Financial Administration

UWSA - FPPP 36 - Travel Regulations

XVIII. FOREIGN TRAVEL

  1. For foreign travel, including U.S. possessions, separate dollar maximums for meals and lodging apply. Meal and Lodging Maximums

    The daily maximum shall be prorated as follows:

    Breakfast - 20% Lunch - 30% Dinner - 50%
    Just as with domestic travel, the amount claimed for meal reimbursement must be the actual amount spent up to the maximums.

    For foreign travel, employees may be reimbursed for the purchase of bottled water. The maximum reimbursement is limited to $7.50 per day.

  2. Value added tax (VAT) and other taxes levied by foreign countries may be recovered by the UW. In order to be eligible to reclaim such taxes charged on qualified services, employees are encouraged to request proper receipts. Employees who travel to the following countries should download and follow the instructions in the brochures provided by the UW's tax retrieval company:

    • Austria
    • Canada
    • Germany
    • Netherlands
    • South Korea
    • Sweden
    • Switzerland
    • United Kingdom


    3. Employees are prohibited from personally filing for refund of all taxes reimbursed by the UW.

  3. Travel costs paid in foreign currencies will be reimbursed to the employee using rates documented by the selling entity. In the absence of such documentation, daily rates may be found at this website: Exchange Rates

  4. Low cost medical insurance is also available from Cultural Insurance Services International through a contract with the UW System. Employees traveling abroad are encouraged to obtain the coverage, the cost for which is reimbursable if the employee is engaged in university-sponsored educational or research activities.

    Medical assistance is also available for UW employees traveling abroad under a program entitled MEDEX. Employees who travel abroad should contact their institution risk manager or travel coordinator to obtain an identification card.

  5. While planning a trip and before departing, employees are strongly encouraged to check the Foreign Travel Advisories for possible travel warnings.

  6. Passports, Visas - Reasonable charges for passports, visas and associated required photographs are reimbursable when incurred in connection with official UW business. The cost of inoculations and other routine medical procedures required for entry into certain foreign countries, which is not covered by insurance, is also reimbursable. Receipts are required if the claim exceeds $25.