DoIT Internal Operations - Travel Resources

This document is a resource guide for booking UW business travel. It includes information related to Concur, booking airfare, reserving hotel rooms, and securing rental cars.

If you have already booked travel and would like to access a copy of the travel invoice, click here for the Find Travel Invoice directions.

Travel Policy Updates - Effective Oct 1, 2024

Travel Policy Updates

Effective October 1, 2024, the following travel policy updates were made as a result of the August 1, 2024, update to UW-5087 – Remote Work:

UW-3016 – Air Travel: This policy was updated to reduce the number of situations in which a cost comparison is required for air travel. Specifically, “travel prior to or after the required business travel dates” (e.g., adding personal time to business travel), no longer requires a cost comparison. In addition, travelers may now depart from or return to any airport within the state of Wisconsin or within 100 miles from the Wisconsin border without a cost comparison. The policy was further updated to clarify that when a cost comparison is required, the cost comparison flight will generally depart from or return to the Dane County Regional Airport (MSN). The “no exceptions” clause has been removed from the 80% reimbursement statement when a valid cost comparison is not provided with a payment/reimbursement request.

UW-3026 – Non-Payable/Non-Reimbursable Expenses: This policy was updated to include a prohibition of payment/reimbursement of travel expenses to an employee’s assigned headquarters location.

UW-3015 – University Travel: This policy was updated to provide allowable departure and return times for UW business travel. Arrival on the day prior to a business event and departure on the day after business concludes is allowable. For international travel, arrival up to two days prior to the business event is allowable.

UW-3019 – Vehicle Use/Rental: This policy was updated to clarify the situations when mileage is a reimbursable expense. To summarize - commute mileage is never reimbursable and must be accounted for when reconciling business travel expenses.

Remote Work and Travel

All travel on or after January 1, 2025, for remote employees, must conform to UW-Madison travel policies and application of UW-5087 – Remote Work.

General Booking Tips

Travel Policy

Booking with Expedia, Orbitz, etc. or directly on the airline website is not allowed due to our commitment to duty of care and our relationship with vendors. UW requires the use of our contracted travel agency partners for all airfare purchases.
UW contracted airline discounts may not be used for personal travel.
Booking on a third-party website such as hotels.com or booking.com is prohibited under the travel policy.
If a hotel is not available under the UW maximum rate for the location, you must provide documentation such as screenshots from Concur that a lower rate was not available.
Booking through Airbnb is allowed. Please see Airbnb information.
Contact your divisional business office to check if pre-trip approval is required.
If you prefer to book directly with an agent contact a UW contracted travel agency.

Useful Links

Tax Exemption

Signing Into Concur

Once your registration is approved, log in and complete your Concur Profile (Travelers must complete prior to travel)

Sign into Concur

Planning Resources

Helpful Resources

TravelWIse Portal home page
Become a UW authorized driver
Review UW System Travel Policies prior to reserving travel

Booking Resources

All individual car, flight, and hotel reservations must be made with the booking tool or travel management company
- Hotels recommended by an externally sponsored conference, or hotels with a group booking code can be booked directly with the hotel
Airfare is limited to coach/economy for all travel with a $150 tolerance over most economical flight
Use contracted lodging properties at negotiated rates whenever available in location
Review the maximum lodging rates prior to making reservations
Car rental reservations must be made using our Enterprise/National Big Ten Contract, or secondary agreement with Hertz if Enterprise/National is not available
Check with your divisional business department if a travel authorization is required prior to booking travel
Make your travel reservations in Concur or a with a Fox World Travel Agent at 608-710-4172 , 844-630-3853 or UWtravel@foxworldtravel.com
Fox World Travel business hours: 7:00 am - 7:30 pm CST Monday - Friday (Additional fees apply after hours)

Know Before You Go

Review the Meal Per Diem Allowance reimbursements for the location of travel in the UW TravelWIse Calculator
First and last days of travel receive 75 percent of the daily per diem rate
Meals provided, such as conference meals or hosted meals must be deducted from the daily per diem
International Travel When traveling abroad review the international resource page
Obtain a tax-exempt wallet card from your travel office (Tax exempt certificate, Tax exempt letter (substitute for W-9) )

Booking Travel For Another Employee

NOTE: To book travel for another employee in Concur, both parties must have a Concur profile.

To add an arranger to your Concur profile as a traveler:

Go to Profile and Profile Settings in the top right corner of Concur
Select Setup Travel Assistants

Select Setup Travel Assistants link in the bottom right corner of the Profile Options screen

Select Add an Assistant

Select Add an Assistant in the bottom right of the Assistants and Travel Arrangers screen

Type the name of the person you want to give permission to book travel for you. Select person and click Save.

Enter the name under Assistant, select the box underneath that says Can book travel for me. Then select Save in the middle bottom of the screen.

You should now see the name of your travel arranger under Your Assistants and Travel Arrangers. Click Save

On the Assistants and Travel Arrangers screen you will now see the name of your travel arranger

Note: An arranger can also request to be added into the traveler’s profile by contacting the campus travel manager.

As an arranger, to book for an assigned traveler, complete the following steps:

Login to Concur using your own credentials.
Select Profile > Act As Another User.
Select Act As Delegate for another user

Under the Act as Another User section, select Act as a delegate

Search by name, ID, or click drop down arrow to traveler’s name

After selecting Act as a Delegate, type the name of the traveler into the search bar

Select the traveler from the resulting list and click Switch.
Make the necessary travel arrangements. When finished, select Done Acting For Others from the profile menu.

