Seminar Speaker Visitor Expense Claim Form

This is a brief description of what you will encounter during your Seminar at the UW Madison; this may assist you with your planning.

You will fly into the Dane County Regional Airport, located in Madison.  Suggested arrival is Sunday, the day before your Seminar, at a time of your choice.  Monday is spent meeting with faculty and students.  You will meet with grad students over lunch on Monday.  The seminar is from 3:30 – 4:30 p.m.  There will be a dinner with faculty Monday evening if this works with your schedule.

Please find attached the Visitor Expense Claim Form. This is the form you will fill out completely and return to us with your travel expenses after your seminar.  Please note the links which explain the UW-Madison’s reimbursement policies. 

Regarding airfare, we are able to reimburse for the cost of a roundtrip economy/coach fare from your home or office to UW Madison only.  If your flight itinerary deviates from this, then an economy airfare quote, from home/office to Madison roundtrip, must be provided along with the actual itinerary and appropriate receipts.  This quote must be obtained at the time the actual ticket is purchased.  We must have original receipts which include the complete itinerary, class of travel and method of payment such as a canceled check or the last 4-digits of the credit card number on the receipt for the actual airfare.  We will need a credit card statement if the receipt does not show the last 4-digits of the credit card number.  Do not use ORBITZ to book your flight; they are an ineligible vendor for UW Madison.  It is advisable to book your airfare at least three weeks in advance to take advantage of lower airfare rates.

Please note that UW-Madison has meal reimbursement maximums.  The current maximums can be found on the Accounting Services Meals Policy page.

If you must rent a car while traveling to Madison, please be aware that we have rental agreements with National for out-of-state and Enterprise for in-state rentals. Whenever the traveler cannot obtain a car from these vendors they need to provide a quote to show what it would cost with the contract vendor to receive reimbursement.

The Department of Biochemistry will pay the Hotel lodging directly; you will not be responsible for this portion of your stay.  You will be required to pay for all other amenities and expenses incurred at the hotel.  If the expenses are reimbursable, such as business use of internet, $5 per day telephone usage and standard parking (valet parking is not reimbursable), please keep your original receipt.   The receipt must be itemized and show number of occupants, method of payment and a zero balance; submit this with your other receipts for reimbursement.

The UW requires that a completed and signed W-9 form be attached for all reportable payments, which includes the Honorarium you will be issued.  The W-9 form is for U.S. Residents only.

The equivalent of the W-9 for Non-Resident Aliens (NRA) is the W-8BEN.  Effective January 1, 2010 the UW will also be requiring that a completed and signed W-8BEN form be attached to each tax reportable payment request for Non-Resident Aliens.  This includes all tax reportable payments made through all payment methods. 

If you are not a US resident you must also provide a copy of your Passport and entry/Visa information, I-94 form, along with an 8233 form when required, before you leave the UW-Madison campus.  Please give these copies to your faculty host or seminar coordinator.  We must have this information in order to process your travel reimbursement and Honorarium. 

The honorarium will be processed with your travel reimbursements.  Please be certain to include your full social security number and Home address on the attached form for we must have this information in order to process the Honorarium.

After we receive your travel form and receipts it will take 3-4 weeks for the check to reach you at the address you specify on the Visitor Expense form.

If you have any questions please contact Crystal Peterson (