1. Travel Changes October 5, 2015

2. TRAVEL POLICY CHANGES 2011 authority to manage a UW System travel program was granted to the Board of Regents. A survey showed travel rates do not recognize the true cost of travel Policies were cumbersome, difficult to understand and subject to multiple interpretations. System wide travel governance group formed to develop policies President Ray Cross sent a message to all Chancellors on September 14, 2015 introducing the changes Generally, new policies are based on federal government rates Rate model is used by many peer institutions Aligns with IRS requirements for an accountable plan necessary for tax purposes. Federal rates are reviewed and adjusted annually resulting in more accurate, current rates

3. TRAVEL RELATED POLICIES 1200 - General Travel & Expense Policy 1201 – Purchase and Payment of Business Air Travel 1202 – Travel & Expense – Purchase & Payment of Lodging 1203 – Travel & Expense – Meal & Incidental (M&IE) Per Diem Allowance Reimbursements 1204 – Travel & Expense – Use of Personal Vehicles, Rental Cars & Fleet Vehicles for Business Transportation 1205 – Travel & Expense – Purchase & Payment of Miscellaneous Travel Expenses Headquarter City and Sponsored Events Policy (under revision)

4. AIR TRAVEL POLICY Air travel policy – January 5, 2015 Effective 1/5/15, all airfare must be booked using: Concur (online) self-booking tool Fox World Travel Agency Debbie Talbott (UWSA Travel Agent) This includes domestic and international airfare for both individuals or groups for all of the following: Employees Students Guests (i.e. Interview Candidates, Speakers, Entertainers, etc.) Effective July 1, 2015, Airfare booked outside of Concur/Fox World Travel will no longer be paid or reimbursed by UW Funds.

5. POLICIES & FUND$ Policies apply to all persons funded in part or in full with University funds Employees, Non-Employees, Students, Staff, Faculty, Guests, etc. Policies apply to all forms of funding This includes grant funds Regardless of funding source, if it is reimbursable on a Travel Expense Report, UW Policies apply

6. GENERAL/MISCELLANEOUS Expenses submitted after 90-days will not be reimbursed Any travel related purchase that is not in accordance with policy will be deemed unauthorized and will not be reimbursed All expenses, including prepaid (P-Card, Direct Payment) must be accounted for on the TER to create a full picture for auditors. If outside sources have paid for any part of the travel, please denote that on the TER to provide a thorough narrative

7. LODGING-How are the rates calculated? In-state: Maximum Federal GSA (General Services Administration) rate based on location. Excludes tax-No tax on lodging is to be paid or reimbursed in WI. Use tax exempt certificate or card Out of State: Maximum 125% of Federal GSA rate based on location and season. Excluding tax Tax IS reimbursable/payable in addition to the rate. International (includes Alaska, Hawaii & U.S. Territories): Maximum DOD (Department of Defense) rate Rate is inclusive of tax-no additional tax beyond rate is to be paid or reimbursed.

8. CONFERENCE LODGING Externally sponsored conference: Conference Site Hotel AND Conference Recommended Hotel are allowable and reimbursable/payable above the location maximum. Please include documentation of this with your TER by printing out the lodging site/recommendations from the conference website Internally sponsored (University) conferences: maximum Federal GSA Rate for city Higher cost for conference hotel disallowed

9. LODGING (continued) Use of online brokers such as Airbnb, Hotels.com, Expedia, Travelocity, Orbitz, VRBO, Kayak etc. WILL NO LONGER BE REIMBURSED Approved hotel booking methods Concur Note: not all hotels displayed in Concur meet the maximum spend allowances. Fox World Travel Direct with hotel Direct with conference organizer (as long as it is not an online broker)

10. ONLINE CALCULATOR Available on the Travel Wise portal M&IE RATE CALCULATOR Tool for determining hotel maximums & meals Calculator is the official source for lodging and per diem rates Can be utilized prior to travel to obtain costs for approval Table of expenses is printable for use with pre-approval applications and is REQUIRED for submission with the TER

