Reimbursement for travel expenses

Students who are offered travel support (those with guaranteed financial support) to visit the department before April 15 should carefully read the following information in order to get reimbursed. Those students eligible to be reimbursed up to $400 for out-of-pocket, business-related travel expenses incurred as a result of your trip to Madison and which are allowable under University travel and expense policy. Be sure to keep your all of your receipts!

It is important that you follow the guidelines below. If not, you will not be able to receive reimbursement or your reimbursement will be delayed. Please contact Computer Science Travel Office (cstravel@cs.wisc.edu) with any questions you have prior to making purchases.

In order to reimburse non-employee visitors, we need the information requested in this survey. Visitors that are not U.S. Residents for tax purposes will need to bring original copies of the documents corresponding to their visa type (which can found graphic included in the survey) along on your visit.

Important Guidlines for Purchasing Reimbursable Airfare

Due to strict University Travel Policies, the only reimbursable method for purchasing airfare is through the University’s travel agency, Fox World Travel. Any airfare purchased through third-party websites (Travelocity, Expedia, etc) or purchased directly through the airline cannot be reimbursed under any circumstances. In order to book your air travel through Fox World Travel, contact the UW-Madison travel agents using the information below.

Fox World Travel Contact Info:

Group Code: 09UW755

Monday - Friday, 7:00am - 5:30pm CST: 866/230.8787, option 4

International customers: 920/230.6467, option 4

Please note that the maximum amount of your reimbursement for all travel related expenses is $400, so any amount over $400 will need to be paid with a personal credit card. If you would like to purchase airfare with an origination / destination different than your home city, you will need to contact our team at cstravel@cs.wisc.edu to discuss specific rules for these instances.

Information Required Prior to Travel

Fill out this survey as soon as possible—preferably before you travel to avoid delays in your reimbursement. This survey collects information required for processing your reimbursement request. If you are in the United States on a visa, we are required to collect and retain copies of certain identification documentation before your reimbursement can be processed. That documentation is listed in the survey.

Reimbursement Process & Receipt Requirements

In order to reimburse your out-of-pocket expenses after your trip, please follow the guidelines below regarding receipt requirements:

1. List of any transportation expenses (taxi, bus, train, subway, parking, tolls, baggage) under $25.00 (no receipts necessary)

2. A receipt for any transportation expenses (taxi, bus, train, subway, parking, tolls, baggage) over $25.00

3. Exact mileage and Google Maps detailing route of any personal vehicle mileage claim

4. Total amount of claims for meals each day that you were traveling (no receipts necessary); no meals on Friday and Saturday will be reimbursed

After your visit, please submit a list of claims and scanned copies of the required receipts cstravel@cs.wisc.edu.

Frequently Asked Questions

What if my total expenses exceed $400?
You are eligible to be reimbursed up to $400. You should report all of your expenses. Even if your total expenses exceed $400, your reimbursement request will be limited to that amount.
What if my total expenses are less than $400?
You will be reimbursed for your actual expenses. For example: If your actual expenses are $200, that is the amount you will be reimbursed for.
How and when will I receive my reimbursement?
A paper check will be mailed to the address you provide on the “Visitor Information Survey” (see above). Please allow 2-4 weeks for processing and mailing. We will notify you when your report has been approved.
I am driving to Madison. Can I get mileage covered?
Expenses for driving your personal vehicle are reimbursed at $.54/mile. You must provide your starting and return location. We will create a Google Map and reimburse your mileage based on the distance provided on that map.
Can meals during my trip be reimbursed?
Most of your meals on Friday and Saturday will be provided, so you will not be reimbursed for additional meals you purchase those days. However, you can be reimbursed for meals you purchase en route to/from Madison. When you submit your reimbursement request, tell us how much you spent on those meals and you’ll be reimbursed up to maximum amounts allowed under our meal policy. Alcohol is never reimbursable.
When I get to Madison, can I get a rental car?
Cars rented in Madison to be used locally are not reimbursable. Taxis are usually waiting outside the baggage claim at Dane County Regional Airport. You can be reimbursed for your cab fare.
Are my hotel expenses covered?
The department has already booked and paid for a block of rooms for Welcome Weekend participants. Other accommodations will not be reimbursed. Funded students who choose to visit at an alternate time can request a hotel room for two nights which will be booked by the department.