UW-La Crosse Travel

University employees, while on business travel, are expected to exercise good judgment when incurring travel costs. An employee may be reimbursed for reasonable and necessary travel expenses actually incurred in the performance and conduct of UW business. An employee shall not seek reimbursement for goods or services provided free of charge, not personally incurred, reimbursed by another source, or which will be paid or reimbursed from another source. Faculty and staff traveling together pay their own way and complete their own Expense Report (ER).

For UW travel policies, best business practices, and process standards, please refer to UW TravelWIse.

TRAVEL TIPS

Meals:

• Meals and incidentals are reimbursed based on per diem allowances. Per diems are calculated based upon location, first/last day of travel, and provided meals adjustments.
• For trip planning and rate determination, M&IE rates can be determined using the Lodging/Meal & Incidental Calculator available in the UW TravelWIse portal. 
• If an employee is buying a meal for someone else, the UW Sponsored Event policy and Hosted Meal Rates apply. The following must be included:
  • An itemized receipt
  • A roster or list of individuals who attended
  • An approved Food Approval Form

Additional information regarding International travel such as passports, travel visas, immunization requirements, foreign currency, and insurances may be found on UW TravelWIse International booking page. 

International - MEAL AND LODGING MAXIMUMS

Daily meal and incidental expense per diems for all foreign locations (including all related taxes and tips) can be found using the Lodging/Meal and Incidental Calculator. If the location of travel is not listed, the 'Other' rate will apply.

Any meals provided by international hosts, conferences, or others cannot be claimed for reimbursement and should be noted as such within your e-Reimbursement Meals & Incidentals Per Diem expenses.

For foreign travel, the incidental portion of the per diem varies by location. The incidental portion includes the following expenses:

• Fees and tips given to services staff - such as restaurant wait staff, porters, baggage handlers, hotel housekeeping or other service staff, valet, train, etc.
• Transportation between places of lodging or business to obtain meals when not obtainable within the immediate vicinity
• Phone calls
• Laundry, dry cleaning, etc.
• Bottled water

INTERNATIONAL FLIGHT RESERVATIONS & FLY AMERICA RULE/OPEN SKIES AGREEMENT

Make your reservations through our contract with Fox World Travel and take full advantage of expert international reservation services.

Before you purchase tickets for international travel, be aware that the Fly America Act/Open Skies Agreement requires that Americans (University travelers) who fly internationally using funds from the federal government (federal funds = grants) utilize a U.S. flag carrier, with few exceptions.

Exceptions:

• When there is no nonstop or direct service offered by a U.S. carrier
• When travel solely outside the U.S. increases the number of aircraft changes en route to more than two
• When the passenger’s travel time is extended by at least 6 hours
• When the connecting time is 4 hours or more at an overseas interchange point

Additional information on the Fly America Act and Open Skies Agreement can be found here and at the U.S. General Services Administration (GSA).

Interview candidates

Potential candidates, although not state employees, are welcomed to campus for the purpose of interviewing for a potential position with UW-La Crosse. Candidates are subject to same UW travel policies, best business practices, and process standards as employees. Listed below are some guidelines when inviting potential candidates to campus for interviewing purposes.

Guidelines - Interview Candidate & Employee/Host

Interview Candidate

How to Arrange and Pay for Interview Candidate Travel pdf

• All travel reservations must be booked via Concur or Fox World Travel.
• Departments may wish to set up an Administrative Group for Interview Candidate Travel

How to Set-Up and Pay a Non-Employee

• Interview candidates are considered non-employees
• Once completed, the employee contact can enter an e-Reimbursement on behalf of the non-employee/interview candidate
• Necessary information to complete the form:
  • Non-employee full legal name and mailing address
  • University funding string
  • Date of first purchase for which reimbursement will be requested

Employee/Host

How to Create an e-Reimbursement for Hosted Meals with Interview Candidates

• The employee serving as host for the meal coordinates and renders payment on behalf of interview candidate and others attending the meal
• Meal expenses are limited to Hosted Meal Rates
• The purchase of alcoholic beverages with University administered funds is prohibited

Resources

Direct Bill at La Crosse Area Hotels pdf

Students & non-employees

Driving Personal Vehicle

Students who are required to drive on University-sponsored business must be authorized to drive in accordance with UWSA Policy 615-Vehicle Use and Driver Authorization and follow university guidelines prior to using personal vehicles, rental vehicles, or fleet services. 

Note: In addition to receiving driver authorization, successful completion and certification of Van Training is required prior to renting 12-15 passenger vans. Certification is required to be presented when renting a 12-15 passenger van.

Business mileage will be reimbursed at the IRS-authorized mileage rate in effect on the date of travel using the most direct route. 

Standard Rate

•  $0.67 per mile

Resources

How to Set Up and Pay a Non-Employee

EMPLOYEE RELOCATION

Who This Policy Applies To

All employees

Rationale

Policy Detail

The following policy information is effective as of January 1st, 2023. Appointment letters issued prior to this date will be treated under the rules of the previous policy which differentiated direct costs from indirect costs.

Taxable Reimbursement

In accordance with IRS regulations, effective January 1, 2018, the reimbursement or payment of any relocation costs under this policy are considered taxable income and subject to applicable income and employment taxes.

Eligibility

Reimbursement of relocation expenses for new employees, including Faculty and IAS, Academic Staff, and University Staff, may be authorized and funded through the hiring department. The reimbursement of expenses may be offered up to the maximum amounts allowed for relocation costs as defined by the employee’s appointment letter. Reimbursement is not allowed for employees appointed as University Staff Temporary (formerly limited term employees (LTEs) or project positions. To be eligible for reimbursement, an employee relocation generally needs to be within 50 miles of the city of La Crosse for a position with on-campus employment. The relocation must be completed no later than one year from the effective date of the appointment or the end of probation, whichever is later.

Reimbursement Amounts

Reimbursement amounts for relocation will be specified in the appointment letter.

Faculty and IAS, Academic Staff, and University Staff positions:

• The former residence must be at least 50 miles from the university.
• A stipend of up to $4,000 may be provided for relocation costs.

Positions titled Director or above:

• The former residence must be at least 50 miles from the university.
• A stipend of up to $6,000 may be provided for relocation costs.

Relocation Costs

Payment of a stipend directly to the employee is allowed to cover relocation costs. A stipend may not be paid more than 30 days before the employee’s start date. Receipts are not required for reimbursement (employees are advised to retain all receipts for personal tax filing purposes), but a fully executed appointment letter is required as an attachment with the reimbursement request.

Relocation Using Commercial Carriers 

UW System Financial Administration has contracts established with SIRVA Van Lines (Piepho Moving and Storage) and UniGroup Van Lines (United Van Lines) for the relocation of household goods that university employees may use.

Travel authorization

How to Create Travel Authorizations in the Expense Module

UWL Travel Authorization Guide - Updated March 2022 pdf

Travel Authorizations may be used to obtain departmental pre-trip approval, according to current policies. Travel Authorization requests include estimated expenses such as airfare, lodging, meals, etc. For Meals and Incidentals, use the Lodging/Meal and Incidental Calculator for estimates. In the Travel Authorization, use expense type "Travel Miscellaneous" and enter the description "Meals & Incidentals." Then, enter the amount from the calculator.