uw madison travel expenses

Review and follow all UW-Madison travel expense guidelines (available at the Accounting Services Travel Center ) when booking flights, making hotel reservations, or traveling. Non-reimbursable expenses are the responsibility of the traveler.

If you haven’t made a reservation through the UW TravelWise/Concur booking tool before or need assistance please contact the appropriate person at the bottom of this page for help .

• Faculty and staff may contact the business office.
• Graduate students must notify their path coordinator.

General Travel Information

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Before you travel

• Set up a UWTravelWise/Concur account online.
• Ask your PI or supervisor what funding number to use for your trip (e.g., 144-PRJXXYY). Please note that 101- funds cannot be used for travel.

Register for the conference/event

See your travel representative or path coordinator (listed below) to purchase your conference/event registration. Keep a copy of the registration invoice/confirmation and save it for your reimbursement documentation.

Make lodging/hotel arrangements

Once you have calculated the maximum hotel reimbursement rate for your travel destination, find and book appropriately priced lodging with your travel representative or path coordinator listed below. You may make hotel reservations in one of two ways: (1) book the hotel room directly through the conference website or by calling the hotel and requesting the conference rate; or (2) book the hotel room through UWTravelWIse/Concur  either through the online booking tool or by calling Travel Inc. at 470.589.2205. Airbnb is now allowed, but standard daily/night rates will still apply. You may not use any other hotel room reservation method (e.g., Expedia, hotels.com, Kayak, Priceline, etc.), and you will not be reimbursed if you fail to use one of the two university-approved methods for booking hotel rooms. After you make a reservation, save the confirmation for your reimbursement documentation packet.

Make transportation arrangements

• Flying : Once you know the dates/times of travel and your funding number, book your flight through UWTravelWise/Concur with your path coordinator. If you plan to arrive early or stay late, refer to the FAQ section on the right.
• Driving : Become a UW-Madison-authorized driver at least two weeks before you travel. Learn more below.

Meal and expense reimbursement planning

• Look up UW-Madison reimbursement rates for lodging and meals for your destination city here .
• If food is provided through the event (e.g., meals are covered through your conference registration fee) you may not claim reimbursement for the meals that are provided.
• Travelers will only be reimbursed for up to 75% of the per diem rate for the first and last days of travel.
• Some faculty allow group members to claim the UW-Madison per diem rate for meal and incidental reimbursement. Other faculty allow group members to claim reimbursement only for the amount of money actually spent on meals and incidentals while traveling, rather than the full per diem amount. Either way, please save your receipts while traveling. If you are unsure of what policy applies to you, please ask your supervisor or PI.

While you travel

• Get a detailed invoice from the hotel when you check out. If sharing a room, make sure that each individual’s name appears on the hotel invoice in order for multiple travelers to use the same invoice for expense reimbursement requests.
• Save any receipts more than $25. To be on the safe side, save all of your receipts from the trip until your reimbursement has been processed.

After you travel

Reimbursement.

You must submit your reimbursement request within 90 days after your trip.

1.     Submit an online reimbursement request through E-Reimbursement . Be sure to include:

• Short paragraph explaining the ‘business purpose’ of your trip. This explains how your trip will benefit the university. This paragraph must include who, what, where, when, and why information at the minimum. Please do not use acronyms (i.e., say ‘American Chemical Society meeting’ rather than ‘ACS meeting’).
• PDF of the conference/event website homepage or conference/event agenda or conference/event acceptance letter showing dates and location
• Photocopy of event name tag or program (evidence that you attended)
• Detailed hotel invoice
• Registration fee invoice/registration confirmation
• Copies of any receipts more than $25
• Full flight itinerary

Graduate Student Travel Form

" * " indicates required fields

Arianna Imperl is your Admin Assistant! After you submit this form, this admin assistant will contact you to schedule an appointment.

Beatriz lemire is your admin assistant after you submit this form, this admin assistant will contact you to schedule an appointment., alisa gradney is your admin assistant after you submit this form, this admin assistant will contact you to schedule an appointment., kristi heming is your admin assistant after you submit this form, this admin assistant will contact you to schedule an appointment., irena garic is your admin assistant after you submit this form, this admin assistant will contact you to schedule an appointment., mary hanson is your admin assistant after you submit this form, this admin assistant will contact you to schedule an appointment., driving & mileage, driver's authorization.

To be covered by the university’s liability protection policy while driving on university business, all UW-Madison faculty, staff, student, LTE, and volunteer drivers must be approved through Risk Management prior to departing on university business. Regardless of whether you are driving your own vehicle, a fleet vehicle, or a rental vehicle, all potential drivers must complete the appropriate driver authorization request form. Two weeks prior to your trip, visit the Risk Management Driver Authorization webpage  for more information and to apply.

Also review UW-Madison vehicle rental and gas policies .

According to  Policy: 201.B – Privately Owned Vehicle Expenses , the standard mileage rate for personal vehicles is $.54 per mile. Any roundtrip mileage that exceeds 300 miles will be reimbursed at the Turndown Rate of $.375 per mile.

Frequently Asked Questions

Where can i find news and updates related to work-related travel.

The UW-System offers travel updates here .

May I arrive early, stay late, or combine business and personal travel?

When you are able to save money by adding a day or two to your trip, reasonable expenses for lodging and meals for the minimum necessary additional days may be paid if the total cost of the trip expenses (e.g., additional days of lodging, meals, parking, etc.) are less than the lowest airfare would have been without the additional days of travel. In these cases, you must provide a cost comparison to show that the additional days don’t add to the overall cost of the trip. This comparison must be given over the phone by Travel Inc. at 470.589.2205, and included with your reimbursement documentation packet later.

