Academic Affairs Knowledgebase - Travel Tips
All travelers (or travel arrangers) should review campus web page on travel planning and booking prior to EVERY trip (https://businessservices.wisc.edu/travel-reimbursement/planning-a-trip/). All travelers should create their travel profile on Concur, the online booking portal.
Flights
- All airline ticket purchases MUST be made via Concur, or directly through Travel, Inc – no exceptions allowed.
- Department purchasing cards and/or personal credit card information can be loaded into the secure Concur portal.
- Arrival/departure dates and times should align as close as possible with meeting/conference agenda.
- Cost comparisons are to be completed and saved as PDFs PRIOR to any purchases
- Document clear reasoning for selecting non-lowest-cost flights, or for selecting travel from non-approved airport – include this documentation with flight comparisons and ticket receipt for e-reimbursement.
- When adding on personal travel to a business trip, cost comparisons MUST be done at the time of purchase (i.e. they can’t be done days ahead of time).
- Cost comparison documentation is required regardless of payment method (personal or P-Card) – screen shot from Concur, email communication directly with Travel Inc agent, or saved ITA search are all acceptable.
- It’s highly preferable that the full ticket purchase be put onto a personal credit card rather than the department purchasing card anytime there is personal travel included on a trip.
Vehicles
- All employees MUST be registered as authorized drivers.
- Vehicle rentals MUST be made via Concur
- Campus prefers (currently not a requirement) that fleet vehicles be used for trips over 300 miles. If trip is more than 800 miles, a cost comparison of flights vs vehicle travel MUST be done prior to the trip.
- Mileage is paid based on federal rate, for any trips over 300 miles, the turn-down rate is used.
- Parking / tolls are reimbursable – save receipts. Parking or driving violations are not reimbursable.
- Mileage reimbursement must be supported via Google Maps or Mapquest printout (Madison work address to final destination).
Lodging
- Lodging MUST be booked through Concur, unless lodging reservations are facilitated through a conference registration system.
- Arrival/departure dates and times should align as close as possible with meeting/conference agenda.
- Cost comparisons are to be completed and saved as PDFs PRIOR to any reservations/purchases
- Document clear reasoning for selecting non-lowest-cost lodging – include this documentation with comparisons and hotel receipt for e-reimbursement.
- Parking, wi-fi are allowable lodging-related expenses.
- While hotel reservations can be made using the department purchasing card, it’s preferable that payment, upon departure of hotel, is put onto personal credit card rather than department purchasing card.