Trip Planning Q & A
Information here is to give you a better idea of what is available to you, expected of you, and required by policy for your upcoming travel.
Information here is to give you a
better idea of what is available to you, expected of you, and required by
policy for your upcoming travel.
What is needed to have a successful
trip?
First and Foremost: Knowing your UW
policies and how they pertain to YOU:
It is the responsibility of the
traveler to understand and comply with UW Travel policies! Please acquaint
yourself. (Click on the link and scroll to “201 Travel”) http://www.bussvc.wisc.edu/acct/policy/ppindex.html
The UW-Madison's
Travel Center provides answers to a few of the
main subjects when it comes to travel, and the following provides a revised
version of some of that information:
Do
I Need Pre-Trip Approval?
Pre-approval applies to out of state
travel which involves the use of State GPR (accounts using 101, 104, or 402)
funds. If your travel funding falls under these two categories, the Out of
State Travel Approval Form must be completed and submitted for division approval.
See form here: OutofStateTravelApprovalForm.docx
UW Madison issued
Purchasing Card, My Corporate Card, Personal Funds (personal credit cards,
checks, cash, etc.) and Cash Advance.
How
Will I Get to My Destination?
Air Travel
All airline
reservations initiated by University employees – for either employee or
non-employee travel – must be made with Fox World Travel or via the Concur
self-booking tool. Visit UW TravelWIse for access to the contract vendor/booking tool and other University travel
related information. (For details see Policy 201.A - Air Travel)
Ground
Transportation
Personal
vehicle versus a fleet vehicle? This decision is ultimately yours, but the suggestion is to
use a personal vehicle for shorter trips-under 300 round trip miles (see Policy 201.B – Privately Owned Vehicle Expenses ) and UW Fleet vehicles for any
trips that exceed 300 round trip miles. For a roundtrip exceeding 300 miles when a Fleet vehicle is available, your
mileage reimbursement will be at a reduced rate. To receive reimbursement for personal vehicle miles, you
must be an authorized driver with UW's Risk Management. Only non-employees are exempt from
this requirement. Fleet vehicles
can be reserved and internally billed to your department via Physical Plant Car Fleet.
Renting a
vehicle.
For details see Policy 201.D - Vehicle Rental and Gas) Use of the Big Ten contract with Enterprise or National
is required for UW employees, graduate students, guests and consultants over 21
years of age traveling on University paid business. The State of
Wisconsin/WSCA contract with Enterprise, National and Hertz must be used by
those who are unable to obtain a vehicle under the Big 10 contract.
Reservations can be made through Concur UW
TravelWIse or Fox World
Travel call
Toll-Free: 866-230-8787 or 920-230-6467 or Contract Car Rental Agencies
UW Travel Wise .
Do
I need an Exemption for Disability-Related Travel?
For
exemptions that are disability related for travel, please see the Office for Equity and Diversity's
website.
How
much am I allowed to spend on lodging?
To find out about
lodging maximums use the UWTravelWIse
Calculator.
(For details see Policy 201.H - Lodging)
Note: If traveling within State of Wisconsin you are
exempt from the payment of state and local taxes on lodging. Just provide
vendors with the tax exempt wallet card. For travel within US outside of
Wisconsin please see UW
TravelWIse to see if the University has a tax exemption
agreement with the state you are traveling to.
What are my travel per diems?
There is a tool to use prior to your
travel so you can see what your maximum lodging and meal per diems are. Use the
UW Travelwise Per Diem Calculator
How should I reserve a room?
Reservations must be
made directly with the lodging facility or via the University’s contracted
travel agency, Fox World Travel (either directly with an agent or via CONCUR the
online booking tool at https://uw.foxworldtravel.com/
Traveling
to a Foreign Country?
For information
specific to international travel, please see Policy 201.J International Travel and the UW – Madison International Travel Safety and Security website.
For the most part it would be
safest, regarding reimbursement, if you did retain all receipts. Those that are
not needed can be disposed of during the reimbursement documentation period. In
general though, you need to make sure everything is documented clearly,
detailed and itemized, and if not in English a translation must accompany the
receipt. For more see see Policy 201.L – Receipt Requirements.