If you wish to combine personal and business travel, you must document a cost comparison to ensure that the university only reimburses for the business portion of the trip. To document your cost comparison for airfare, call Travel Inc. at 470.589.2205 and ask for a flight comparison with the correct corresponding dates. The lower of the two airfare costs will be paid for or reimbursed by the university.

Valid cost comparisons: UWTravelWise/Concur or Travel Inc. agents must be used for cost comparisons. Because of pricing and availability fluctuations, accurate cost comparisons must be done at the time of booking in immediate succession to be valid.

How can I find hotel maximums and per diem rates for my destination?

Use the UW-Madison  lodging and per diem expense rate calculator  to determine the allowable hotel and per diem rates for your destination. Please note that the university at large is now using a per diem model rather than reimbursing exact expenses for meals and incidentals. Some chemistry research groups use the per diem, others allow travelers to claim reimbursement for actual expenses only. Travelers are reimbursed at 100 percent for full days traveled and 75 percent for the first and last day of travel.

Are meals covered when I travel for work?

For research groups that allow reimbursement of actual expenses only, maximum meal rates (as of Oct. 6, 2015) are shown below.

Read the full policy from Business Services:  http://www.bussvc.wisc.edu/acct/policy/meetcon/meetcon.html

Is ___________ a reimbursable expense?

The following items are NOT reimbursable expenses:

• Airline ticket upgrades for coach tickets with extra leg room, or for business or first class
• Room service
• In-room movies
• Entertainment

Please see a comprehensive list here: https://businessservices.wisc.edu/documents/322-non-payable-reimbursable-expenses/

How do I purchase tickets and make reservations?

Use UW TravelWise/Concur or call a Travel Inc. at 470.589.2205 to book your flight, car rental, and/or hotel room. Any travel expenses (airfares, hotel rooms, car rentals) purchased on UW-Madison credit cards or reimbursed by UW-Madison must be purchased using UW TravelWise/Concur or by calling Travel Inc. at 470.589.2205.

The only exception is for hotel rooms booked through a conference hotel room block. Conference rates are not available in UW TravelWise/Concur; instead, reserve your room through the conference website or by calling the hotel and booking a room in the conference block.

When traveling on federal grant funds (e.g., NSF, NIH, DOE funding beginning with 144-), you must request special approval prior to booking your ticket if you need to use a foreign airline.

When booking flights with UW TravelWise/Concur, a confirmation email is sent first, followed by a final booking notification with the e-ticket number. Please print out the second email with the e-ticket for your reimbursement, rather than the first with the confirmation.

Do I need to keep receipts? What if I forget?

A receipt is generally required for all travel expenses. There are very few exceptions to this policy. Receipts for reimbursable expenses must be submitted via the expense reimbursement process as part of your reimbursement documentation packet.

Travel Assistance is available from the following

Driscoll, Kayla

Position title: Executive Assistant to the Chair, Associate Director of Faculty Services

Email: kayla.driscoll @wisc.edu

Phone: 608.262.1480

Position title: Administrative Assistant

Email: ehhale @wisc.edu

Phone: 608-890-2623

Thies, Mandi

Email: mandi.thies @wisc.edu

Miscellaneous Expenses

Communications, personal attendant fees, laundry/dry cleaning, baggage fees, non-travel expenses.

Are eligible for reimbursement when for ground transportation (Uber/Lyft, Taxi, shuttle, etc.). Tips for meals and all other tips such as tipping a bellhop or porter are not reimbursable as a separate expense because they are covered in the traveler's meal per diem (M&IE). See incidental expenses . 

• Must be necessary and critical for UW business
• Cell phone talk/text/data plans/pre pay plans are restricted to foreign locations only
• If any personal communication is included, amount must be auditable/prorated to UW business only

Costs of personal care attendant services required for disability accommodations are allowable. Costs may include fees and travel expenses of the attendant. Documentation is managed by the UW Disability Services Office. See ADA guidance for more information. 

• Itemized receipt is required
• Not allowed in locations outside the continental U.S.A., as it is covered within the meal per diem (M&IE) allowance for these locations

Fees charged by airlines, excluding overweight charges, are allowable up to the first two bags. Overweight charges/additional bags require UW business justification. 

Non-travel expenses may be reimbursed through the 'Non-Travel Reimbursement' Business Process of the Workday Expense Report module. Please refer to the Procurement page on reimbursements .

• Electronic Accessory: reimbursable if necessary for business and is for UW owned electronics. May not be reimbursed for personally owned devices.
• Mailing/Shipping/Printing fees : eligible when necessary for business and incurred while on travel status . 
• Ex: Park entrance fee for research, ticket access to event for recruiting

Expense Reimbursement: UW and UW Health

If you are not sure of the purchasing or payment options for your expense type, or whether the purchase is allowable, contact your division's accountant BEFORE purchasing. Unallowable expenses purchased with personal funds will not be reimbursed.

Expense reimbursement requirements differ depending on your funding source – please select your funding source to view the relevant guidelines:

Guidelines for Both Funding Sources

• If you are not sure of the funding for your reimbursement, please contact your Division Administrator to confirm.
• Many supplies and purchases can be paid for directly with a purchasing card, and personal funds should not be used. Please contact your division's finance staff to determine the best purchasing and payment choice.
• Clinical-related expenses and UW Health Professional Fund expenses are reimbursed on the UW Health side. For example: medical books, subscriptions for journals and publications, dues and memberships of medical organizations. 
• Research and educational expenses are reimbursed on the UW Madison side. For example: poster printing, tuition reimbursement.
• Relocation/Moving expenses are now reimbursed on the UW Madison side.
• Hosted meals and travel expenses can be reimbursed on either side, depending on funding source.
• If you are using Professional Business Expense Funds, follow UW Health guidelines. If you are using grant funding, follow UW Madison guidelines.

