Visit Day Reimbursement
Prior to April 15th, 2026, we will help defray your actual travel expenses (transportation, lodging, and meals – alcohol is not reimbursed) up to a total of $600 (domestic) and $800 (international). If you are interested in attending Visit Day on March 27th, please complete the Registration Form by March 9, 2026. Your reimbursement will be processed quickly and without incident after visit day if you follow these notes regarding reimbursement and receipt requirements.
UW-Madison’s travel policy requires all air travel and rental cars be booked via Fox World Travel. Unfortunately, any airfare and rental car purchased outside of Fox World Travel cannot be reimbursed by the University.
Please note that airfare purchases are non-refundable, however you would receive a credit with the airline if you needed to cancel your travels.
For visitors traveling internationally to Visit Day who are not U.S. Citizens or Permanent Residents – It is UW policy that the U.S. Department of Homeland Security stamp needs to be stamped in your passport and the date stamped must match the most recent I-94 or ESTA entry date into the U.S. in order to process a reimbursement. According to many travelers, the stamp is not usually being entered into their passport; if that is the case, the traveler needs to ask for the stamp if it isn’t entered at the particular border in which they enter the U.S.
Reimbursement:
Please complete and bring with you the Reimbursement Form. The second page of the form lists required visa related documents for non-resident visitors. We prefer to make a copy of these documents on the day of your visit. If you are a Permanent Resident, only a copy of the front of your Permanent Resident Card is required. If you are a US Citizen, no additional documentation related to your citizenship is required.
Please read the following UW travel policy closely and supply the indicated documentation for each category within 30 days of your visit along with a short, informal description of your travel plan. If you have any questions about the travel policy, please contact Jenny Schroeder, jmschroeder2@wisc.edu, before booking.
Expense documentation can be sent electronically or by mail to:
Jenny Schroeder
UW-Madison, Department of Economics
1180 Observatory Drive
Madison, WI 53706
jmschroeder2@wisc.edu
UW-Madison’s travel policy requires all air travel and rental cars be booked via Fox World Travel. Unfortunately, any airfare and rental car purchased outside of Fox World Travel. cannot be reimbursed by the University.
Fox World Travel is a full-service travel agency and can be reached via phone or email. Please reference our group code listed on your Travel Arrangement Document within your offer letter materials, in all correspondence with Fox World Travel.
Fox World Travel
Hours: 7:00 am CT – 7:30 pm CT Monday – Friday. Additional fees apply after hours/on weekends.
Toll-Free: 844-630-3853
Email: UWtravel@foxworldtravel.com
The UW travel policy mandates that all air travel be booked through Fox World Travel. As Chicago airports are designated as “home hubs,” flights originating from these locations are not an authorized department expense and are not eligible for reimbursement (Bus or personal vehicle are reimbursable options).
Please contact Fox World Travel with the reference group code. You will need to use your own credit card, frequent flyer card, miles reward program, etc. You will need to use your own credit card, frequent flyer card, miles reward program, etc. If you are combining your trip with another institution, consider booking your entire itinerary with Fox World Travel.
If you run into issues with your travels (you miss a connection, your flight is cancelled, etc.) it is imperative you call Fox World Travel directly ((844) 630-3853) to rebook. Any changes made directly with the airline or at the airport desk are considered outside of Fox World Travel are non-reimbursable.
Documentation: Fox World Travel itinerary with total amount paid.
Fox World Travel
Hours: 7:00 am CT – 7:30 pm CT Monday – Friday. Additional fees apply after hours/on weekends.
Toll-Free: 844-630-3853
Email: UWtravel@foxworldtravel.com
Group Code: see Travel Arrangement Document in offer letter
Please note that airfare purchases are non-refundable, however you would receive a credit with the airline if you needed to cancel your travels. Rebooking will be done through Fox World Travel.
Please contact Fox World Travel with the reference group code. The UW will not reimburse the rental car agency refueling charge, extra personal insurance, GPS, SAT radio, etc. If you intend to be reimbursed for gasoline, please provide an itemized gas station receipt. Rental cars used solely for travel within Madison will not be reimbursed. Please use taxi, Uber, Lyft, hotel shuttles, and Madison Metro buses for travel within Madison.
Documentation: Fox World Travel itemized invoice, rental agency receipt with total amount paid, gas station receipt for gasoline purchase.
Fox World Travel
Hours: 7:00 am CT – 7:30 pm CT Monday – Friday. Additional fees apply after hours/on weekends.
Toll-Free: 844-630-3853
Email: UWtravel@foxworldtravel.com
Group Code: see Travel Arrangement Document in offer letter
Tickets can be purchased directly from websites.
Van Galder Bus provides service to and from Chicago area (O’Hare Airport (ORD), Midway Airport (MDW), Downtown Chicago).
Badger Bus provides service between Milwaukee Airport (MKE) and Madison.
Megabus provides service between Madison and many other locations.
Documentation: Itemized paid receipt for ticket with the date(s) of travel.
If you plan to use your own vehicle, the current rate for mileage reimbursement is $0.725/mile and includes gas expense. Please let Jenny Schroeder know if you will be driving to Madison so parking can be arranged. If you are staying at the DoubleTree Hotel, complimentary shuttle service to campus is available.
The UW will reimburse tolls. Receipts are not required if the total toll amount is less than $25.
Documentation: Google map showing your route with mileage indicated.
You will be reimbursed for taxi, Uber, Lyft, and Metro Bus rides to and from airports/bus stations and within Madison.
Documentation: Receipts and description of origin and destination for each trip.
A block of hotel rooms is being reserved for visiting students at the DoubleTree Hotel. Rooms will be assigned on a first-come, first-serve basis and you have the option to have your own room or be paired with another visiting student of the same gender. Please complete the Registration Form to request that you be added to the hotel block list for one of these spaces. If you stay at hotel within the reserved block of rooms, the department will pay for the room directly and it will not count towards your reimbursement limit. You will be responsible for incidentals. Incidental charges cannot be reimbursed.
If you do not participate in the room block at the DoubleTree Hotel, you may be reimbursed for your actual lodging rate up to a maximum rate of $110 for March 26 and for March 27. Rooms must be booked directly with the hotel and an itemized paid folio (receipt) must be submitted for reimbursement. When making your hotel reservations, you may ask for the State Rate as a guest of the UW-Madison, Department of Economics PhD Visit Day. However, hotels are not obligated to provide that rate. Airbnb is also a reimbursable option. Reservations made through third party vendors (Expedia, Hotels.com, Kayak, etc.) and lodging at a hostel will not be reimbursed.
Documentation: Itemized folio (receipt) showing zero balance.
The University of Wisconsin uses federal meal expense and incidental rates based on the traveler’s destination – in this case Madison, WI. If you claim meal reimbursement, please indicate which meals you paid for on which dates and submit receipts to verify.