Nelson Institute Travel Guidelines (2024)

Policies and procedures for planning, booking, and paying for travel on Nelson Institute business.

Planning your trip
Payment methods
Air travel and using Concur
Driving
Registration fees
Lodging
Meals and incidental expenses
Traveling outside the U.S.
Getting reimbursed
Accessibility accommodations
Other links (including combining business & personal travel)

Planning your trip

Travelers are expected to follow all internal travel approval procedures prior to making trip reservations. You are also responsible for following travel policy, retaining required receipts, and submitting expense reports in a timely fashion. Your best resource for travel planning is a Nelson administrator.

Laurel Fletcher lkfletcher@wisc.edu
Jill Folkerts capps@wisc.edu
Robin Higgins rkhiggins@wisc.edu

Payment methods

Payment by UW Purchasing Card (work with a Nelson administrator) or My Corporate Card is preferred for pre-trip expenses such as airfare, registration fees, lodging deposits and rental car guarantees. Out-of-pocket expenses incurred while traveling are reimbursed in accordance with UW-Madison travel policy. Employees are responsible for following travel policy, retaining required receipts, and submitting expense reports in a timely fashion. Getting Reimbursed – Division of Business Services – UW–Madison (wisc.edu)

Air travel

All airfare for UW business-related travel for employees and non-employees must be purchased via the Concur self-booking tool OR through Fox World Travel, the UW contracted travel agency.

Set up your Concur Profile: Concur Travel Profile Administration – Division of Business Services – UW–Madison (wisc.edu)

Driving

To drive an automobile for business purposes, you must first become an “authorized driver.” Driver authorization results in liability protection while driving in the course and scope of university business. For detailed information go to:

Driver Authorization – Division of Business Services – UW–Madison (wisc.edu)

Before you apply, please have the following information ready:

Your NetID and password
Your driver’s license number
The UDDS code for your department: UDDS for Science Hall is UA403900/CCR UA401500/SAGE UA402400
Out-of-state license holders will need to upload a PDF of their license

Once you've become an authorized driver, determine the best option for driving on UW business, including how to book a rental or fleet vehicle, and use of a personally-owned vehicle: Using a vehicle during UW business travel – Division of Business Services – UW–Madison (wisc.edu)

Registration fees

Registration fees for official participation at conference, conventions, training, or meetings related related to UW business are payable/reimbursable by the University. Find out What's allowed and how to pay.

Lodging

All lodging must be reserved through the Concur online system, directly with an agent at theUniversity’s contracted travel agency, by booking directly with the lodging facility, or by booking throughAirBnB. Use of other third-party booking sites (e.g. VRBO, Hotels.com, Travelocity) is prohibited.

The University hascontracts with various lodging suppliersin top travel destinations, including Wisconsin. UW contract rates are only offered within Concur.

Meals and incidental expenses

Travelers are reimbursed for meal and incidental expenses (M&IE) while in travel status requiring an overnight stay. M&IE are reimbursed on a per diem basis, not for actual costs. Travelers cannot claim M&IE for other travelers.

The M&IE per diem rate varies from location-to-location and sometimes can vary from month-to-month. Calculate your per diem allowance.

Traveling outside the U.S.

How to determine which foreign-travel expenses are reimbursable to UW-Madison travelers and what preparations need to be made for a business trip out of the U.S. Traveling to a Foreign Country – Division of Business Services – UW–Madison (wisc.edu)

Getting reimbursed

Gather your receipts and documentation. This can be verified prior to travel with a Nelson administrator (see above), or a policy check will tell you what is needed.
Access e-Reimbursem*nt from the Travel and Reimbursem*nt Tile on your MyUW homepage (see instructions above). You can assign a Nelson administrator as an alternate to create and modify expense reimbursem*nts for you, but you still must review and submit your own. Procedure - How to Assign an Alternate.
Once submitted, expense reimbursem*nts are reviewed by a least two levels of approval. Once fully approved, the reimbursem*nt amount is directly deposited into your bank account within 5 business days.
Expense reimbursem*nts must be submitted within 90 days of the end of the trip, date of purchase (for non-travel expense reimbursem*nts), end date of course (for tuition or job training expense reimbursem*nts).
Travelers may seek reimbursem*nt for airfare, registration fees, lodging, and vehicle rental reservation guarantees at the time payment is made. All other travel expenses are reimbursable after the trip is complete.

Accessibility accommodations

The University understands the need to accommodate travelers with health issues or physical limitations in accordance with state and federal disability accommodation laws. Please contactyour Divisional Disability Representative (DDR) if you need a disability-related accommodation, or a Nelson administrator who can contact the DDR on your behalf.