UW Health Expense Reimbursement

UW Health Expenses are reimbursed using Oracle Cloud Finance

• Oracle can be found via UConnect > quick links > Oracle Cloud
• If you do not have access please contact your Division Administrator
• Google Chrome is the preferred internet browser when using Oracle Cloud

For details regarding what qualifies as a UW Health Business Expense please see UW Health Professional Business Expense Allowance

Before you travel - please see booking requirements on our  Travel Planning and Policies page

DOM Resources and Oracle Job Aids

To be reimbursed by UW Health via Oracle you must add a bank account: Add Bank Account for Reimbursement  (PDF)

Oracle allows for you to add a Delegate to enter into Oracle on your behalf: Adding a Delegate  (PDF)

• We recommend that you work with your division administrative assistants to manage your reimbursements. This includes Regional Mileage reimbursements.
• Please add Amanda Koehn and your Medical Program Assistant in your division, this will allow them to enter and edit any expense reimbursements in Oracle on your behalf.

Can I see what reports have been entered and the status? How to View Archived Expense Reports  (PDF)

Please review our  Travel Planning and Policies Page  before booking travel.

• UW Health Chart of Accounts
• Oracle Expense Training: Managing Oracle Expenses (PDF)
• Oracle Expense Training:  Template Types
• UW Health Travel and Other Expense Reimbursement:  Full Policy
• DOM-specific Travel Planning and Policies
• Reports:  Expense Report Detailed View. Find the status of an expense reimbursement searchable by Name or Cost Center
• Oracle Mileage Reimbursement:  Mileage Reimbursement Quick Guide  (PDF) 
• Mileage reimbursement for outreach sites:  Regional Services Mileage Workflow

Expense Types with Special Instructions

The DEA grants fee exemptions to employees of the University of Wisconsin-Madison, requirements and instructions can be found here: DEA Registration for UW Practitioners

Technology Purchases, Computer hardware/software related items must be ordered from Department of Medicine IT . Any computer related item(s) not ordered through DOM-IT will not be reimbursed unless prior approval has been granted.

All Dept of Medicine Relocation Stipend approvals and processing are handled by Maggie Miller. Please see our Moving and Relocation page for more details.

• Lab Coats: The purchase of three lab coats every three years, along with cleaning expenses will be covered - please reach out to your administrative staff.
• Business cards: Please reach out to your administrative staff.

UW–Madison Expense Reimbursement

Before you book travel - please see booking requirements on our  Travel Planning and Policies page . 

UW-Madison's  e-Reimbursement is a web-based expense reimbursement system.  The system can be used to request reimbursement for travel-related expenses and general business-related purchases.

UW Madison's Business Services website provides a number of resources for creating and submitting expense reports, for travelers and alternates, including screen shots and step-by-step instructions:

• Assign an Alternate
• How to Create, Modify and Resubmit an Expense Reimbursement in e-Reimbursement
• Expense Reimbursement Training

DOM Resources for Filling Out an Expense Report

You must include details about Who, What, When, Where, and Why. For example: [Name] attended [name of conference - spell out acronyms] held in [city/state or virtual] during [dates]. [Name] presented a poster/speech titled X [etc, other reasons to justify the business purpose of the trip].

Any sensitive information (ADA, HIPAA, credit card numbers, social security numbers) must be redacted for legal and security purposes. All attached documents are stored within the campus-wide E-Reimbursement system, and are  public record. 

If you have specific questions relating to an expense report you are working on, the travel approver or the  accountant supporting your division  and they can help clarify policy requirements.  

All documentation must be attached to the report. You can scan or take a photo of any paper/physical receipts to upload them. Many file types are allowed to be used: pdf, doc, jpg, etc. Do not discard the original copies of your receipts until the report has been approved and you have received payment.

All expenses related to conference attendance (registration, flights, hotel, meals, etc) must include a copy of the conference brochure and agenda.

In order to protect HIPAA/PHI privacy, these reimbursement reports do not require a detailed business justification. Something simple like "Travel to Madison to participate in research study" should suffice. Even listing the study name could indicate medical issues/history of the subject and should be avoided.

Make sure to redact the traveler's home address from any mileage documentation.

Expense Types With Special Instructions

All of these items and any others that relate specifically to patient care, should be submitted for reimbursement through UW Health Oracle. UW-Madison does not have any patients, and is not able to reimburse for patient-related expenses.

Please use the Business Services Official Functions, Hosted events, and Business Meals Matrix to determine the type of meal you are hosting in advance of the event. Official Functions require a form to be approved by SMPH before any expenses can be paid for the event.

All Department of Medicine relocation stipend approvals and processing are handled by Maggie Miller. Please see our Moving and Relocation page for more details, or contact Maggie with further questions.

Reminder: FY24 year-end financial transaction deadlines

• April 30, 2024 : Submit all purchase requisitions in ShopUW+ greater than $50,000 that require FY24 funding.
• May 17, 2024 : Submit all purchase requisitions in ShopUW+ less than $50,000 that require FY24 funding.
• May 31, 2024 : Generate Direct Payment & Payment to Individual Forms in ShopUW+.
• June 21, 2024 : Submit e-reimbursements for travel and personal expenses.
• June 25, 2024 : Verify all P-card transactions in SFS P-Card Module.

Complete purchase requisitions through ShopUW+ by the end of the business day on April 30, 2024 , if the purchase is greater than $50,000, and May 17, 2024 , if it is less than $50,000, to ensure charges are applied to FY24 funding.

