With the new fiscal year, there are some important UW–Madison policy changes that went into effect July 1, 2023.

• Personal travel and airfare purchases. If there is no comparison or if the comparison is missing 1) Proof that the cost comparison was done on the same date as the purchased actual airfare. 2) Proof of the comparable search parameters (date of search, times, etc. are relevant and appropriate; ensure no limiting filters. 3) Proof that the travel dates shown on the comparison correspond with the UW business dates, then only 80% of the airfare cost is payable or reimbursable. If the airfare was paid with a purchasing card, travelers will have to repay 20% of the cost back to the UW. Please see Policy UW-3016, Air Travel for more detail. Policy UW-3016, Air Travel.

• Driving vs flying. If a traveler chooses to drive to a location vs flying, airfare cost comparisons are required for round trips over 1000 miles to determine the allocable reimbursement amount.  Policy UW-3019, Vehicle Use/Rental. Reminder, anyone who rents (UW Fleet or contract agencies) or claims mileage must be authorized to driver. 

• House hunting. House hunting is no longer reimbursable or payable on any funding because of the benefit to the individual and not to the University. House hunting will be removed from the Official Function from. If the unit wishes to provide funding for housing hunting, it can be included in the relocation stipend. 

Questions about the updates to the campus polices can be directed to the units assigned Business Services accountants, https://admin.cals.wisc.edu/offices/business-services/contacts/.