Meal claims in excess of the maximums may be reimbursed if supported by a receipt and a written explanation of the reasonableness of the expense under the particular circumstances. When an employee is entitled to two or more consecutive meals in a day, and exceeds the maximum on one or more meals, the claims may be divided between the allowable meals as desired, as long as the total allowable for the consecutive meals per day is not exceeded. Each day is considered separately for application of this policy. Employee meal costs which is not preceded or followed by an overnight stay away from home is taxable to the employee unless it is clearly demonstrated that UW business was transacted during the meal. Maximums may be exceeded when an employee is staying at a conference site.
Employees traveling in-state are exempt from payment of state and local taxes on meals and lodging.
Expenses for nonbusiness related activities, such as sightseeing tours, includes as a specific charge in the registration fees are not reimbursable. In situations requiring payment of a large registration fee for an events occurring several months or more in the future, employees should pay the fee directly from departmental funds. The employee is responsible for the accuracy and conformity of claims to the University System travel regulations. To help assure accuracy, conformity and completeness it is recommended that the TER be prepared at least once a month. For travel near the end of the fiscal year, TERs should be submitted in a timely manner in order to be charged to the fiscal year in which the travel occurred.