A series of new travel policies will take effect on July 1, 2025. Please be sure to read and understand these changes to ensure you can be reimbursed for your travel-related expenses.
Expense Report Receipts
For expense reports, receipts will only be required for out-of-pocket expenses and Shared Liability Card (Corporate Card) transactions greater than $50. Receipts will still be necessary for ALL purchasing card transactions, regardless of the dollar amount.
Tipping
Tips will no longer be limited to 20% for long-distance ground and local transportation. Excessive tips will not be allowed, so we recommend keeping these tips under 25%.
Business Meals
There are increased limits for hosted meals. Additionally, in-state and out-of-state are now combined. Moving forward, this rate is split into “Continental U.S.” and “All other locations, including international.”
| Type of Meal | Continental United States | All Other Locations (Including International) |
|---|---|---|
| Breakfast | $28 | $35 |
| Lunch | $31 | $40 |
| Dinner | $46 | $60 |
| Refreshment Break | $14 | $20 |
For Individual Meals & Incidentals, the first/last day deduction of 25% is going away with Workday. Travelers will be eligible for 100% per diem allowance on the first/last day (less provided meals).
Nominal Gifts
The former provision allowing nominal gifts, excluding gift cards or cash equivalents, related to employee major life events such as weddings, births or deaths in the family has been removed.
UW–Madison was the only university in the state that allowed reimbursement for the purchase of flowers, etc., for significant life events of a colleague. This will now be a personal/pass-the-hat kind of purchase. However, flowers in the event of an employee’s death will be allowed.
Tax Tolerance
The tax tolerance level has decreased from $25 to $20. If sales tax is paid in error over $20, the purchaser should contact the vendor to obtain a refund. Document the date and action taken on the supporting documentation for the charge.
Purchasing Card Reconciliation
The purchasing card reconciliation timeline has increased from 30 days to 60 days.