• Orders placed after these dates may or may not be billed in FY24, depending on the product receipt date and potential back-order status.
• Orders received, matched, and processed by June 27, 2024  will be applied to FY24 funding.
• Order invoices matched and processed after June 27, 2024 will be applied to FY25 funding.

Direct Payment & Payment to Individual Forms

Direct Payment & Payment to Individual Forms must be generated in ShopUW+ with all approvals by May 31, 2024 . Forms may be submitted after this date, but FY24 processing is not guaranteed.

E-reimbursements for Travel and Personal Expenses

Submit e-reimbursements to FP&M Business Operations by June 21, 2024 . The e-reimbursement must be complete, accurate, and error-free by this date to guarantee processing in FY24.

Purchasing Card Bi-Weekly Transactions

Any purchasing card transactions that post at US Bank on June 21, 2024 , will be loaded into the Purchasing Card Module on June 24, 2024 .

It’s crucial that cardholders reconcile their transactions, attach the necessary supporting documentation, reallocate funding, and verify those transactions, by June 25, 2024. This will allow the FP&M Business Office time to review the transactions, request additional documentation if needed, and approve transactions before the Business Services deadline of noon on June 27, 2024 .

As FP&M Business Operations and Purchasing nears mid-June, it is strongly suggested that cardholders who will be on leave from June 24-27 ask their supervisor to reassign purchases to another cardholder, as all transactions that post in US Bank on or before June 21, 2024 must be fully reconciled, verified, and approved in the Purchasing Card Module before noon on June 27, 2024 .

Any transactions that are not fully processed will be auto closed, which may result in the cardholder receiving a non-compliance from Business Services.

Transactions posted at US Bank on or after June 22, 2024 , will be loaded into the Purchasing Card Module for reconciliation on July 3, 2024. This means no transactions will be posted in the Purchasing Card Module for a week and a half.

Administrative Specialist

• Madison, Wisconsin
• SCHOOL OF MEDICINE AND PUBLIC HEALTH/ONCOLOGY
• Administration
• Staff-Part Time
• Opening at: Apr 23 2024 at 12:55 CDT
• Closing at: May 7 2024 at 23:55 CDT

Job Summary:

The Administrative Specialist will be responsible for a variety of work across the administrative unit including, but not limited to, gathering information for grants (external and internal) and routing it to co-investigators for the project program grant and serve as back-up to the Pre-Award Specialist; partners with co-investigators on submitting WISPER/RAMP records to ensure grants referenced are accurate for Material Transfer Agreements; maintains the departmental faculty procedures, guidelines, and membership; plan and manage onsite and virtual meetings for guest speakers and faculty; and support travel expenses and reimbursement workflows.

Responsibilities:

• 20% Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
• 30% Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
• 20% Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
• 10% Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems
• 20% Serves on committees and attends meetings, representing the interests of the unit or program

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals. The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world. For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Preferred Bachelor's Degree

Qualifications:

Two years planning, directing, or coordinating one or more administrative services of an organization required. One year of strategic planning, resource allocation, and coordination of people and resources required. Proficient working with a computer and knowledge of computer software including virtual platforms preferred.

Part Time: 40% - 60% It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Minimum $42,600 ANNUAL (12 months) Depending on Qualifications

Additional Information:

University sponsorship is not available for this position. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. UW-Madison is not an E-Verify employer, and therefore, is not eligible to employ F1-OPT STEM Extension participants. If you are selected for this position you must provide proof of work authorization and eligibility to work.

How to Apply:

To apply for this position, please click on the "Apply Now" button. You will be asked to upload a current resume/CV and a cover letter briefly describing your qualifications and experience. You will also be asked to provide contact information for three (3) references, including your current/most recent supervisor during the application process. References will not be contacted without prior notice.

Melissa Zhang [email protected] 608-263-0496 Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Administrative Specialist(AD006)

Department(s):

A53-MEDICAL SCHOOL/ONCOLOGY/ONCOLOGY

Employment Class:

Academic Staff-Renewable

Job Number:

The university of wisconsin-madison is an equal opportunity and affirmative action employer..

You will be redirected to the application to launch your career momentarily. Thank you!

Frequently Asked Questions

Applicant Tutorial

Disability Accommodations

Pay Transparency Policy Statement

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Wisconsin Badgers

Women's Track & Field April 24, 2024 Jenna Statz

Five things to know: Badgers gear up for busy weekend

Wisconsin travels to philadelphia and austin.

MADISON, Wis. – The Wisconsin women's track and field team continues its outdoor season this weekend. The team will travel to Philadelphia to participate in the Penn Relays and Austin for the Texas Invitational. Events will begin on Thursday and run through Saturday. 

Fans can follow live results on Twitter and Instagram @BadgerTrackXC. 

Here are five things to know before this weekend.

1. MIDDLE DISTANCE MAYHEM: A strong field of middle-distance runners will compete at the Penn Relays. Graduate student Victoria Heiligenthal will lead the group in the 1500 meters. Heiligenthal is coming off a 10th-place finish in the 800 meters, running a personal best time of 2:09.27. Freshman Ruby Madden will also make an appearance in the 1500 meters. She competed at the Wake Forest Invitational last weekend with an eighth-place showing, finishing with a personal best time of 4:27.49. 

2. DISTANCE WATCH: The Badgers will have a large field of competitors in the 5000 meters on Friday. Samantha Stieve , Vivian Hacker , Shea Ruhly , Carolyn Shult , and Isabella Jacobsen will all compete in the event, Shult is coming off a personal best time in the event, while Stieve will compete in her first meet of the 2024 season.  

