Visit Day Reimbursement

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 Dana Rockett, dana.rockett@wisc.edu, before booking.

Expense documentation can be sent electronically or by mail to:
Dana Rockett
UW-Madison, Department of Economics
1180 Observatory Drive
Madison, WI 53706
dana.rockett@wisc.edu

UW-Madison’s travel policy requires all air travel and rental cars be booked via Travel Inc. Unfortunately, any airfare and rental car purchased outside of Travel Inc. cannot be reimbursed by the University.

Travel Inc. 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 Travel Inc.

Travel Inc.
Hours: 7:00 am CT – 8:00 pm CT (excluding holidays)
Toll-Free: 877-811-9898 (Option 4)
Email: uwtravel@travelinc.com

Please contact Travel Inc. with the reference group code. 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 Travel Inc.

Documentation: Travel Inc. itinerary with total amount paid.

Travel Inc.
Hours: 7:00 am CT – 8:00 pm CT (excluding holidays)
Toll-Free: 877-811-9898 (Option 4)
Email: uwtravel@travelinc.com
Group Code: see Travel Arrangement Document in offer letter

Please contact Travel Inc. 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, Madison Metro buses for travel within Madison.

Documentation: Travel Inc. itemized invoice, rental agency receipt with total amount paid, gas station receipt for gasoline purchase.

Travel Inc.
Hours: 7:00 am CT – 8:00 pm CT (excluding holidays)
Toll-Free: 877-811-9898 (Option 4)
Email: uwtravel@travelinc.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 $0.585/mile and includes gas expense.  Please let Dana Rockett know if you are driving a vehicle to Madison so parking can be arranged for you.  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, you may be reimbursed for your actual lodging rate up to a maximum rate of $109 for March 31 and $131 for April 1. 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.