Payment Services

Lodging

You are required to use a UWSP Travel Card or a Purchasing Card for lodging costs.

• Only 100% reimbursable costs can be charged to the Purchasing Card.

• Incidentals are NOT allowed on the Purchasing Card (phone calls, room service, movies, etc.)

• Incidentals may or may not be reimbursable but CAN be charged to the Travel Card when incurred as a part of business travel.

• Wisconsin Contract Lodging Sites

For Out-of-state lodging reservations, Travelport can be used when you are also purchasing airfare for the same trip. For reference, there is a link on the Travelport home page to the Domestic Meal and Lodging Maximums.

Required Documentation:

Original hotel receipt showing:

• Traveler's Name

• Dates of stay

• Confirmation of reservation from hotel (for deposits charged prior to your stay)

• Daily Room Rates (maximum is $70 for all in-state counties except Milwaukee, Racine, and Waukesha where the maximum is $80).

  • If you are seeking a reimbursement higher than the maximum allowed for in-state or out-of-state lodging due to staying at a conference-site hotel, you must submit proof that your hotel was designated as a conference-site hotel. Typically a copy of the registration form would contain appropriate documentation.

    • Note: 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.

  • Lodging is tax-exempt within the State of Wisconsin; tax is NOT reimbursable for in-state lodging.

  • Click here for out-of state exemptions; tax exemption varies state-by-state.

  • What if rates exceeded the maximum allowed? See Travel Regulations XI, D.

• List of names of other people staying in the room(s).

• Other applicable charges.

Links

Lodging Travel Regulations
Out-of-state and Foreign Lodging Maximums
Wisconsin Contract Lodging Sites