Lodging and Meals

In-State Lodging

  • In-State Lodging - UW-System Travel Regulations web site
  • Lodging is tax exempt in Wisconsin; taxes not reimbursable
    • All employees must present the tax exempt wallet card when checking into the hotel to get the tax exemption
    • If the hotel insists on a tax exempt certificate, please contact Accounting Services and they will provide one
  • The non-mandatory contract for hotels in Wisconsin expired June 30, 2011. The hotels may/may not have state rate rooms available. Traveler is limited to the state rates: the maximum amount reimbursable per day for in-state lodging shall be $70, excluding tax, except for Milwaukee, Racine, and Waukesha counties where the lodging maximum is $80, excluding tax. The only exception would be when attending a conference.  The conference rate then applies.

Out-of-State Lodging

  • Out-of-State Lodging- UW-System Travel Regulations
  • Out-of-State High Cost City guide
    • If the destination city isn't listed traveler is allowed the rate for the county where the city is located.  How to find out what county a city is in?
  • Foreign Lodging & meal rates (US Department of State Regulations web site) - the lodging and meal rates are the maximum allowable however, traveler must claim actual expense, not to exceed the maximum.

NOTE:  Lodging purchased through Orbitz will NOT be reimbursed.

Meal Maximums and Timelines

In-State and Out-of-State: the State of WI doesn't reimburse per diems.  Meal claims must be actual expense within the maximum indicated at this link.

Tips on Saving Money when Booking

  • Realize the conference rate might not be discounted. Often organizations get a pay-back on rooms they've blocked for events
  • Check online to see rates at the hotel. Often these rates will be much less than if you call the hotel
  • If you do call, request government rate before requesting a conference rate - again - it's often less expensive

Hotel Locator

This option on Terry Trippler's website helps to find a hotel near the conference /meeting site. Worth checking out!