association meetings, conventions, etc. If the
conference hotel is full, lodging at an alternate hotel recommended by the conference
will be reimbursed up to the single standard rate at the conference hotel.
b. Employees are expected to reserve the least expensive logical 3-star rating or higher
hotel available at the time of booking. Hotel rates generally should be less than
$300 per night per room.
c. Employees who share a room may allow one individual to pay the bill for that room
and receive reimbursement. However, the name of all employees staying in the room
should be noted in the reimbursement request. The total cost of the room should still
stay within the $300 per night per room guideline regardless of number of individuals
staying in the room.
d. Hotel expenses will not be reimbursed if the conference or other business meeting is
within 50 miles of the employee’s home unless the travel is for a multiday event.
e. A complete, itemized hotel folio in the name of the employee showing a
$0.00 balance is required for reimbursement. A credit card receipt is not acceptable
documentation.
f. Room service in lieu of restaurant meal is allowed up to meal allowance (with
appropriate back up documentation).
g. Employees are responsible for understanding the cancellation policy of each hotel at
the time the reservation is made and must cancel the reservation by the hotel policy
deadline to avoid hotel imposed cancellation fees.
h. Employees will not be reimbursed for hotel no-show charges in the event a hotel
reservation is not cancelled by policy deadline unless there is a legitimate business
need for the cancellation, i.e. provider needed to cover in clinic or a documented
family emergency (such as a death in immediate family, sudden illness of employee
or member of the immediate family.)
i. Hotel reservation deposit is reimbursable at the time the expense is incurred subject
to pre-approvals. Use the Hotel Deposit expense type when completing the expense
report.
2. Long Term Temporary Housing
a. Long-term housing is defined as a stay of at least 30 days, but less than 12 months.
b. UW Health may have contracted with a vendor who specializes in long term housing
at a reduced rate.
c. If a department chooses to rent an apartment instead of utilizing the preferred vendor,
the contract for the apartment rental must be sent to the Corporate Accounting
department and a copy must be attached to the expense report.

E. Meal Guidelines
1. Business Meetings and Overnight Travel
a. Business Meeting Meal Expense: Employees will be reimbursed for reasonable
actual cost of meals (breakfast, lunch, and dinner) for business meetings. Request for
reimbursement must include:
i. A list of those attending the meeting
ii. The purpose of the meeting (agenda)
iii. Itemized receipts (a credit card receipt alone is not sufficient).


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Alcohol included with business meeting meals is not reimbursable except for
recruiting dinners or at other events where approval has been requested in advance as
outlined in the UW Health Alcoholic Beverage Policy or the appropriate UW
Madison policy. (Departments may want to check specific requirements for meals
funded through grants. Most grants prohibit reimbursement for alcohol.)
b. Travel Meal Expense: Meal expense (breakfast, lunch, dinner) is reimbursable.
Alcohol may be included with business travel meals however, the total cost of the
meal cannot exceed the rates listed in III.e.1.c. (Departments may want to check
specific requirements for meals funded through grants. Most grants prohibit
reimbursement for alcohol.)
c. For business travel, UW Health will only reimburse for the actual cost of the meal
with appropriate detailed receipts. Total reimbursement will not exceed $70.00 per
travel day for both domestic and international travel. Meals included in the cost of
lodging or registration fees are not reimbursable.
d. Meals for non-business associates (i.e., spouse, life partner or children) will not be
reimbursed except for a unique event such as a recruitment dinner or other occasional
function approved by senior leadership of the department.
e. Tips for meals should not exceed 20%.
f. When several travelers dine together, one employee may obtain a receipt for the
group or each may obtain a receipt for the portion of the meal that corresponds to his
or her expense. If one employee pays for a meal, he or she should list on the receipt
the names of those present.
2. Meals without Overnight Travel
a. Business lunches: A business lunch may be reimbursed if the employee is at a
business meeting with a business associate, customer or client. The reimbursement
request must include the purpose of the meeting, a list of those in attendance, and an
itemized receipt.
b. Working Lunch: In-house working meals provided for the convenience of and to
benefit UW Health may be provided when authorized by the chair of the meeting.
Providing the working meal allows staff to be more efficient. The purpose of the
working meeting and a list of those in attendance are required for reimbursement.
c. Meals while traveling are not reimbursable unless there is an overnight stay. IRS
regulations state an overnight stay is recognized when it is necessary for you to stop
for substantial sleep or rest to properly perform your duties while traveling away
from home on business.
d. Meals for an employee away from his/her primary work site but in the area attending
a conference, job fair, benefits fair, or at another UW Health location are not
reimbursable.
e. There are two exceptions for OPO and Transplant.
i. For OPO, claims for meals shall be reimbursed at actual cost not to
exceed $15 per day when traveling outside the Madison area, Monday
through Sunday, leaving before 7:00AM and/or returning after 7:00PM.
Meals need to be purchased during the actual time of travel to be reimbursed.
Employees must submit itemized receipts, travel purpose and time of
departure/arrival back to Madison.
ii. For Transplant, the same rules apply above when traveling, Monday through
Friday, for outreach clinic patient care. Meals will be reimbursed under same
guidelines above, for extenuating circumstances of continuous, on-site (not at
the UWHC OPO office or OPO Staff home) call shifts that exceed 12 hours.
iii. Amounts reimbursed for these two exceptions are taxable income to the
employees.

