University of Wisconsin – Whitewater
Expense Reimbursement Policy Exception Request
University Policy
The University expects travelers to use UW funds and resources prudently, understand and follow the travel
policies and submit timely travel reports to ensure the University meets all applicable compliance
requirements. Business travel expenses will be promptly reimbursed by the University when they are
reasonable, necessary and meet policy and compliance requirements.
University travel policies are established through the system travel wide governance process and have been
designed to meet the business objectives. Travel policies apply to all faculty, staff, visitors, students, guests and
other non-University personnel, including consultants/contractors traveling or using funds and/or resources
administered by UW System Institutions. As such, all travel policies and operational standards must be
consistently applied at each UW System Institution.
University Requirements for Accountable Plan
For reimbursements to be considered non-taxable income, the University’s travel and expense reimbursement
policies, including procedures for expense reporting must comply with the IRS Accountable Plan Rules. To be
considered an Accountable Plan an employer’s business expense reimbursement arrangement must meet the
following conditions and IRS Safe Harbor requirements:
• Business Connection: Reimbursements and advances provided to the traveler or employee under the plan
must be for business related expenses only. Any advance payments must be related to the business
expenses that a traveler or employee is expected to incur.
• All travel related expenses must be substantiated (submitted) in writing and include any required itemized
receipts within 90 days after the trip completion date or will not be reimbursed by the University.
• Non-travel related business expenses (defined as expenses that are not travel related or incurred while in
travel status) must be substantiated in writing and include any required itemized receipts within 90 days of
expense date or will not be reimbursed by the University.
• For cash advances, travelers must substantiate expenses and return any excess advanced amount within 30
days after the trip completion date.
Exception Requirements
Exceptions to 90 day report submission requirements shall be reserved for extraordinary circumstances, such
as serious illness or unforeseen emergency to the traveler. NOTE: extensive workload or not having time to
submit the expense report is NOT an extraordinary circumstance.
Exceptions to policy requirements, mandatory contract use, documentation requirements, etc will be reviewed
on a case by case basis.
Only the Vice Chancellor for Administrative Affairs has the authority to grant exceptions for expense
reimbursements. Exceptions generally will not be considered for travel occurring more than 6 months prior to
the date of submission of this request.
For a more detailed explanation of the University System-wide Travel Policy please refer to the link found on
TravelWIse https://uw.foxworldtravel.com/policies-and-procedures/
Procedure to Request Expense Exception:
1. Complete attached form, sign and route by email to your Supervisor/Department Head/Dean
2. If Supervisor/Department Head/Dean approves, form must be signed and routed by email to
Travel@uww.edu
for tracking and submission to the Vice Chancellor
3. Requests will be reviewed and returned to the traveler by email with the decision regarding reimbursement
NOTE: exceptions will be reviewed the first week of each month, which may delay reimbursement.
4. Traveler MUST attach the form to their electronic Expense Reimbursement when submitted.