Non-Employee Guest Travel

After signing into Concur, select Booking for a guest at the top left of the page.

Trip Search

To reserve airfare for a guest the following information must be provided:

The guest’s name as it appears on the form of identification, they plan to present to airport security. The guest’s name must appear on the airline ticket to correspond with identification.
The guest’s date of birth.
The guest’s gender.

The preferred method of paying for airfare for a guest is with a University Purchasing Card; however, guests can pay and be reimbursed for airfare reserved by a travel arranger in Concur or directly with a Travel, Inc. agent.

Lowest Fare in Concur

After searching, you can sort results by price to find the lowest cost.

The search results appear on the right hand side of the screen. Under Shop by Fares, select the Sorted By

NOTE: Concur was designed with the Business Traveler in mind. It assumes you have a certain period in which you must arrive and depart which why it does not search “anytime.”

Please be sure you adjust the time parameters according to your flexibility. If you do not adjust the time parameters, Concur will only return results within the default search window on the dates you provide. If you are flexible, you can expand the search window to /- 3, 4, 5 hours or more

Under Booking for Myself, in the Depart and Return categories, change the +- number on the right side

Booking A Hotel

To book a hotel click the Hotel tab

Under Booking for Myself select the bed icon for hotels

Enter Search criteria and then click Search

Under booking for myself, fill in the Hotel Search information

Review the search results. To filter use the Sorted By drop-down above the list.

The search results appear on the right side of the screen. Above this select sorted by

To view more details such as room options and cancellation policy, click view rooms.

In the search results, select View Rooms. Options appear below and you can select Rules and cancellation policy under the room options to view more

To Reserve a room, click on the price

Click the price button on the right side of the search options

Review details and select the check box to agree to hotel’s rates, restrictions, and cancellation policy.

Under Accept rate details and cancellation policy, select the check next to I agree

To finalize your hotel reservation, click Reserve Hotel and Continue.
On the trip booking information screen you can modify the trip name, description, and email confirmation options. Click next to continue booking process, on the trip confirmation screen select Confirm.

NOTE: It is acceptable to book at designated conference hotels even if maximum price per day is exceeded. (See UW Policy 415)

HELPFUL TIPS

You may see several rate options for each hotel. Please be sure to check the Rules and Cancellation Policy for each rate to see if rates are applicable. There are rates in Concur that are not applicable to Wisconsin State Employees.
If you are booking a hotel outside of Wisconsin, do not book a State Rate. You must be an employee of that State and do not have the appropriate ID.
Don’t forget to initiate a credit card authorization if paying for a hotel for another employee with your pro card. Generally, you can obtain one by calling/emailing the hotel directly.

Car Rental

HELPFUL TIPS

Insurance is included for domestic rentals for Enterprise/National when booking a car rental for university business.
UW Risk Management recommends purchasing insurance with all international rentals.
Drivers must become authorized drivers prior to renting a vehicle, using a fleet vehicle, or driving a personal car for business. Click here to become an authorized driver.

Click the Car icon at the upper left side of the screen

Under booking for myself, select the car icon

Enter your search criteria such as pick-up/drop off dates, location, and other search options.
You may add more search options by clicking More Search Options. When finished click Search

In the car search category fill in the blank boxes

Use the location details link to view more information about the rental car. To choose a car, click the fare amount in blue.

Use the location details link to view more information about the rental car. To choose a car, click the fare amount in blue on the right side

To continue with the reservation, click the cost and continue.

To continue the reservation select the price on the right side of the screen

Review details and click next.

on the review price summary select the reserve car and continue button in orange at the bottom of the screen

Add trip name, trip description, and email for confirmation then click next. To finalize the reservation click “Confirm Booking” at the bottom of the page.

Traveler Assistance

More than one day prior to departure:

Reservations can be canceled in Concur or through Fox World Travel at 608-710-4172 , 844-630-3853 or UWtravel@foxworldtravel.com

In case of an emergency or complication in travel plans:

Concur support via the chat in the Concur application or at 866-738-6444 or Fox World Travel at 608-710-4172 , 844-630-3853.

NOTE: Fox World Travel business hours: 7:00 am - 7:30 pm CST Monday - Friday. Additional fees apply after hours.

Find Travel Invoice

The preferred process for accessing a copy of the travel invoice is through the Travel and Reimbursement tile within MyUW Home.

To add the tile, follow these steps:

Go to www.wisc.edu
Login (netID and password)
Click on MyUW

MyUW

Click on My Home

MyUW Home

Travel and Reimbursement tile, then click Fox Invoices icon

Travel and Reimbursement Tile

To add the Travel and Reimbursement tile to your home page:

Scroll down to + Add to home

Travel and Reimbursement Tile

Search for Travel and Reimbursement

Add to home

Click + Add to home

Search Menu

The Travel and Reimbursement tile should now be on your home page.

Add to home

NOTE: Travel invoices can also be accessed directly through the Fox World Travel - Fox Portal. Users will be prompted to create an account and password or login using their account and password.

Keywords:

Travel, Concur, TravelWIse, hotel, car rental, airline, airfare, business travel

Doc ID:

137471

Owned by:

Allyson J. in DoIT Internal Ops

Created:

2024-05-21

Updated:

2024-12-18

Sites:

DoIT Internal Operations Team

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