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F. Mileage Reimbursement
1. UW Health will reimburse employees for the use of their personal automobile based on IRS
guidelines at a per mile rate times the actual miles driven for business purposes. The
mileage rate is preloaded into Concur. UW Health Employees who drive their personal
vehicles between worksites, for conferences, meetings, and other work related business will
be reimbursed for parking, tolls and mileage in excess of normal commuting costs to and
from their assigned office location. Mileage will be reimbursed at the current Federal
Business Mileage Rate.
2. Employees choosing to drive to a location in lieu of the cost of flying (and associated costs
of car rental, taxi, airport parking) will be reimbursed up to the associated costs of flying if
that is less expensive.
3. All mileage driven in excess of what would normally be traveled to and from one’s official
office/location is reimbursable. An official office/location is defined as a company defined
building for non-remote employees or a home/mobile office for remote employees.
Employees using personal cars on UW Health business (such as travel to other UW Health
locations or business locations other than the individual’s assigned work location where
there is no overnight stay) are reimbursed for costs (mileage, parking, and tolls) in excess
of normal commuting costs to and from their assigned office location. Normal daily
commuting expenses--including taxi, train, or bus fare; tolls; parking; and mileage to and
from the employees’ assigned work location--are not reimbursable. If an employee’s work
location varies, this still applies. If an employee travels to a meeting at the beginning of the
work day, or the end of the work day without stopping at his/her assigned work location,
the employee would deduct his/her normal commuting trip to determine the allowable
mileage. If an employee is required to attend a meeting on a non-scheduled work day, the
day of the meeting becomes a scheduled work day and no mileage reimbursement is
allowed. The employee would be paid for the actual hours worked.
4. For employees with frequent mileage claims, a monthly log (including date, destination,
business purpose, and miles driven) may be used and filed as an attachment to the expense
report.
5. Employees driving their own personal vehicle to conduct UW Health business are covered
by the corporate liability insurance policy but only in excess above the liability coverage on
the private vehicle itself. Refer to the UW Health Motor Vehicle Policy 1.17.
6. Employees are responsible for any tickets (parking or other tickets issued by police or
University Department of Transportation) while driving for business purposes. Damage to
personal vehicles while on UW Health business is not reimbursable.
7. Occasionally employees travel for non-routine events such as funerals, retirement parties,
etc. for current or former employees or their families. Employee should obtain advance
approval at the Vice President/Senior Vice President/Department Chair level to be
reimbursed for travel expenses to/from such event.

G. Miscellaneous Travel Expenses
1. Conference Registration Fees
a. Registration fees associated with conferences/seminars/meetings are reimbursable at
the time the expense is incurred.
b. Employees are responsible for late registration fees.
c. Conferences must be for business purposes. Conference costs determined to be
primarily for pleasure or other personal benefit will not be reimbursed.
d. Employees are expected to take advantage of early pay discounts.
2. General Ground Transportation
The most inexpensive mode of ground transportation should be used -- preferably public
transportation, i.e., shuttle service or taxis. Receipts are needed for cab fares.

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3. Gratuities
Reasonable tipping is reimbursed, but limited to 20%. Hotel tipping is limited to $2 per day
and $10 in total per stay. Airport porter tipping is limited to $2 per day per bag (if extra
luggage is business approved.)
4. Hotel/Airline Internet Fees
Hotel and airline internet access fees are an allowable expense when used for business
purposes.
5. Laundry
Laundry expenses for the business portion of a trip longer than five (5) business days are
reimbursable.
6. Travel Expenses Reimbursed by Others
a. It is not permissible for any travel expense, other than entertainment expense as
allowed by the Code of Conduct, to be paid by a vendor or prospective vendor
without the approval of the employees designated Senior Officer. This includes site
visits or other travel to inspect a vendor's product.
b. A professional association or other group may pay travel expenses incurred by an
employee when the employee is performing a service for that group (e.g., teaching,
speaking, etc.). If in doubt, please refer to UW Health Code of Ethics policies.