3. ADDING A SPARK: Sprint star Kiley Robbins will compete in the 100-meter dash and the 200 meters this weekend. She is coming off a win in the 100 meters, crossing in 11.37 seconds at the Cerritos Invitational. Robbins is ranked No.4 in the Big Ten in the 100 meters, with a season-best time of 11.29 seconds. She will be joined by Sydney Robinson . 

4. THROWING DOWN WITH THE BADGERS: UW throwers will compete in Austin this weekend.  Graduate student Olivia Roberts will compete in the hammer throw this weekend, along with teammates Danni Langseth , Chikere Oduocha , and Abby Peeler . Roberts ranks second all-time at UW with a personal best mark of 209 feet, 9 inches (63.93m). 

Redshirt sophomore Danni Langseth will also compete in the discus throw and shot put. Two weekends ago at the Beach Invitational, she picked up a fourth-place finish in the shot put. Langseth threw for a personal best distance of 53-11 ¾ (16.45m), moving her up to sixth on UW's All-Time performance list

5. MARK YOUR CALENDARS: The Badger Challenge will take place on Friday, May 3. Field Events will begin at 1 p.m., and running events at 3 p.m. at McClimon Track/Soccer Complex.  

Players Mentioned

Vivian Hacker

Victoria Heiligenthal

Danni Langseth

Chikere Oduocha

Abby Peeler

Kiley Robbins

Olivia Roberts

Samantha Stieve

Sydney Robinson

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April 2024 Travel, Expense, and Card Policy Updates

The Travel and Card team is happy to announce the following policy updates and changes:

• UW-3022, International Travel : To align with Universities of Wisconsin foreign/international travel policy, two new allowable expenses associated with international travel will be added: international calling/data plans when accompanied by a business justification and required inoculations/vaccinations.
• UW-3024, Expense Reimbursement : Universities of Wisconsin require receipts regardless of cost for international calling/data plans as well as required inoculations/vaccinations. These have been added to the section “Receipts are always required…”
• UW-3018, Meals and Incidentals : A note has been added to clarify that individual phone calls are included in the incidental per diem rate, but international calling/data plans are reimbursable for foreign travel if supported by a UW business purpose.
• UW-3075, Official Functions and Expenses: Several Divisions on campus have reached out regarding whether children/dependent travel expenses may be included as part of an Official Function pre-approval for a UW-Madison job interview trip. Policy language currently limits this to “ a spouse/significant other/companion.” The “a” will be removed to allow for more flexibility in arranging job interview travel, where the number of accompanying individuals is not limited to one . The policy will now read: “Travel expenses for spouse/significant other/companions to accompany an applicant on a UW-Madison job interview trip.” The approved Official Function must outline each additional traveler for the job interview trip, the approved travel expenses for additional travelers, and the business benefit for including the additional traveler(s) on the job interview trip.
• UW-3026, Non-Payable/Non-Reimbursable Expenses : This policy needed to be updated to reflect that dependent travel expenses may be payable/reimbursable if associated with a preapproved Official Function for job applicant travel. Additionally, a provision for rental of graduation regalia was added. Purchase of regalia is neither payable nor reimbursable. Finally, we clarified a point of confusion around manuscript expenses; both article submission fees and article publication fees are payable/reimbursable when purchased using a card product (e.g., debit, credit).

All of these changes are reflected in the UW-Madison Policy Library .

The Badger Herald

• UWPD investigation of Wednesday battery ongoing

• UW-Madison Campus

Tuition hike will offload university financial pressures, may strain student budgets, expert says

UW–Madison’s Bursar Office notified students of a tuition increase through an email after the Board of Regents approved a 3.75% increase for all Universities of Wisconsin after a 10-year tuition freeze, according to an April 4  press release . This increase comes after a 4% tuition increase at UW–Madison last year, according to previous reporting from The Badger Herald.

Starting next fall, in-state undergraduates at UW–Madison will pay an additional $362 for tuition, with out-of-state undergraduates paying $1,464 mor e. Segregated fees for all undergraduates will also increase by $35.

According to Agricultural and Applied Economics professor Steve Deller, the funding from the state that goes to support public higher education has been declining for about 30 years and the Universities of Wisconsin have been needing to make up for those financial resources.

The other Big Ten schools have been increasing their tuition over the last 10 years but UW–Madison hasn’t been able to do the same because of the system-wide tuition freeze, Deller said. This contributed to financial pressures that led the universities to increase fees in order to make up for the difference.

Despite the tuition increase, Deller said the tuition at UW–Madison is still lower than that of other comparable universities. Estimated tuition and fees at UW–Madison for 2024–25 are around $11,606 for in-state undergraduates, compared to  $17,640 at the University of Illinois. In 2023–24, University of Michigan in-state undergraduates paid about $17,228 for tuition.

“When you look at tuition costs for Wisconsin and you compare it to say, Illinois or Michigan or some of the other state schools — we’re really cheap,” Deller said. “And that’s because of that tuition freeze. So even with these modest increases in tuition, we’re still pretty cheap compared to other Big Ten schools.”

According to Deller, UW–Madison has been able to absorb the financial pressures better than other UW schools. In January of this year, UW–Oshkosh cut 216 employees and didn’t renew contracts for roughly 40 instructional academic staff. This came in response to budget cuts due to an $18 million structural budget deficit this fiscal year, according to the Milwaukee Journal Sentinel .

