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Non-overnight Travel Meal Reimbursement (1.03)

Non-overnight Travel Meal Reimbursement (1.03) - Policies, Administrative, UWHC, Department Specific, UW Organ and Tissue Donation

1.03



POLICY
Established Date: September 2002
Effective Date: January 2018
Title: Non-overnight Travel Meal Reimbursement Policy Number: 1.03

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 1 of 2

PURPOSE

The purpose of this policy is to establish clear guidelines for the reimbursement of meal expenses incurred
during business travel that does not require an overnight stay. It is the policy of University of Wisconsin
Organ and Tissue Donation (UW OTD) to follow regulations set forth by the United States Internal Revenue
Service (IRS) with respect to non-taxable business expenses. Overnight travel reimbursement will be
completed in compliance with University of Wisconsin Hospital and Clinics (UWHC) policy 1.14.

POLICY

Requirements
A. Meal reimbursement will not exceed an actual cost maximum of $15 per day.
B. If a tip is paid, it will not exceed 20% of the final amount and will be included in the $15 daily
limit.
C. UW OTD will pay for/reimburse meals during non-overnight travel outside of Dane county.
1. Monday through Friday: When a staff member leaves the county before 7:00 am and/or
when staff is unable to return to the county before 7:00 pm.
2. Saturday and Sunday: All travel.
D. Meals will be purchased during the actual time of travel outside of the county.
E. Alcoholic beverages and non-food items will not be paid for/reimbursed.
F. Staff will submit individual, detailed, and itemized receipts for all meal expenses. Original or
copies of original receipts will be accepted.
G. Staff members or their delegate will submit the receipt, a summary about the travel purpose,
and the time of departure and arrival back in Madison to an UW OTD administrative secretary
and in Concur per instructions in UW Health policy 1.14. The approving Manager will confirm if
the travel was within the parameters outlined in this policy.

Methods of Payment and Reimbursement
H. When travelling by air and when travelling with NORA, the pilots and/or NORA staff may pay for
meals.
I. During all other travel, staff members will pay for meal purchases with either a UW OTD
purchasing card or personal funds.



POLICY
Established Date: September 2002
Effective Date: January 2018
Title: Non-overnight Travel Meal Reimbursement Policy Number: 1.03

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 2 of 2
J. Regardless who pays for the meal, all purchases will follow the requirements outlined in this
policy.
K. Staff members who have been issued a UW OTD purchasing card for other business purposes
will use the purchasing card for the meal purchase.
1. Purchasing cards will be not distributed for the sole purpose of meal purchases.
2. Staff members will follow all purchasing card requirements required per UWHC policy
11.30.
L. Staff members that do not have a purchasing card will use personal funds and will be
reimbursed.
M. Staff members will attempt to use the UW OTD tax exempt status when purchasing meals.
N. For purchasing card purchases:
1. A UW OTD secretary will prepare the Purchasing Card Form which will be reviewed and
signed by a UW OTD manager.
2. The secretary will allocate the expense to the UW OTD cost center online via the US Bank
system.
3. When the purchasing card statements are received, the secretary will attach the signed
purchasing card forms to each statement and will provide them to UWHC Fiscal Affairs.
O. For reimbursable purchases:
1. The traveller or their delegate will enter appropriate documentation into Concur All
travel and reimbursement must be approved by a UW OTD Manager


REFERENCES

UWHC Policy 1.14 and 11.30