11. MEALS AND INCIDENTALS Meals paid as a daily per diem based on the federal rates for individual travelers based on the city you spend the night in. Per diem is only allowed for full 24 hours of travel Meal allowance is 75% of first and last days of travel Travelers must deduct any provided meals (i.e. conference lunch) from the per diem allowance (20% breakfast, 30% lunch, 50% dinner) No leave / return times required on TER No receipts required

12. MEALS AND INCIDENTALS (cont) Same day travel (no overnight stay), per diem paid at $15 when the traveler is expected to incur out of pocket costs. Same day travel meals are reportable as income Per diem cannot be exceeded with University funds No same day trip allowance paid if traveler receives any provided meals Per diem rates do not apply to hosted meals Hospitality events Hosting candidate

13. MEALS AND INCIDENTALS (cont) Incidental expenses included in the per diem Incidentals are defined as Fees and tips (housekeeping, porters, etc) Laundry Dry cleaning and pressing of clothing Phone Calls Bottled water for foreign locations Transportation between place of lodging or business to obtain meals when not obtainable within the immediate vicinity Travelers CANNOT claim M&IE on the behalf of another person. M&IE are reimbursable for single traveler only and should be filed by individual traveler.

14. PERSONAL VEHICLE MILEAGE & CAR RENTAL Personal Vehicle: Mileage rate increases to federal rate - $0.575/mile Gas receipts no longer paid in lieu of standard mileage Must be authorized driver on file with Risk Management Risk Management Drivers Program Rental Vehicle: Gas receipts reimbursable Use of rental vendor contracts is REQUIRED Car Rental Contract Numbers on TravelWise PortalTravelWise Portal FSO-Fuel Service Option or refueling service at rental location is not reimbursable GPS is NOT REIMBURSABLE 12 & 15 Passenger vans are not allowed

15. MISCELLANEOUS TRAVEL EXPENSES No Change to Train transportation, Bus transportation, Taxi/shuttle, Tolls Advance deposit on toll pass accounts are not permissible, only the dollars used to cover actual tolls Parking Headquarter city parking allowed but not at employee’s worksite Business internet / WI-FI Reasonable cost allowed with business purpose explanation Visa / inoculations for international travel Passport fees not reimbursable/payable Visa and inoculations allowed with receipts

16. SPONSORED EVENTS (currently under revision) Examples of functions that fall in this definition Conferences Seminars Retreats/workshops Training sessions Academic colloquiums Receptions Orientations University Official Functions (specific to events hosted by System President, Campus Chancellor Board of Regents Meetings Business meetings including external stakeholder and business partners of the University. Hospitality or hosted meals for job candidates, recruits, etc. Department meetings

17. SPONSORED EVENT RATES Within Wisconsin Breakfast$12/person Lunch$18/person Dinner$30/person Breaks$10/person All rates are based on actual expenses and include standard gratuity / service charge (up to 20%) Purchases must be documented with an itemized receipt from the supplier Alcohol cannot be paid with University funds Outside Wisconsin Breakfast$15/person Lunch$23/person Dinner$37/person Breaks$10/person All rates are based on actual expenses and include standard gratuity / service charge (up to 20%) Purchases must be documented with an itemized receipt from the supplier Alcohol cannot be paid with University funds

18. SPONSORED EVENT POLICY & PROCEDURE Meal Expenses Allowed- When the meeting is not purely social in nature When the business could not effectively be conducted any other time but during the meal period. Must provide: Name, Purpose, Date and Time (beginning/ending) of the meeting Meeting Agenda List of participants and affiliation Original ITEMIZED invoices or receipts Justification for meeting over meal period

19. IMPORTANT INFORMATION UW-MILWAUKEE TRAVEL AUDITOR Sarah Kissinger sarahmk3@uwm.edu/sarahmk3@uwm.edu/ 229-4528 New TER on TravelWise Portal and at UWM Travel Forms websiteUWM Travel Forms website