Tuition hike for in-state students threatens Wisconsin Idea

Wisconsin State Legislature passes bill simplifying tuition reimbursements for student National Guard veterans

Board of Regents approves tuition increase for resident undergraduates

Universities of Wisconsin no longer requires student voice in differential tuition-setting

Raising the tuition at UW–Madison will offload similar pressures to reduce academic services and opportunities within the university, according to Deller. But, this can increase financial pressure on students by raising student debt, which is becoming a serious issue with the costs of housing also increasing each year .

During last year ’ s tuition hike, The Board of Regents also created a $1000 tuition differential charge for the undergraduates in the School of Nursing, and increased the the differential charges for undergraduates in the School of Business and the College of Engineering to $2,000 each, according to the Bursar ’ s Office .

Associated Students of Madison representative for the College of Engineering Ayush Jadhav is an Engineering student who received last year ’ s increase in both tuition and differential tuition.

“ I can see a lot of people being affected by this [upcoming] tuition increase, especially people who are juniors or seniors, because they only have two years left, ” Jadhav. “ You just have to pay it at that point. You can ’ t leave or anything. You ’ re like being forced to pay the increase. ”

A data analysis from the Institute for Higher Education Policy shows 90% of students receiving the Pell Grant still have unmet needs, compared to 56% of those who did not receive a Pell Grant . Students of color and low-income students are most likely to have unmet needs in affording college tuition, according to Inside Higher Ed . 

“I know personally, a bunch of people who use certain jobs to pay for their rent and stuff because their parents don’t pay for that,” Jadhav said. “And with a tuition increase, it’s going to be even harder when people are taking out loans to pay for stuff.”

Currently, the Wisconsin Scholarship Hub  offers program-specific scholarship applications including for the College of Agricultural and Life Sciences, College of Engineering, College of Letters and Science and campus-wide scholarships.

UW–Madison Office of Student Financial Aid communication manager Karla Weber Wandel said students should also submit the Free Application for Federal Student Aid to receive federal, state and UW–Madison financial aid.

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Amid falling public confidence, forum speakers defend value of a college degree

Experts say UW-Madison degree is worth an average of $1.2M over 40 years

While public perceptions of the value of going to college have diminished in recent years , experts argue the lifelong earning potential for someone with a bachelor’s degree is worth the investment. 

That was the message Wednesday from a forum about the future of flagship universities held at the University of Wisconsin-Madison. While ideological battles over diversity programs , curriculum and funding continue, universities must forcefully advocate for their value to society, the panelists said. 

“The value proposition of higher education is in question more than I would argue it ever has been before,” said Taylor Odle , a professor in UW-Madison’s department of educational policy studies. 

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“I do not think that you could present any compelling evidence to suggest that a college education isn’t one of the most important investments a student or family could make,” he said. “The benefits that yields to individuals, the benefits that yields to society are kind of uncontested.” 

Odle pointed to a 2019 study from the Georgetown Center on Education and the Workforce that estimates a degree from UW-Madison is worth approximately $1.2 million in earnings potential over 40 years. 

“Graduates within 10 years earn 186 percent, or almost double of what they paid to attend,” he said. “Our six-year graduation rate is 90 percent, compared to a national average of 55 percent. And median earnings of graduates are around $71,000.”

Yet polls continue to show that Americans are losing faith in higher education. Odle pointed to a 2023 poll from the Wall Street Journal and NORC Center for Public Affairs Research at the University of Chicago that found 56 percent of respondents said they believe earning a four-year degree is not worth the cost, while only 42 percent said it is worth it. 

“For the longest time we thought higher education was the goal, it was the summit,” said Elaine Povich , an education reporter for the nonprofit news organization Stateline, who was part of the panel. “Our children’s children were going to go to college because that was the epitome of success in America.”

But that’s no longer the case, she said. 

“People are looking at it and saying, ‘Wait, I don’t need this anymore. I can be just fine, thank you. Besides which, it’s all indoctrination,’” she said. 

A July 2023 Gallup poll found that only 36 percent of Americans had confidence in higher education, down from 57 percent in 2015. Much of the decline came among Republicans, who fell from 56 percent in 2015 to 19 percent in 2023.

David Weerts , a professor and associate vice provost at the University of Minnesota System, said universities have to acknowledge these realities. 

“You need to be reengaged with different groups to address some people you might have profound moral disagreement with. And we are struggling to be honest with students that come who do see it very differently” and view universities as ideologically driven, he said. 

“There’s this kind of idea that if we only told our story better, people would understand,” and legislators would increase funding, he said. “But when you look around, we probably spend more money than we ever have on billboards.” 

“It really has to be a more transformational view around our role in the state and how we build relationships, frankly, with a lot of people that don’t trust us,” he said. 

Povich agreed. She said going to college brings not just income, but lifelong friends and a network of other professionals. 

 “I would say to the people who have sat on their hands for a long time, get out there and talk about your side of the story. Even if it’s not just PR but in your communities, in your knitting circles or whatever, get out there and talk about it,” Povich said. 

“The million dollar bonus for going to college over your lifetime is real,” she said. 

Wisconsin Public Radio, © Copyright 2024, Board of Regents of the University of Wisconsin System and Wisconsin Educational Communications Board.

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Wolff Fellow and Psychology Major Crafts Year of Travel to Explore African Influence Worldwide

Max Koenig, from Baraboo, will follow his May 2024 graduation with a year-long exploration of the influence of African culture, history and music in communities that were impacted by slavery. His travels will take him to Caribbean nations, Colombia and Brazil.

Koenig was awarded the College of Letters & Science Wolff Fellowship, which was  created by Paul Martin Wolff (’63) and Rhea S. Schwartz . Now in its third year, the $45,000 fellowship annually awards an L&S senior the chance to design their own international and interdisciplinary experience. Koenig is using this once-in-a-lifetime opportunity to visit the places and communities forged through the African diaspora in the Americas.

