Financial - Travel Reference

This document provides a number of useful travel-related links.

Audience

  • Entomology, Plant Pathology, and Forest & Wildlife faculty and academic staff; Hub staff

Important

The UW’s contract for individual travel with Travel Incorporated ends June 30th, 2024.

Timeline for Transition

Timeline for Transition to Fox Travel
Date Description
Wednesday, June 26  Final day of booking in Concur with Travel Inc.
Thursday, June 27 – Monday, July 1  Concur Unavailable
Thursday, June 27 – Sunday June 30  Travel Inc. must be contacted for immediate booking needs
Monday, July 1  All live current and future reservations transferred to Fox
Monday, July 1  Fox must be contacted for immediate booking needs
Tuesday, July 2  Concur is available under the new Fox configuration

How to Prepare for the Transition

  • Retrieve all Travel Incorporated invoices that are required to be filed with payment mechanisms before the July 1st, 2024 transition date.
    Instructions
  • Utilize any open ticket credits on file (e.g. cancelled tickets, vouchers) before the July 1st, 2024, transition.
    Travel Incorporated will only support unused open ticket credits until October 1
    st, 2024, at which point there will be no method to recover any funds or apply to a future flight.
    Review Open Ticket Guidance for assistance.

For More Information on the Transition


Overview

https://businessservices.wisc.edu/travel-reimbursement/

  • Learn before traveling:
    • Make sure to read the UW travel policy.
    • Traveler training is available.
  • Get authorized for driving:
    • You MUST be a UW-authorized driver if driving ANY vehicle for UW business.  Visit this page to learn more.
  • Use CONCUR for booking:
    • You must book as much as possible through CONCUR(air, hotel, etc.).  Please screenshot and/or document if Concur cannot meet your needs.
  • If the travel is international, make sure to read the special rules:
  • Save your receipts!
  • Spell out acronyms:
    • Example: Society of American Foresters instead of SAF.
  • Sales tax:

Quick Links

Specific Topics

Conference Registration

  • Supporting documents for reimbursement must include:
    • name of the event
    • business purpose for attendance
    • event dates and location
    • amount of registration fee
    • breakdown of specific costs included in the fee (e.g. meals, materials)

Registration Resources

Flights

  • MUST be purchased through Concur/Travel Inc.
    • Book by phone by calling a Concur agent - $18 fee
    • Book online by setting up a Concur profile - $3.75 fee
  • More flight info here.

Flight Resources

Itineraries from Travel Inc.

Lodging

Can be booked through:

  • Concur:
    • By phone - call a Concur agent
    • Online - book on Concur's website - $18 fee
  • Airbnb
  • Hotel

Can NOT be booked through Priceline/Expedia/Kayak, etc.

Maximum Room Rate Allowances

Lodging Resources

Meals

  • Reimbursed on a per diem basis
  • Travelers:
    • are not reimbursed for actual costs
    • cannot claim meals and incidental expenses for other travelers

Meal Resources

Official Functions

Some events actively promote the university’s mission, support community value, and recognize and reward exceptional performance and service.

Expenses for official functions must be pre-approved. 

Using Vehicles for UW Business Travel

Options

  • Personal vehicle
  • UW fleet rental
  • Vehicle rental

When driving for UW business/research, no matter who owns the vehicle, the driver must be an authorized driver.

Which is the better choice - personal vehicle or fleet car?
Under 300 Miles Over 300 Miles

Vehicle Rental

  • Vendors - Enterprise and National
    • Book through Concur
    • If neither vendor has a vehicle available, you may use Hertz

Vehicles for UW Business Travel Resources

Questions

Please contact your department’s financial specialist.



Keywordstravel, UW Travel Wise Portal, Foreign Exchange Rates, Fleet Car Info, Driver Authorizations, Guide, quick start, quick start guide, flights, airline, CONCUR, e-reimbursement   Doc ID113275
OwnerDixie L.GroupRussell Labs Hub
Created2021-08-26 06:51:55Updated2024-06-19 14:04:12
SitesRussell Labs Hub
Feedback  0   0