Out-of-city travel costs for official institution representatives to attend public service type activities or functions may be reimbursed from the same funding source used for the salary of the employee under the following circumstances:
| Event | Allowable Representatives |
| Inauguration of Governor | UW Regents, Secretary of the Regents, UW System President, Vice Presidents, Chancellors |
| Inauguration or Installation of UW System President | UW Regents, Secretary of the Regents, Vice Presidents, Chancellors, Vice Chancellors |
| Inauguration of UW System Chancellor | UW Regents, Secretary of the Regents, UW System President, Vice Presidents, Chancellors |
| Inauguration of President or Chancellor of other colleges and universities | UW Regents, UW System President, Chancellors |
| Installation of State Superintendent of Public Instruction | UW Regents, UW System President, Vice Presidents, Chancellors |
| Career ending retirement of UW System employee at level of Assistant Chancellor and above | UW Regents, UW System President, Vice Presidents, Chancellors, Vice Chancellors and appropriate Assistant Chancellors |
| Farewell for a resigned UW System President | UW Regents, Secretary of the Regents, UW System Vice Presidents, Chancellors, Vice Chancellors |
| Farewell for a resigned UW System Chancellor | UW Regents, Secretary of the Regents, UW System President, Vice Presidents, Chancellors |
| Funeral of a UW System student or employee | UW Regents, designee of UW System President, designee of Chancellor of affected campus |
Travel costs for any function or activity not listed above are not reimbursable without prior approval of the Vice President for Business and Finance.
In all instances the UW System President and the Chancellors may designate an individual to represent them.
Refer to FAP Official Functions (F6) for guidelines relating to official functions held in the headquarters city.