Koenig’s long-standing commitment to volunteering with Black youth and communities of color, plus his own family roots in Madagascar, are some of the influences that came together to inspire his fellowship year.

“The intellectual idea that left the biggest mark on me emerged in my African American Studies class on race and racism during my freshman year,” Koenig says. “Professor Mosi Adesina Ifatunji shared a transformative statement by [Jamaican political activist] Marcus Garvey: ‘We are going to emancipate ourselves from mental slavery because whilst others might free the body, none but ourselves can free the mind.’”

Jamaica is one of Koenig’s destinations, and it’s where he plans to explore the Afrocentric Rastafarian religion, especially as celebrated through the music of Bob Marley and other influential Jamaican musicians. Max will also immerse himself in the calypso and soca musical traditions of the Trinidad and Tobago Carnival and take steelpan drum lessons.

Like Jamaica, St. Kitts was a center of slave trading and agriculture. Koenig plans to visit several historic places on St. Kitts and Nevis, including the Brimstone Hill Fortress, which is a UNESCO World Heritage site that preserves British architecture that was built by African enslaved labor. Other key ports of entry for enslaved people and early Black communities on Koenig’s itinerary include Santo Domingo (Dominican Republic), Port of Spain (Trinidad), San Basilio de Palenque (Colombia) and Salvador de Bahia (Brazil).

Education has always been important to Koenig. “Through the Badger Volunteers program, I worked closely with young Black students, offering homework assistance, mentoring and facilitating enriching activities,” Koenig says. “I was deeply grateful for the experience as it opened my eyes to Black spaces and programs, spaces I lacked access to as a child. The transformative effect on my mindset and understanding fueled my desire to continue these experiences.”

In Cabarete, Dominican Republic, he will volunteer for two-and-a-half months at a Montessori elementary school in a region with a high poverty rate. Koenig will also volunteer for two months at a school in Barranquilla, Colombia, that focuses on ethno-education (incorporating the traditions, knowledge and beliefs of local ethnic minorities).

For Koenig, who has an interest in working in the public education system, these teaching experiences will be transformational. He knows first-hand the ways that teachers can change the paths of their students. After studying Spanish in high school, Koenig returned to that language in his third year at UW–Madison where he was inspired by his instructor, Matthew J. Burner, who says, “The challenges that Max has met will bring important perspective to the Afro-Latino population that he plans to work with as he discovers similar trials and tribulations in working directly with them and within their communities. … Serving as a Wolff Fellow will open more doors to higher education, allowing Max to pave his own way while he not only learns more about himself, but also while he continues to find ways to give back and to share his own experiences.”

During his undergraduate years at UW–Madison, Koenig volunteered for WSUM student radio, was a leader in the Wisconsin Wellness club, served as a peer advisor for the Career Exploration Center, conducted research in the Harackiewicz lab and was a Mercile J. Lee Powers-Knapp scholar. Koenig will earn his UW–Madison degree this spring, with a major in psychology and a certificate in African studies.

Originally published in ls.wisc.edu .

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Madison On Tap

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CAPITAL CONNECTIONS: 5 REASONS TO HOP A NONSTOP FLIGHT FROM DCA TO MSN

It doesn’t matter whether you’re traveling for business or pleasure (or both!). There’s one trip that should top your list if you love the benefits of being in a capital city: Washington to Madison. Getting from our nation’s capital to the Wisconsin State Capitol is not only a quick trip. It’s just right for those seeking a nonstop flight that delivers nonstop itinerary ideas . 

1. There’s a direct flight—and it takes less than 2 hours. 

American and Delta both offer options that clock in around 1 hour 48 minutes, wheels up to wheels down. Plus, once you arrive, it’s less than 15 minutes by car from the airport to downtown . Travel times like these make it an easy weekend getaway or to stay one more day before or after a meeting in Madison.

2. Our capital is walkable. 

One of the reasons people say Madison is so memorable? It’s walkable! We’re famous for our isthmus, which means we live in a lake-city-lake landscape. So you can walk from Lake Mendota to Lake Monona via the Capitol in under 30 minutes. You can walk from Capitol to UW campus in 20 minutes. And there are 25 total accommodation options downtown near the Capitol and the Monona Terrace Convention Center, including the brand-new Embassy Suites by Hilton , The Saddlery Madison and Moxy Downtown Madison . 

Bonus : we were recently ranked #3 Best State Capitals for Safety and More , so you can feel free to explore without worry. 

3. Madison is clean and green. 

Here, sustainability has never been just a trend. It’s a tradition that’s been in our DNA for decades. Gaylord Nelson—the founder of Earth Day —called Madison home as a student, state senator and Governor before becoming a U.S. Senator. In 1968, we were the first community in the country to offer curbside recycling. Today, our mayor is the National Chair of U.S. Climate Mayors, and our county was the 4th in the U.S. to reach the milestone of using 100% renewable electricity at all county facilities.  

From green meetings to our voluntourism portal to guides for where to drink, dine and shop sustainably, there’s a reason Madison has been repeatedly ranked among the greenest cities in the U.S. 

4. Our intellectual capital is internationally recognized.

Being home to UW-Madison means Madison is home to today’s top thinkers, researchers, and leaders who are frequently sought out to help with the nation’s emerging challenges. Not only is UW-Madison in the Top Ten in the U.S. for research volume, 20 Nobel Prizes have been awarded to faculty & alumni and 400+ startups have formed from UW research. Our capital city is home to successful start-ups including Epic Systems , known widely for developing MyChart software, and Exact Sciences, which created Cologuard at-home cancer screening tests.  

