Latest from DEM

Updated guidance as of July 1, 2026

“Travel” refers to transportation (e.g., mileage, bus fare, airfare), lodging, and per diem expenses incurred in addition to a registration fee.

Travel is governed by the University-Sponsored Travel Policy and related UW–Madison travel policies.

Expense reports must include a clear justification explaining how the expenses qualify as essential or required travel.

DEM recognizes three types of travel: Essential, Business, and Professional Development. The Professional Development page has more details.

Types of Travel

REGISTRATION FEES

Paying Event Registration Fees

TRAVEL

AIR TRAVEL must be booked in Concur or with a Fox World Travel agent.

• Airfare Policy: https://policy.wisc.edu/library/UW-3016
• How to Book a Flight: https://businessservices.wisc.edu/travel-reimbursement/planning-a-trip/air-travel/
• Use of a third-party online travel booking site (e.g., Travelocity, Orbitz) or booking directly with an airline is prohibited.

 COST COMPARISONS are required for any flights that combine business and personal travel.

• Acceptable cost comparisons include Concur screenshots or designated agency documentation (such as emailed quotes). Due to airfare pricing and availability fluctuation, accurate cost comparisons must be done at the time of booking to be valid.
• Failure to obtain a cost comparison at the time of booking with result in a reimbursement that is reduced to 80% of the total cost.

LODGING

LODGING must be reserved through the Concur online system, directly with an Agent at Fox World Travel, by booking directly with the lodging facility, or by booking through AirBnB.

Lodging Policy: https://policy.wisc.edu/library/UW-3017

How to book lodging:

https://businessservices.wisc.edu/travel-reimbursement/planninga-trip/reserving-lodging

• Use of other third-party booking sites (e.g. VRBO, Hotels.com, Travelocity) is prohibited.

Employees who drive for any UW business must first be an authorized driver. This includes driving your personal vehicle.

• Link to Driver Authorization; https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/.  
• More information on driving for UW business: https://businessservices.wisc.edu/travel-reimbursement/planning-a-trip/booking-rental-car-fleet-vehicle/ VEHICLE RENTALS
• Must be booked through the Concur Portal using the Big Ten Contract (Enterprise, National, or Hertz): https://www.concursolutions.com/nui/signin.

Vehicle Use Rental Policy: https://policy.wisc.edu/library/UW-3019

Allowable when determined to be the most cost-effective means of transportation.

• The cost of gasoline to fuel a rental vehicle is payable/reimbursable.
• This does not include the vendor refueling service which is not reimbursable.
• Receipts are required for all gasoline purchases, regardless of amount

PERSONAL VEHICLE USAGE

• Requires a Google Map to serve as your receipt.
• Mileage can be claimed from your Campus work location (headquarters), or home; whichever is the lesser of the two.
• Mileage can only be claimed from your home (remote work location) if it is a weekend (Saturday or Sunday); Legal Holiday, the round-trip mileage is less than departing from work, or you have an approved work agreement with a business need to be remote.
• A flight cost comparison is required for all mileage claims for trips that are more than 1000 miles round-trip.

GROUND TRANSPORTATION

• Ground Transportation Use Policy: https://policy.wisc.edu/library/UW-3020
• Long-distance ground transportation (e.g., city-to-city bus, train) and local transportation (e.g. taxi, ride share, city bus, subway, ferry) are reimbursable when necessary to conduct UW business.
• Tips are limited to 20%

International Travel Policy: https://policy.wisc.edu/library/UW-3022

• Please follow the instructions provided here on Expense Reimbursement: https://businessservices.wisc.edu/travel-reimbursement/getting-reimbursed/#HowDoIGetReimbursed
• Expense report must be submitted within 90 days from the last day of business travel or from the date of purchase of goods or services.

• Expense reports cannot be approved if submitted past 90 days without a qualifying justification.
• Meal Per-Diem: The system will default to set amounts for daily meal per-diem. Any provided meal at a conference must be marked “provided” and deducted from your total meal per-diem. First and last days of travel must be checked off, which reduces the daily amount to a prorated 75%.
• Documentation Requirements: Event/conference agendas must be uploaded to expense report
• Receipt Requirements: https://businessservices.wisc.edu/travel-reimbursement/getting-reimbursed/#receiptrequirements. Required receipts must be uploaded during the expense report entry process; upload as one PDF document.

Questions regarding Travel and Reimbursement:

Please email dem_support@em.wisc.edu