H. Expenses that are NOT reimbursed include, but are not limited to the following:
1. Any expense not allowable as a tax deduction under the Internal Revenue Code
(www.irs.gov Publication 535 – Business Expenses).
2. Expenses reimbursed from another source (receipts must include reimbursement request).
3. Expenses paid for another employee.
4. Expenses without an itemized receipt.
5. Personal daily meals during the workday or on-call shift unless traveling overnight on
business.
6. Normal daily commuting expenses--including taxi, train, or bus fare; tolls; parking; and
mileage to and from the assigned office/clinic location and home--are not reimbursable.
Individuals using personal cars on UW Health business are reimbursed for costs (mileage,
parking, and tolls) in excess of normal commuting costs to and from their assigned
office/clinic location. Personal expenses are not reimbursable. Examples include: child
care, movie rentals, newspapers, books and magazines.
7. Travel advances.
8. First class airfare on any flight; and Business class airfare on domestic and flights to/from
Canada and Mexico.
9. Cruises.
10. Airfare or hotel purchases using “points”.
11. Expenses for spouse, life partner, or family travel expenses.
12. Gifts of cash and cash equivalents, i.e. gift cards no matter what the dollar amount are not
allowed as the gift would be considered taxable income to the gift recipient.
13. Expenses for traffic tickets, parking and moving violations, penalties, fees or fines.
14. Country club dues.
15. Personal expenses.

I. Visitors
1. Candidate Interview Expenses
Prospective faculty and staff members may be reimbursed for travel expenses incurred in
connection with an employment interview with UW Health. Reimbursement should be
requested on a Travel Reimbursement Memo. The purpose of the visit and the relationship
to the UW Health must be explained on the form. The applicant’s home address and social

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security number are required for reimbursement. Applicant interview candidates must
conform to travel, meal and lodging maximums and receipt requirements.
2. Visiting Lecturers
Divisions/departments may authorize reimbursement to visiting lecturers for expenses
incurred in connection with their travel to the UW Health. Travel expenses for a visiting
lecturer should be processed using the Travel Reimbursement Memo. A department
Assistant can process the reimbursement memo on behalf of the visiting lecturer. The
purpose of the visit and the relationship to the UW Health must be explained on the form.
For payment of an honoraria or lecture fee, a completed W-9 and verification of the OIG
Exclusion Check must accompany the reimbursement request. An honorarium or lecture
fee cannot be donated to a charitable organization. The fee must be issued to the speaker
and or the speaker’s employer. The fee is considered taxable income for the speaker and
reportable on an IRS Form 1099.
3. Other Official Visitors
Divisions/departments may authorize reimbursement to other official visitors for expenses
incurred in connection with their travel to the UW Health. Expenses for official visitors
should be processed using a Travel Reimbursement Memo. The purpose of the visit and the
relationship to the UW Health must be explained on the travel form. The visitor’s home
address and social security number are required for reimbursement of travel expenses. If
the official visitor is receiving a reimbursement for services, a W-9 and verification of the
OIG Exclusion Check must accompany the reimbursement request.
4. External Consultants and Independent Contractors
Consultants and independent contractors, by definition, are separate business entities and
the costs of travel performed under the terms of their engagement must be negotiated and
included as part of the total consultant contract fees. Consultants are responsible for
maintaining their own records of expenditures incurred related to those fees earned. For
payment of fees, a completed W-9 and verification of the OIG Exclusion Check must
accompany the reimbursement request. For additional information please review the UW
Health Consultants & Contractors policy 1.32. Consultants and independent contractors are
expected to follow all UW Health travel policies for hotel, airfare, meals, etc.

IV. FORMS

See Travel & Reimbursement in U-Connect to obtain all related forms.

V. REFERENCES

A. Alcoholic Beverages
See UW Health Administrative Policy 1.23, Alcoholic Beverage Possession & Consumption at
UW Health.

VI. COORDINATION

Sr. Management Sponsor: Chief Administrative Officer
Author: Corporate Travel Coordinator
Reviewer: Chief Human Resource Officer, VP Finance

Approval Committee: UW Health Administrative Policy and Procedure Committee



Page 12 of 12



SIGNED BY

Elizabeth Bolt
UW Health Chief Administrative Officer


Revision Detail
Previous revision: 01/01/2015
Next revision: 07/01/2020