Bonus : Madison makes it easy for meeting planners to arrange speakers and tours to complement conventions and events in Madison. 

5. We’re home to another impressive dome. 

Washington D.C. may be THE capitol, but the Wisconsin State Capitol is the only granite dome in the world and the largest by volume in the United States. What’s more: it’s fully open for visitors to explore! Start with a guided tour—they’re offered for free, seven days a week. In the warmer months, climb the steps to the Observation Deck for a stunning, 365-degree view of Madison’s skyline and surrounding lakes. 

Christine Lampe

Christine has experienced Madison life through many lenses: as a UW-Madison student, an on-the-go parent, and as a Sr. Content Strategist at Destination Madison. In her spare time, you’ll find her hiking, biking, traveling, trying new restaurants and listening to live music.

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LiChen Receives the BGA Student Travel Award

LiChen Dong was selected to receive a $300 as a BGA Travel Award to help defray costs of attending the Behavior Genetics Association Annual Meeting in London this June.

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Travel Policy

Sign up for travelwise newsletter, monthly policy/travel updates to your inbox, e-reimbursement, policy links, reimbursement.

4/17/2024 During this peak period for expense report submissions please expect a longer approval time. Expense reports are reviewed in the order they are submitted and the Central Audit team will continue to work through them as quickly as possible. In the event you need to request an individual report to be expedited please send an email with those details to the email address shown below. Thank you.

Contact Expense Auditing: [email protected]

Travel Expense Reports (TER) Guidance

Expense system tutorials, receipt requirements for reimbursement, retrieve air invoices, faqs: e-reimbursement – traveler – expense report, new uw system international receipt form, new feature: retrieve any travel inc agency invoice, creating an expense report (video), 2024 mileage rate, sfs branding memo, expense report awaiting approval, sfs availability, sfs - travel and expense guides, upcoming scheduled sfs outages and refreshes, sftrain unavailable, monthly migration to production.

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ShopUW+ During SFS Outages

ShopUW+ will be available during SFS outages though Requisition, Purchase Order and Invoice workflow will pause at any SFS integrations.  New Requisitions will need to wait for the outage to complete before they can be approved and/or sent to the supplier. 

Below is an example of a Workflow Stop during an SFS outage:

The Workflow Stop will go to the next step in workflow when the outage is complete.

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Support hours for SFS and WISDM are between 7:45am to 4:30pm, Monday through Friday. During these times, questions can be directed to UWSA Problem Solvers .

Off-Hours SFS Availability and Processing Impact

Both SFS and WISER are generally available for use outside the supported hours, but users should be aware that many processing activities take place overnight and response times may vary significantly. Additionally, depending on the time entered, transactions entered overnight may not be processed in that evening’s batch or available in WISER the follow day. The timing associated with entering and processing information has significant impacts on the visibility of data in SFS and WISER.

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Click here for the Expense FAQ

The Travel and Expense module is available to institutions using the E-Reimbursement module (e-Re).

Documentation for the Traveler

How To Sign Into The Expense Module pdf How To Create Expense Reports In The Expense Module pdf Getting Started pdf Expense WorkCenter BPG For Traveler pdf How Traveler Can See Where Their TER Is pdf How To Assign An Alternate pdf Expense-Type-Matrix pdf Business Purposes For The Expense Module pdf How To Delete A Returned Or Not Submitted Expense Report pdf How To Choose Per Diem Deductions pdf Per Diem E-Reimbursement pptx How To Determine Mileage Reimbursement Rates In The Expense Module pdf How To Work With My Corporate Card Expenses In The Expense Module pdf How To Use Select Funding Page pptx How To Change Default Funding pdf How To Review Edit Profile Information In The Expense Module Traveler Role pdf Expense File Attachment Issues pdf How To Reduce Or Limit An Expense Reimbursement To A Fixed Budget Amount pdf How To Use The Receipt Split Function In The Expense Module pdf How To Process Expense Reports With Non Contract Airfare Purchases pdf How to Create Travel Authorizations pdf How To LookUp TravelExpenses In WISER pdf How To Work With Cash Advances In The Expense Module pdf How To Pull A Cash Advance Into An Expense Report pdf How To Add Estimated Tax To Relocation Expense Reports pdf Per Diem Calculator Tile pdf How To Copy A Closed Expense Report pdf

Documentation for the Approver

Expense User Guide for Approvers Auditors - TravelWise pdf How To Approve Transactions In The Expense Module pdf Expense WorkCenter BPG For Expense Approver pdf Responsibilities Of Approver-Auditor pdf How To Reassign Workflow In The Expense Module pdf Routing to another approver while you are out pdf 90 Day Alert Bubble Warning Message For Approvers pdf

Documentation for Central Processing Staff

• Expense Processing And Pay Cycle Steps pdf
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Miscellaneous Central Processing Notes

• Approver Buttons Are Gone pdf
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• Finding A Specific TER Or TA For Someone Else pdf
• How To Assign An Alternate For Someone Else pdf
• How To Find An Expense Report Payment Reference Number pdf
• Reassigning T00000 Stuck Items pdf
• What Has Been Waiting for Approval for a Length of Time pdf
• Where is an Expense Report, Travel Authorization or Cash Advance for Approval? pdf

Training Videos for Travel and Expense

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Central Audit Processing Status

As of : april 24, 2024.

Total TER in Approval Queue : 1,582 (Excluding UW Madison)

% of reports :

Under 5 days – 36% Over 5 days – 34% Over 10 days – 26%  Over 15 days – 4%

Questions : [email protected]

Updated: 04/24/2024

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Travel Expense Report (TER) Help Sheets

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