5.5.2 Lodging - General Policies UWM Travel Procedures updated 9-10-12
A. All lodging claims must be supported by an original, itemized receipt. Photocopies or faxed
copies may be acceptable in exceptional circumstances when properly justified in writing.
B. Reimbursement is limited to the single rate for a standard single room. If a room is shared
by employees, the reimbursement may be divided equally. If the claim is paid by one
person, the name of the other individual(s) sharing the room must be provided.
C. With the exception of Milwaukee, Racine and Waukesha counties where the lodging
maximum is $80, the maximum amount reimbursable per day for in-state lodging shall be
$70, excluding tax. See tables for out of state and foreign locations.
D. Any amount in excess of the maximums must be accompanied by an itemized receipt and
an explanation of the reasonableness of such expense. Maximums may be exceeded
when unavoidable additional expenses, i.e., additional ground transportation costs, would
be incurred by trying to adhere to the maximum resulting in a higher cost.
E. An employee may stay at the conference site where lodging exceeds the maximum on the
basis that it enables the employee to gain professional benefits due to interaction with
other attendees. In such situations, documentation corroborating that the site selected is
the conference hotel is required. The employee's selection of a hotel from a menu of
properties recommended by the conference organizer is not in itself sufficient justification
for exceeding the lodging maximum.
F. Corporate, educational and government rates are available at many hotels/motels.
Employees should request a government rate when making reservations and carry an ID
card that identifies them as a state / university employee.Non-employees conducting official
UW business where state/UW funds are used to pay for the room may also be able to use
the contracted rates with a letter on official UW letterhead authorizing use.
G. Except in unusual circumstances, which must be justified in writing, an employee will be
held personally responsible for additional costs for failure to cancel a guaranteed
reservation or comply with posted checkout hours.
H. UW employees traveling in-state on official business are exempt from payment of state and
local taxes on meals and lodging. Employees should avoid the tax on hotel/motel rooms by
providing the hotel/motel clerk with the Department of Revenue approved tax exempt wallet
I. An employee who is required to remain in one location for an extended period is expected
to find lodging at reasonable weekly/monthly rates. Consideration should be given to use of
apartments or private homes if the cost is more economical. In those situations, the cost of
normal utilities, i.e., gas, heat, electricity, monthly local phone service including installation,
etc., are reimbursable.
J. Employees are expected to commute during the same day when the site of UW business is
within 50 miles of their home or headquarters. Lodging costs within 50 miles may be
reimbursed only for extenuating circumstances and with proper written justification and
approval of the employee's supervisor.
K. Lodging for UW-organized meetings and conferences held primarily for participation by UW
employees shall not exceed the lodging maximum. A state/UW owned or leased facility
should be used whenever possible for meetings and conference needs.
L. Expenses for lodging at facilities which are not licensed as a hotel, motel, campground or
tourist rooming house are generally not reimbursable. Exceptions may be granted by the
supervisor when there is a substantial cost benefit to the UW. A receipt for a nominal
amount and an explanation should be attached to the TER.
M. The State purchasing card should be used for payment of lodging costs. If they so choose,
employees have the option of utilizing the state-provided personal liability U.S. Bank travel
card instead of, or in addition to, the purchasing card. When using the purchasing card,
only the room cost and any applicable taxes may be charged. Charges for room service,
meals, telephone calls, movies, etc. must not be charged to the purchasing card. Adequate
controls must be in place to prevent charges for no-shows, personal items and duplicate
N. Tips and gratuities to hotel employees are reimbursable up to $2.00 on the day of arrival,
$2.00 on the day of departure, and $2.00 per night of stay. Claims for higher amounts must
be justified and supported by receipts.